Immunization Records and Reporting

Submit and view your immunization record online.

Every time you or your child gets an immunization, report a record updated using the Ontario Ministry of Health’s online reporting tool- Immunization Connect Ontario (ICON).

Visit: mlhu.icon.ehealthontario.ca

The Middlesex-London Health Unit is part of the provincial electronic database that stores immunization records for every student who attends licensed child care centres, elementary, and secondary school in Ontario.

This tool makes it possible to:

• Keep track of your immunizations, and
• Easily submit immunization records to your local Public Health unit.

Important notes:

• Your healthcare provider does not report immunizations they have administered.
• It is the responsibility of parents and legal guardians to report immunizations to public health using ICON (or using another methods listed below)
• ICON is not connected to primary healthcare provider offices.
• Only immunizations reported to a public health unit in Ontario will be included in ICON.

Records NOT included in ICON:

• TB skin tests.
• COVID-19 vaccine.
• To receive a copy of your Ontario COVID-19 vaccine receipt, please visit covid19.ontariohealth.ca.

• If you are a current resident of Ontario and received a COVID-19 vaccine outside the province, learn how to report this information to the Middlesex-London Health Unit.

Submitting Your Record Online

Step 1: Before you begin

Before you begin, make sure you have the following pieces of information. It is important to be prepared to submit your information, 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 submitting is 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 upload and attach a scan or photo of your record.
• The file must be in doc, docx, jpeg, jpg, pdf, png format and be under 5MB in size.

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 a move, the system may not work for you.
• The system will verify you, using the current postal code that 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.
• Please note that 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.

• To confirm your health unit, visit the Ministry of Health’s Public Health Unit Locator.

Step 2: Logging into ICON

Visit the Ontario Immunization Connect (ICON) website:

• Click on ‘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 log-in information when using ICON again 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.

• Make sure you select the exact immunization(s) that appear on your record.
• If having trouble finding 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 filter options that contain the information.

3. Click ‘Save.’
4. Select ‘Save and Proceed to Documents’

Step 4: Uploading Documents

If you entered immunizations, always upload a picture of the record.
NOTE: 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 & Submission

1. Enter name of school or child care centre, if applicable.
2. Enter Your Info, if submitting on behalf of a child.
3. ‘Save and Proceed to Review’
• Review, confirm, and submit.
4. ‘Submit Immunizations’
5. If downloading 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 7-10 days before newly submitted information shows up on a downloaded record because it must be reviewed and accepted by Health uUnit staff.
• Records with a school name entered and picture of the record included will be reviewed faster than those without.

Step 6: Submitting for additional family members

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

Other Options to Submit Immunizations

Individuals who are unable to access ICON, can also 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 St. and King St.)

NOTE: Using ICON is the quickest way to both submit and retrieve records.

Accessing Your Records

You can download a record at any time by logging into Immunization Connect Ontario (ICON).

Immunization Record Requests
If you cannot access ICON, or are having difficulties, please call 519-663-5317 to request a copy or help.

Frequently Asked Questions

• I submitted my child’s records, why did I get a letter saying immunizations are still missing?
• It can take up to 7-10 days for newly submitted information to show up in the system.
• You may have submitting the information around the same time as the letter was mailed.

Immunization Requirements for Child Care, Elementary and Secondary Schools

Every year, public health nurses look at immunization records for students in licensed child care 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.

Follow the links below to learn more about required immunizations and exemptions:

• Children attending licensed child care
• School-age children
• Vaccine exemptions