COVID-19 Vaccine Preparedness Resources for Long-term Care and Retirement Homes  

Last updated: February 8, 2021

Latest resources added: Perley and Rideau Veteran’s Health Centre Recommendations, Resources and Lessons Learnt in Section 3.

Welcome to the COVID-19 Vaccine Preparedness Resources for long-term care (LTC) and retirement homes in Canada. These resources have been curated with immunization experts from across the country, including Public Health Agency of Canada (PHAC), Solutions for Kids in Pain and #SeePainMoreClearly. These resources aim to help LTC and retirement homes plan and rollout COVID-19 vaccines to residents,We know there is different language and terminology used across the country. In this context, residents include clients and users. staff and essential care partners.Essential care partners provide physical, psychological and emotional support, as deemed important by the patient. This care can include support in decision making, care coordination and continuity of care. Essential care partners are identified by the patient (or substitute decision maker) and can include family members, close friends or other caregivers.

This is not an exhaustive repository and intended to complement existing provincial, territorial and jurisdictional COVID-19 vaccine planning. Information about vaccine rollout in your province or territory can be found via your public health authority’s website.

Section 1: Planning guidance for immunization clinics 

These resources can inform COVID-19 immunization clinic planning and are intended to complement existing jurisdictional immunization campaigns, clinic plans, legislation, regulations and policies.

• Planning guidance for immunization clinics for COVID-19 vaccines from the Government of Canada contains information about:
  • Clinic planning (leadership and coordination; immunization campaign and clinic planning parameters; clinic site identification; human resources; infection prevention and control; communications; data management; and supplies)
  • Clinic operations (clinic set-up and flow; pre-immunization processes; immunization processes; post-immunization waiting period; and management of adverse events)
  • De-escalation activities (site closure); alternative delivery methods; and evaluation.
• Vaccine administration and Immunization Clinic Planning webinars by the Association of Medical Microbiology and Infectious Disease Canada provides planning guidance for COVID-19 immunization clinics (December 12, 2020 and supplementary material).
• Guidance on the prioritization of initial doses of COVID-19 vaccines by Health Canada.
• Content created by PHAC that can adapted to provincial or territorial context.
  • Sample immunization clinic supply list
  •  Sample post-clinic evaluation form for staff and volunteer
  •  Sample client evaluation form
  •  Sample of COVID-19 vaccine information sheet for Pfizer/BioNTech COVID-19 vaccine (COVID-19 mRNA vaccine)
  •  Sample of consent form for Pfizer/BioNTech COVID-19 vaccine (COVID-19 mRNA vaccine)
  •  Sample of COVID-19 vaccine after care sheet for Pfizer/BioNTech COVID-19 vaccine (COVID-19 mRNA vaccine)

Section 2: Characteristics, handling and administration of Pfizer/BioNTech COVID-19 vaccines

• Moderna and Pfizer/BioTech websites contain information regarding reporting adverse events or product concerns; storage, handling, dosage and administration instructions/checklists and educational videos; and vaccination card and second dose reminder cards.
• Product monograph information for the Pfizer-Biotech COVID-19 vaccine and Moderna COVID-19 vaccine contains the complete product information in French and English including: indications and contraindications; dosage; precautions; overdosage; adverse reactions; and special handling instructions. 

Section 3: Promoting COVID-19 vaccine uptake

Healthcare providers play a large role in promoting vaccine uptake by sharing the science and facts about COVID 19 vaccines and taking time to answer questions and address concerns. 

• Health Canada developed an infographic that explains the vaccine development and approval process.
• What you need to know about the COVID-19 vaccine for Canada downloadable PDF was created by the Government of Canada.
• The Centre for Effective Practice has a repository of COVID-19 resources on their website. Example documents include:
  • Answering questions about the COVID-19 vaccine: a guide for providers.
  • Discussion Framework to help providers have conversations with patients about the COVID-19 vaccine in a trusted and informative way. (English only).
• NEW! Perley and Rideau Veteran’s Health Centre have shared recommendations based on their lessons learnt to increase staff and essential care partner confidence and vaccination rates.
  • Recommendations, Resources and Lessons Learned
  • Immunization Education and Opt-Out Form
• CAnVax COVID-19 Vaccine Questions and Answers for Healthcare Providers is available in multiple languages, including French and English.
• University of Waterloo School of Pharmacy Pharmacy5in5.com resources, including:
  • COVID-19 mRNA vaccine myths vs. facts poster.
  • Poster to promote vaccine uptake: Got the Vaccine? Be proud and make it public. 
• The US-based Centers for Disease Control and Prevention have developed Long-Term Care Facility Toolkits: Preparing LTC Staff for COVID-19 Vaccination and Preparing Residents for COVID 19 vaccination. Other information that could be adapted for the Canadian context includes:
  • Long-Term Care Facility Residents: Reasons to Get Vaccinated Against COVID-19 Today poster
  • The importance of COVID-19 vaccines for LTC residents which is available in English and other languages (Chinese, Vietnamese, Korean).
  • Sample Letter to Resident About COVID-19 Vaccination
  • Sample Letter to Residents’ Loved Ones About COVID-19 Vaccination

Section 4: Improve the vaccine experience by reducing pain, anxiety and/or needle fears

Despite being commonplace, needle procedures and vaccines can be anxiety provoking, distressing and painful. Simple, evidence-informed strategies can improve a resident’s vaccine experience. Providers can use:

• An age-based algorithm with pharmacological, psychological, physical, and procedural strategies for reducing vaccination pain in adults (by Immunize Canada).
• Resources to assess pain in older adults with cognitive impairments to contribute to a positive experience before, during an dafter vaccination (by See Pain More Clearly).
• Resources containing strategies providers and essential care partners can follow to reduce needle-related fainting and needle fears.

For the most up-to-date COVID-19 vaccine information and recommendations, visit the Public Health Agency of Canada website.

To give feedback on this resource, or to share information or resources with us that could be helpful to LTC and retirement homes, please complete our quick survey.

Need more information? Want to share resources, request translation or cultural adaptations?

Please reach out to the LTC+ team via LTC-SLD@cfhi-fcass.ca.

In addition to the above resources related to vaccine preparedness and roll-out, general resources to support people living with dementia during COVID-19 pandemic can be found via Innovations, Tools and Resources as well as BrainXchange and Alzheimer Society (with COVID-19 tips for care partners).