Section C: Onboarding

During times of change or new service implementation, it is particularly important to ensure continuous quality improvement processes are in place to ensure a high-quality service is always maintained. The following should be in place before commencing a vaccination service:

• Provider Standard Operating Procedures (SOPs) are updated to reflect the provider’s new vaccinating operation. SOPs should include Health and Safety considerations and be culturally responsive. 
• Cold chain management processes are in place to comply with the National Standards, including a cold chain policy with designated staff for oversight.  
• Inventory management system must include and differentiate between funded and unfunded vaccine stock as appropriate. Vaccine expiry dates must be monitored and expired vaccines removed from inventory. 
• All staff have completed relevant training, have access to required systems (including AIR) and understand their scope of practice within the operation.  
• All staff have undertaken appropriate cultural competency training.  
• All required emergency equipment appropriate to the age range of consumers being vaccinated is readily available and within use-by date.  
• Process for near misses and incidents is in place including processes for reporting and evaluation.  
• Consider completing a ‘dry run’ of the Service before beginning vaccinations to ensure staff are familiar with their roles and consumer flow is tested. Consider starting at 50% capacity on the first day with any new service. 
• Standing orders / prescriptions are in place as required including those for; administration of adrenaline for use in treatment of anaphylaxis following administration of a vaccine as well as prophylactic paracetamol when administering a Bexsero vaccine to a child under the age of two years.  

Providers will need to ensure they have the appropriate service contract in place prior to commencement of any onboarding activities.

This onboarding process differs by provider type. Please contact your Regional Development and Delivery Lead for guidance on this. 

LMC midwife claiming process

From 1st July 2025, self-employed LMC midwives can claim the vaccine administration payment for pregnancy vaccination events (Tdap, influenza, Covid-19), provided they are administered to a consumer meeting the Pharmac eligibility criteria and the event is recorded in the AIR.

Payment of the administration fee is processed via the MMPO. The MMPO can assist LMC midwives on how to order vaccines, sign up for the AIR, and receive immunisation event payments.

For more information, and to ensure your claiming process is set up correctly, contact the MMPO via email vaccsupport@mmpo.org.nz or call 03 377 2485 and select Option 3 – Vaccination Service Support.

The Aotearoa Immunisation Register (AIR) is managed by Health New Zealand – Te Whatu Ora and records all immunisations that are given to people in Aotearoa New Zealand.

The AIR is used to:

• record all immunisations (all immunisation events must be recorded in AIR within 48hrs where practicable)
• provide information to healthcare providers about previous immunisations consumers have received, to assist with immunisation
• support follow up communications when immunisations are due, recommended or available, and
• help understand and manage public health risks relating to vaccine preventable diseases.

The AIR has different access permissions, this includes a read only permission for roles that only need to view vaccination history and not enter records, for example non-vaccinating midwives checking vaccine records for their patients.

Information on how to sign up to use AIR can be found on the AIR onboarding webpage (external link) and in the Understanding the AIR vaccinator portal guide (external link). Please ensure you submit your onboarding request at least 72 hours in advance of your intended start date, to allow sufficient time for your application to be processed.

For support when using the AIR, please use this link (external link) to access the AIR service desk portal or call the team on 0800 855 066 (press 2 and then 1). These channels are currently monitored:   

• 8am - 5pm, Monday to Friday (from 9.30am on Wednesdays)  

Providers should consider how their vaccination area may be optimised to ensure it is accessible for people with disabilities or mobility issues.

The vaccination area should be child friendly and include distractions suitable for younger whānau members. Access to interpreter services should be in place based on local processes.

Resources and support are available in the NIP Dropbox. (external link)

See the site checklist in Appendix A of the Operating Guidelines (external link) for complete guidance.

It is recommended that a vaccinating facility notifies their local Immunisation Coordinator and District Immunisation Lead to let them know that they are offering new vaccination services. Notification pathways may differ between regions and may include Development and Delivery Leads, System Design and/or Pharmacy Engagement Leads. This information assists with the wider district planning and central consumer communications.

Vaccinators should ensure the consumer resources they are using are the latest version before commencing vaccinations.

A summary of consumer resources available is in the NIP Dropbox. (external link) These can be downloaded for use directly from the Dropbox or printed copies can be ordered for free via Bluestar (external link) or HealthEd. (external link) The Dropbox also contains additional formats for some resources, including audio, braille, easy read, and large print.

HealthEd (external link) and Blue Star (external link) have free vaccination resources available to order. This includes vaccine-specific consent forms, the AIR privacy brochure, vaccination information as well as post vaccination advice.

To register on the Bluestar portal providers should select ‘Need to Register’ and complete the online registration form.

Consumers can also obtain information from the Health NZ immunisation website. (external link)

The National Immunisation Booking System, also known as Book my Vaccine, is a booking tool that connects consumers and vaccine providers together. Consumers can view locations and select an appointment time that works for them, while providers use the system to manage appointment schedules and availability.

Book My Vaccine has been successfully used since 2021 to support the nationwide rollout of the COVID-19 vaccine programme. Since then, Book My Vaccine has expanded to support the influenza campaign and all funded vaccines.

The BMV platform is free for providers to use. For information on how to sign up for Book My Vaccine, go to Login | Salesforce (external link) The service is usually up and running within three business days.

For more information on BMV, go to About Book My Vaccine: Information for providers – Health New Zealand | Te Whatu Ora (external link)

For further support or queries, contact the Health NZ helpdesk on 0800 223987 or email help@imms.min.health.nz