Immunization Records and Reporting

  • Every time you or your child gets an immunization, report it to your Public Health Unit.
  • Choose one of the following options to submit your or your child's immunization records to Public Health.

Option 1: ICON

  • View, upload, or download immunization records through ICON.
  • Ontario Health Card required.

Option 2: MLHU Immunization Records Submission Form

  • Upload immunization records online using the online submission form.
  • Ontario Health Card not required.

Did you know?

It is the responsibility of parents and legal guardians to report immunizations to the Health Unit using ICON (or using another method listed below).

Your healthcare provider does not report immunizations they have administered to the Health Unit. ICON is not connected to healthcare provider offices.

Only immunizations reported to a Public Health Unit in Ontario will be included in ICON.

The ICON link at the top of this page is for London and Middlesex County residents.

Records NOT included in ICON:
TB skin tests
COVID-19 vaccine

Submitting Your Immunization Records Online

STEP BY STEP GUIDE
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Step 1: Before you begin

Make sure you have the following pieces of information (this is important as the session can expire, requiring you to start again):

1.Immunization record (e.g., yellow Personal Immunization Record booklet or a printed record from your healthcare provider).

  • If the record that you are submittingis in a language other than English, please have it translated prior to handing it in.
  • You will be asked to upload a photo of your record. Be prepared to attach a scan or photo of your record.
  • The file must be in doc, docx, jpeg, jpg, pdf, or png format and must be under 5MB.

2. The Ontario Health Card of the individual whose records are being submitted.

  • If you do not have a current Ontario Health Card, you will not be able to access the system.
  • If you have been out of high school for more than 15 years, you did not attend school in Ontario, or you have had a name change or address change, the system may not work for you.
  • The system will verify you using the current postal code your health card is associated with.
  • Have the card with you as you will be asked for the numbers on the back of the card for verification.
  • Students 16 years of age and older should access their own records online using ICON

3. Know your local Public Health Unit and ensure you are accessing ICON through their website. Confirm your Public Health Unit on the Public Health Unit Locator.

Step 2: Log in to ICON

Visit the Ontario Immunization Connect (ICON) website:

  • Click ‘Get Started!’ and select whether you are using a personal or public device.
  • Read the Acceptable Use Policy and click ‘I Accept.’
  • Enter your email address and choose a PIN. This will be your login information when you use ICON in the future.
  • Pick your child's school name from the dropdown for faster service.

Verify Patient: Complete the information for verifying patient with:

  • Ontario Health Card Number, or
  • Immunization ID (you can get this number by calling the Health Unit, if required)

Click ‘Verify Patient’ and enter your PIN.

Step 3: Submit immunizations

From the ‘Your Immunization Record’ page, you can:

  • view immunizations
  • download a printable PDF version of the Immunization Record
  • submit immunizations

Select ‘Submit Immunizations’ and answer the questions to ‘Add a Date & Immunization.’

Entering date and immunizations received:

  1. Select the date they got the immunization.
  2. Enter the immunization or brand name indicated on the record from your healthcare provider.
    • Select the EXACT  immunization(s) that appear on your record.
    • If you can’t find the immunization or brand name:
      • Use the list on the right to find immunizations recommended by age.
      • Start typing the immunization or brand name into the box and it will provide options that contain the information.
  1. Click ‘Save’.
    4. Select ‘Save and Proceed to Documents’.

Step 4: Upload documents

If you entered immunizations, always upload a picture of the record (this leads to faster service).If the record that you are submitting is in a language other than English, please have it translated prior to submitting it.

  1. Select ‘Choose File’.
  2. Upload a scanned copy or photo of one of the following documents:
    • the yellow Personal Immunization Record booklet
    • a document from your healthcare provider displaying immunizations only
  3. Click ‘Save’.

Step 5: Additional Information and Submission

  1. Enter name of school or childcare centre, if applicable.
  2. Enter your information, if submitting on behalf of a child.
  3. Click ‘Save and Proceed to Review’
    • Review, confirm, and submit.
  4. ‘Submit Immunizations’.
  5. If you download your record from ICON, save it on your computer as a PDF for future use.

Please note, there will be a delay of up to 10 days before newly submitted information shows up on a downloaded record because it must be reviewed and accepted by the Health Unit.

Step 6: Submit for additional family members (if needed)

  1. Select ‘Return Home’.
  2. Return to Step 1, above.

Other Options for Submitting Immunization Records

If you are unable to access ICON, submit immunization records by:

  • fax: 519-663-0416
  • phone: 519-663-5317
  • in-person:  355 Wellington St. (inside Citi Plaza - at the southeast corner of Clarence Street and King Street)

Please note, ICON is the quickest way to submit and access records.

Immunization Requirements for Childcare, Elementary and Secondary Schools

Public Health Nurses look at immunization records for students in licensed childcare centres, elementary and secondary schools. This is done to make sure student records are complete according to the Ontario Immunization Schedule and current legislation. If your child's record is not up-to-date, you may receive a letter asking for the information.

ICON stores immunization records for every student who attends a licensed childcare centre, elementary school, or secondary school in Ontario.

Please note: 

  • It can take up to 10 days for newly submitted information to show up in the system.
  • You may have submitted the information around the same time that the letter was mailed.
  • If your child's submitted record is not up-to-date, you may receive a phone call, email or letter asking for the information.
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