Updating and Retrieving Immunizations

Listen to Dr. Trevor and Nurse Katie as they chat about routine vaccination and how to update your child's immunization record

 

Don't forget to update your immunization record!

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⚠ For children that live or attend school in Ottawa: You can update OPH using either the Immunization Connect Ontario (ICON) Tool or the  CANImmunize App.   Please do not email any immunization records to Ottawa Public Health. If your child does not live or attend school in Ottawa please  visit your local public health unit’s website for immunization reporting information.
⚠ If you received an email notification from Ottawa Public Health that we were unable to process your Ontario Immunization ID Request/ Reset Form or Immunization Retrieval Request Form please see the section “ Reasons your Ontario Immunization ID Request/ Reset Form or Immunization Retrieval Request Form may not have been processed”.

Your child's immunization record is an important document. Keep it in a safe place with other important documents, like birth certificates and passports. 

You may need your child's immunization record when your child:

  • Starts daycare or kindergarten
  • Starts school or transfers to a new school in another area
  • Attends post-secondary education
  • Receives emergency health care
  • Attends summer camp
  • Prepares for Travel to countries where certain vaccine preventable diseases are common
  • Begins employment or job placements, since some workplaces may have immunization requirements

There are multiple ways to update your child's immunization record

17 years of age and younger

Parent(s)/Guardian(s) are responsible for updating Ottawa Public Health (OPH) every time their child receives immunizations given by their health care provider.

Providing immunization updates to OPH helps protect your child and the public in case there is ever a vaccine preventable disease outbreak in our community. 

Your health care provider is not required to report your child's immunizations to OPH.

Your child's immunization record at OPH may only contain immunizations reported by yourself and immunizations administered by an Ontario Public Health Unit, for example, at a school clinic. It is possible that your child may have received additional immunizations to what OPH has on file, please submit any missing information to OPH to ensure your child's record is up to date.

 

Online on Immunization Connect Ontario (ICON)computer to symbolize the online website Immunization Connect Ontario (ICON)

With ICON you can submit immunization records, view & print immunization on file with Ottawa Public Health and be informed of which immunizations your child needs or will need in the near future.

 

To submit updates or view your child’s immunization record at OPH using ICON, you will need to create an account and set a PIN.

To do this, you will need one of the following:

  • Your child's Ontario Photo Health Card (their Health Card Number must be on file with Ottawa Public Health);

or

  • Your child's Ontario Immunization ID (OIID). If you do not have your child's OIID, complete the Ontario Immunization ID Request and PIN Reset Form to request the OIID number. The OIID is also included in any Notice you may have received from OPH.

You will be able to reset your PIN on ICON by selecting “Forgot Pin”. Check your spam folder for the reset email if you do not see it in your inbox. You can also use the Ontario Immunization ID Request and PIN Reset Form to update your PIN if you are having difficulties using the “Forgot PIN” option.

Immunization Connect Ontario (ICON)

 

Note: It can take up to 5 business days before any updates appear on your child’s record through the “View Immunizations” feature.

 

CANImmunizecellphone to symbolize reporting on CANImmunize App

 

CANImmunize is a free, easy to use app that allows you to track and report your child's immunizations to OPH. The app is available on iOS and Android.

 

Important - Before using CANImmunize, please ensure the following:

  • Your child lives in Ottawa
  • Child/student is 17 years of age or younger
  • Your device is connected to the internet
  • If using the app: You are using CANImmunize version 5.4.3 and up on an iOS or Android device

 

To submit your child's immunization information to OPH, you will need to ensure you have turned on the option to automatically send updates to Ottawa Public Health.  To turn this function on:

  • Sign into your CANImmunize account.
  • Go into your child's immunization record.
  • Click on "Profile".
  • In their profile, ensure the city is entered and then click on "Send to Ottawa Public Health". This is where you will be able to turn on the sharing function. If the city is left blank, you will not see this option.
  • Once turned on, you will be directed to the "Contact Info" page where you will provide your consent to share your child's immunization information with OPH.
  • Each time you add immunization information to CANImmunize, it will be shared with OPH automatically.
  • To view an immunization record: currently the option to view what Ottawa Public Health has on record is not available through CANImmunize. This feature is coming soon. In the meantime, you must use ICON to view your child's current record at OPH.

CANImmunize

Mailfax machine to symbolize fax submissions

Mail a copy of the immunization record which needs to have visible the child’s name, date of birth and phone number or address to:

  • Ottawa Public Health, Immunization Unit, Mail Code 26-42, 100 Constellation Drive, Ottawa ON, K2G 6J8
  • Note: There are no in-person immunization services at this location

Faxfax machine to symbolize fax submissions

Fax a copy of the immunization record which needs to have visible the child’s name, date of birth and phone number or address to:

  • 613-580-9660

 

 

OPH does not release immunization records to a parent/guardian of any individuals 16 years of age and older. An individual 16 years of age and older must submit the request for their own record.

18 years of age and older

Ottawa Public Health does not collect record information for anyone 18 and older. Please visit Ottawa Public Health’s website for Adult Immunization which includes information on how to access immunizations records and how to get up-to-date with immunizations as an adult. 

Reasons your Ontario Immunization ID Request/ Reset Form or Immunization Retrieval Request Form may not have been processed

Common reasons why Ottawa Public Health may not have been able to complete your Ontario Immunization ID Request/ Reset:

We are unable to match information on your form to information in our database to find your child’s Ontario Immunization ID (OIID):

The information we have on file may not match what you have submitted in the form so we cannot match them to find an OIID; ensure the form matches what your child’s school may have on their student records. Ottawa Public Health receives contact information from the school boards for our system.

NOTE: Schools and licensed childcare centres do not send immunization records to Ottawa Public Health.

  • Your child is not in elementary or high school:

    • Your child’s immunization record will not be in our system unless you submitted immunization records to us or they received a childhood vaccination (non-COVID or flu) from Ottawa Public Health.

      1. If your child has an Ontario Health Card you can use CANImmunize to submit immunizations to Ottawa Public Health;

      2.  If your child does not have an Ontario Health Card; you can submit a copy of their record by mail, by fax or by visiting an Ottawa Public Health Neighbourhood Health and Wellness Hubs.

    • If your child is older than 17 years of age; please visit Ottawa Public Health’s Adult Immunization page on how to get up to date with immunizations and find immunization records.

    • Your child is new to a school in Ontario- after the start of this school year:

      • Your child may not be in our system, so they will not have an OIID, unless they recently they received a childhood vaccination (non-COVID or flu) from Ottawa Public Health 

        1. If your child has an Ontario Health Card you can use CANImmunize to submit immunizations to Ottawa Public Health;

        2. If your child does not have an Ontario Health Card; you can submit a copy of their record by mail, by fax or by visiting an Ottawa Public Health Neighbourhood Health and Wellness Hubs.
OIID provided in the Ontario Immunization ID Request/ Reset Form does not match the OIID number on your child’s file: 
Resubmit the form and select No when asked “Do you know your child's Ontario Immunization ID (OIID)?”
E-mail or phone number provided was invalid: 

The information you submitted does not match the contact information we have on file. NOTE: The contact information (phone or email) must not be for a third party location like an employer or school.

If you continue to have issues accessing ICON and your child (or yourself) are 17 years of age, or younger, please Mail or Fax your immunization record to Ottawa Public Health or visit one of our Neighbourhood Health and Wellness Hubs to review your immunization record. 

 Additionally, you can complete the Immunization Record Retrieval Request Form to request a copy of your child's record. Please note that it can take up to 30 business days to process your request using this form. OPH cannot release immunization records by email. OPH does not release immunization records to a parent/guardian of any individuals 16 years of age and older. An individual 16 years of age and older must submit the request for their own record. 

 

Common reasons why Ottawa Public Health may not have been able to complete your Immunization Record Retrieval Request:

We are unable to match information on your form to information in our database to find your child’s immunization record:

The information we have on file may not match what you have submitted in the form so we cannot locate the record; ensure this information matches what your child’s school may have on their student records. Ottawa Public Health receives contact information from the school boards for our system.

NOTE: Schools and licensed childcare centres do not send immunization records to Ottawa Public Health.

  • Your child is not in elementary or high school: 
    • Your child’s immunization record will not be in our system unless you submitted immunization records to us or they received a childhood vaccination (non-COVID or flu) from Ottawa Public Health; 

    1. You can submit a copy of their record to Ottawa Public Health through CANImmunize, by mail, by fax or by visiting an Ottawa Public Health Neighbourhood Health and Wellness Hubs.

  • If your child is older than 17 years of age; please visit Ottawa Public Health’s Adult Immunization page on how to get up to date with immunizations and find immunization records. 
  • Your child is new to a school in Ontario: 
Contact information provided was invalid:
The information you submitted does not match the contact information we have on file. NOTE: The contact information (mail, phone or email) must not be for a third-party location like an employer or school. 
If you have never submitted your child’s immunization records to a Public Health Unit in Ontario, or your child has never received an immunization from a Public Health Unit in Ontario:
We would not have your child’s immunization record, you can follow-up with wherever your child’s immunizations were received to request a record, if they have no record of immunization visit our page Vaccines children or youth need for information on what vaccines children need by age and where to get immunizations. 
If immunization record is for someone 16 to 17 they must complete the request form 
Immunization Record Retrieval Request Form

If you continue to have issues with this form please visit one of our Neighbourhood Health and Wellness Hubs to review your immunization record. 

More information

 

Do you have more questions about parenting?

  • Connect with a registered nurse from Health811 for free, secure, and confidential health advice. Service is available 24/7 in English and French, with translation support also offered in other languages. Call 8-1-1 or visit Health811.ontario.ca.
  • Connect with a Community Navigator from 2-1-1 for information about community programs and resources across Eastern Ontario. Helpline service is available 24/7 and in many different languages. Call 2-1-1 or visit 211ontario.ca.
  • Connect with other parents on the Parenting in Ottawa Facebook page.
  • There are a variety of services to make it easier for your child to grow up healthy in Ottawa.
  • You can update your child's immunization record using either the Immunization Connect Ontario (ICON) Tool or the CANImmunize App. 
  • If you have received a message from Ottawa Public Health such as a letter or a call regarding immunization, an infectious disease, or infection control lapse, please call 613-580-6744 and listen to the menu options carefully.
 

 

 

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