Cold Chain Management

National requirements

• • National Vaccine Storage Guidelines: ‘Strive for 5’, 3rd edition

Equipment 

• • A vaccine specific fridge must be used to store vaccines

• • A data logger is required for each vaccine fridge, set to 5 minute intervals

• • A min/max thermometer is required for each vaccine fridge (portable or in-built)

Monitoring 

• • Twice daily: manually record fridge temperatures (min/max/current) – Strive for 5 temperature chart or PHN temperature booklet

• • Weekly: download data logger 5 minute temperature report, review and store results

• • Yearly: complete the Vaccine storage self audit checklist, and store document
    • Service fridge annually
    • Conduct Ice Slurry test

Other equipment

• Open weave baskets – vaccines should be stored in their original packaging in open weave baskets (Strive for 5 – p38)
• Basket labels – clearly label baskets with the name of the vaccine (order free from NSW Health)

NSW State requirements

• • Complete NSW Health online Cold Chain Training Module (compulsory)

• • Review NSW Health Cold Chain Toolkit guidelines

• • Complete NSW Health Vaccine Storage Checklist

• • Review NSW Health website for Vaccine storage and cold chain management

NSW Cold Chain Audit

• • NSW Health are conducting random CCM compliance audits of vaccine clinics
  • Each Public Health Unit in NSW are selecting a practice at random to audit every month
  • Non-compliance will result in VAN suspension (vaccine account number)

Compliance audits will include checking:

• • All vaccines administered are notified to the Australian Immunisation Register (AIR)
  • Adherence to correct vaccine storage and cold chain management
  • Adherence to staff training requirements (completion of online Cold Chain Training Module)

NIP funded vaccines

To report a CCB for NIP funded vaccines, report to your Public Health Unit (PHU):

South Eastern Sydney Local Health District:

• • complete Online Reporting Form
  • PDF form will no longer be accepted
  • see a SAMPLE of the online reporting form

Sydney Local Health District:

1. • complete PDF Reporting Form
   • email to SLHD-Immunisation@health.nsw.gov.au

COVID-19 vaccines

To report a CCB for COVID-19 vaccines, contact the Vaccine Operation Centre (VOC):

• • Complete form: Cold Chain Breach (CCB) reporting form
  • Email the completed form to the Vaccine Operations Centre (VOC)
    Email: COVID19VaccineOperationsCentre@Health.gov.au
    Phone: 1800 318 208

CCB resources

• • Quiz: Is it a cold chain breach?

• • Process: Steps to take in a Cold Chain Breach

• • Poster: What is cold chain breach?

• • Poster: CCB Flowchart

• • Information sheet: Why report a CCB?

• • Order stickers: CCB stickers

• • Poster: “Isolated Vaccines” poster

• • Click here to download complete set of ‘Cold chain breach’ resources

Planned power outage

• • Managing a planned power outage – CESPHN information sheet

Power failure or fridge malfunction

• • Transporting vaccines – ‘Strive for 5’, Appendix 8

• • Managing a Power Failure – ‘Strive for 5’, Appendix 9

• • Power Failure Action Plan  – CESPHN Information Sheet

• • Alternative Vaccine Storage Options in a Power Failure – CESPHN Information Sheet

• • How to pack a cooler – NSW Health Strive for 5

• • Temperature monitoring chart for esky/cooler – NSW Health

• • HLP MediTemp min/max thermometer – CESPHN user guide

• • Annual maintenance of portable minimum/maximum thermometers – NSW Health Strive for 5

Fridge Cold Chain Resources

• • Examples of vaccine specific fridge
  • Guide on how to organise vaccine fridge

• • Template: fridge map for solid door vaccine fridges

• • Where to rent a fridge if required for flu vaccines

Data Loggers

• • Data loggers on the market: What is a data logger? – CESPHN Information Sheet

LogTag Data Logger

• • LogTag user guide: LogTag – how to download, analyse and configure

EliTech Data Logger

• • EliTech – How to download data

• • EliTech – How to configure 

Tiny Tag Data Logger

• • Tiny Tag – How to download data

• • Tiny Tag – How to interpret data

• How to check cold chain monitors when receiving vaccine deliveries

Cold Chain when Moving Premises

• Moving Premises
• Things to consider when Opening, closing, or moving practice

How long do twice daily temperature logbook need to be retained for records?

Retention periods for records such as data logging and vaccine refrigerator
temperature charts are specified in the appropriate retention and disposal
authorities for administrative records: State Records NSW> Equipment and Stores (GA28) > 5.7.1.

Retain minimum of 7 years after completed, then destroy.

Source: NSW Health – Policy Directive: Vaccine Storage and Cold Chain Management

Why do temperature records need to be retained?

In the event of a historical breach, temperature records may be important in identifying and resolving issues.

What is the best way to store records?

To avoid large volumes of paper, consider scanning records into reliable electronic storage.