The Refrigerator Temperature Log form is a critical tool used to monitor and document the temperatures of refrigerators storing vaccines. This log ensures that vaccines remain within safe temperature ranges, thereby preserving their efficacy. Accurate and timely completion of this form is essential for compliance and safety; fill it out by clicking the button below.
The Refrigerator Temperature Log form serves as a crucial tool for healthcare facilities, particularly in the context of vaccine storage. This form allows staff to systematically monitor and document the temperature of refrigerators used for storing vaccines, ensuring that they remain within the required range for efficacy. Spanning a 31-day period, the log is divided into two sections, each covering 15 days. Users must record the current temperature twice daily, utilizing either a temperature monitoring device or manual readings. If temperatures fall outside the acceptable range—specifically above 46°F or below 36°F—immediate actions must be taken, such as labeling affected vaccines as "do not use" and notifying the appropriate health authorities. Additionally, the form emphasizes the importance of keeping records for a minimum of three years, aligning with regulatory requirements. Each log entry requires initials and exact times, reinforcing accountability and precision in monitoring practices. By following the structured guidelines outlined in the form, healthcare professionals can help safeguard the integrity of vaccines, ultimately supporting public health efforts.
F°
Temperature Log for Refrigerator – Fahrenheit
DAYS 1–15
For information on storage and handling of COVID-19 vaccines, see the COVID-19 Vaccine Addendum in CDC’s updated Vaccine Storage and Handling Toolkit at www.cdc.gov/vaccines/hcp/admin/storage/toolkit/index.html.
Monitor temperatures closely!
temps, document current temps twice, at
Month/Year
VFC PIN or other ID #
Page 1 of 2
1.Write your initials below in “Staff Initials,” and note the time in “Exact Time.”
2.If using a temperature monitoring device
(TMD; digital data logger recommended) that records min/max temps (i.e., the highest and lowest temps recorded in a specific time period), document current and min/max once each workday, preferably in the morning. If using TMD that does not record min/max
beginning and end of each workday.
3.Put an “X” in the row that corresponds to the refrigerator’s temperature.
4.If any out-of-range temp observed, see instructions to the right.
5.After each month has ended, save each month’s log for 3 years, unless state/local jurisdictions require a longer period.
Facility Name
Take action if temp is out of range – too warm (above 46ºF) or too cold (below 36ºF).
1.Label exposed vaccine “do not use,” and store it under proper conditions as quickly as possible. Do not discard vaccines unless directed to by your state/local health department and/or the manufacturer(s).
2.Record the out-of-range temps and the room temp in the “Action” area on the bottom of the log.
3.Notify your vaccine coordinator, or call the immunization program at your state or local health department for guidance.
4.Document the action taken on the attached
“Vaccine Storage Troubleshooting Record.”
Day of Month
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Staff Initials
am
pm
Exact Time
Min/Max Temp in Unit
(since previous reading)
Danger! Temperatures above 46ºF are too warm! Write any out-of-range temps and room temp on the lines below and call your state or local health department immediately!
temperatures
Aim for 41º
acceptable
46˚F
45˚F
44˚F
43˚F
42˚F
41˚F
40˚F
39˚F
38˚F
37˚F
36˚F
Danger! Temperatures below 36ºF are too cold! Write any out-of-range temps and room temp on the lines below and call your state or local health department immediately!
action
Write any out-of-range temps (above 46ºF or below 36ºF) here:
Room Temperature
If you have a vaccine storage issue, contact your state or local health department for guidance and complete the attached “Vaccine Storage Troubleshooting Record.”
DISTRIBUTED BY THE
IMMUNIZATION ACTION COALITION Saint Paul, Minnesota • 651-647-9009 • www.immunize.org • www.vaccineinformation.org
Adapted with appreciation from California Department of Public Health
www.immunize.org/catg.d/p3037F.pdf • Item #P3037F (8/21)
DAYS 16 –31
Page 2 of 2
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
Vaccine Storage Troubleshooting Record
(check one) □Refrigerator □Freezer □Ultra-Cold Freezer
Use this form to document any unacceptable vaccine storage event, such as exposure of refrigerated vaccines to temperatures that are outside the manufacturers’ recommended storage ranges.
A fillable pdf of this form is available at www.immunize. org/catg.d/p3041.pdf
Date & Time of Event
Storage Unit Temperature
Person Completing Report
If multiple, related events occurred,
at the time the problem was discovered
see Description of Event below.
Date:
Temp when discovered:
Name:
Time:
Minimum temp:
Maximum temp:
Comment (optional):
Title:
Description of Event (If multiple, related events occurred, list each date, time, and length of time out of storage.)
•General description (i.e., what happened?)
•Estimated length of time between event and last documented reading of storage temperature in acceptable range (2o to 8oC [36o to 46oF] for refrigerator; -50o to -15oC [-58º to 5ºF] for freezer; -80o to -60oC [-112º to -76ºF] for ultra-cold freezer (may be used for Pfizer COVID-19 vaccine).
• Inventory of affected vaccines, including (1) lot #s and (2) whether purchased with public (for example, VFC) or private funds (Use separate sheet if needed, but maintain the inventory with this troubleshooting record.)
•At the time of the event, what else was in the storage unit? For example, were there water bottles in the refrigerator and/or frozen coolant packs in the freezer?
•Prior to this event, have there been any storage problems with this unit and/or with the affected vaccine?
•Include any other information you feel might be relevant to understanding the event.
Action Taken (Document thoroughly. This information is critical to determining whether the vaccine might still be viable!)
•When were the affected vaccines placed in proper storage conditions? (Note: Do not discard the vaccine. Store exposed vaccine in proper conditions and label it “do not use” until after you can discuss with your state/ local health department and/or the manufacturer[s].)
•Who was contacted regarding the incident? (For example, supervisor, state/local health department, manufacturer—list all.)
•IMPORTANT: What did you do to prevent a similar problem from occurring in the future?
Results
• What happened to the vaccine? Was it able to be used? If not, was it returned to the distributor? (Note: For public-purchase vaccine, follow your state/local health department instructions for vaccine disposition.)
www.immunize.org/catg.d/p3041.pdf • Item #P3041 (8/21)
Vaccine Storage Troubleshooting Record (check one)
◯
Refrigerator
Freezer
Ultra-Cold Freezer
Use this form to document any unacceptable vaccine storage event, such as exposure of refrigerated vaccines to temperatures that are outside the manufacturers' recommended storage ranges.
Date: (see below)
45º F
Temp when discovered: 77º F
Name: Natalie Nurse
Time: (see below)
Minimum temp: 38º F
Maximum temp: 53º F
Comment (optional):temp is approx.
Title: VFC Coordinator
Date: 6/29/21
•Estimated length of time between event and last documented reading of storage temperature in acceptable range (2o to 8oC [36o to 46oF] for refrigerator; -50o to -15oC [-58º to 5ºF] for freezer; -80o to -60oC [-112º to -76ºF] for ultra-cold freezer (Pfizer COVID-19 vaccine only)
At 8 am on Tuesday (6/29/21) morning when clinic opened, identified 4 temperature excursions over the weekend in refrigerator with readings as high as 54°, 50°, 49° & 53°F in primary vaccine storage unit #1. Recordings taken every 15 min on calibrated digital data logger overnight. Data logger probe in glycol located in middle of refrigerator with vaccines.
Total time out of range: approximately 3 hrs — maximum temp 53°F (see attached document of continuous temp readings)
Inventory of vaccines: see attached
Water bottles in refrigerator door. No vaccine stored in freezer. No problems with storage unit prior to Saturday night. Thunderstorms in area over weekend may have affected power.
Vaccines currently stored appropriately at 41ºF. Refrigerator and vaccines labeled "Do Not Use."
My State Immunization Program contacted at 8:30 am. Spoke with Victor Vaccine. Provided Victor with details of event and list of vaccines. Vaccine to remain quarantined until we hear back from Victor.
Called electric company and confirmed 2 short power outages during weekend. Checked refrigerator seals called refrigerator maintenance company to replace seals.
Checked plug on unit placed tape over plug to prevent inadvertent dislodging. Plan to purchase plug guard.
Plan to follow up with Immunization Program on data loggers with alarms that could be sent to coordinator and back-up phones.
Late on Monday, I talked with Victor regarding continued use of vaccine. Victor had checked with manufacturers which confirmed that vaccine is acceptable for use. He told me that vaccine could therefore be removed from quarantine. I discussed the entire situation with Susie Supervisor and Dr. Director (clinic medical director) who agreed that we could put vaccine back in use.
Date:7/13/2021
28º F
Time: 8:00 am
Minimum temp: 28º F
Maximum temp: 42º F
Date: 7/13/21
When checked main clinic fridge (in lab) at 8:00 am on Tuesday, 7/13/2021, digital readout on data logger read 28ºF. Data logger located in center of fridge with probe in glycol . Review of computer readings (taken every 15 minutes) showed steady drop in temps from 42ºF at 8:15 pm (7/12/2021) to 28ºF reading discovered when arrived at clinic on Tuesday morning (7/13/2021). Readings hit 34ºF at 11 pm (7/12) and 32ºF at 2 am (7/13). Total time out of recommended storage temps = 9 hours, with 6 hours at freezing or below (see attached document of continuous temp readings). Inventory of vaccines attached.
Water bottles in refrigerator door and crisper area. No vaccines stored in freezer. No recent adjustments to temp controls and no previous temp excursions noted with this refrigerator before 7/13.
Upon discovery, vaccines marked “Do Not Use” and stored in 2nd clinic fridge (in exam room #3 at 41ºF). Also placed “Do Not Use” note on main fridge in lab. Notified Susie Supervisor about the issue. Contacted Victor Vaccine at My State Immunization Program at 8:30 am. Provided Victor with details of event and list of vaccines in fridge. Victor said to maintain vaccines in 2nd fridge and that he would check with manufacturers to determine next steps.
Called Jim’s Appliance Repair to examine fridge. Repairman found and replaced faulty thermostat in unit. Reset data logger on center shelf in fridge with probe in glycol .
After fridge thermostat repaired, monitored temps in empty fridge for 1 week, per state requirements. Fridge maintained 39º-41ºF temps for entire week. Submitted repair documentation and data logger readings to Victor Vaccine for approval and ordered replacement vaccines. Victor had checked with manufacturers who confirmed that all vaccines in fridge EXCEPT MMR were no longer viable and should be returned per state policy guidelines. MMR may be used because pkg insert allows storage down to -58ºF. Discussed entire situation with Susie Supervisor and clinic director, Dr. Director, who agreed on continued use of MMR . Will continue to monitor fridge closely to watch for pattern of temp fluctuations indicating potential problem with thermostat. If problems, contact Victor Vaccine for advice on purchasing new fridge meeting criteria for appropriate vaccine storage.
Completing the Refrigerator Temperature Log form is essential for maintaining the integrity of vaccines stored in your facility. This process ensures that temperatures are monitored consistently, and any deviations are promptly addressed. Follow the steps below to accurately fill out the form.
After filling out the log, ensure you take immediate action if any temperatures are out of the acceptable range. This includes labeling any exposed vaccines as “do not use” and storing them under proper conditions. It is also crucial to notify your vaccine coordinator or local health department for further guidance.
What is the purpose of the Refrigerator Temperature Log form?
The Refrigerator Temperature Log form is designed to help facilities monitor and document the temperatures of refrigerators storing vaccines. Proper temperature control is crucial to ensure vaccine efficacy and safety. By maintaining accurate records, you can quickly identify any temperature excursions and take appropriate action to protect the vaccines.
How often should I document temperatures?
Document temperatures twice daily, preferably in the morning and at the end of the workday. If you are using a temperature monitoring device (TMD) that records minimum and maximum temperatures, make sure to document these readings once each workday. If the TMD does not record these values, you should record the beginning and end temperatures for each day.
What should I do if the temperature is out of range?
If the temperature exceeds 46°F or falls below 36°F, take immediate action. Label any exposed vaccines as “do not use” and store them under proper conditions as soon as possible. Record the out-of-range temperatures and room temperature in the log. Notify your vaccine coordinator and contact your state or local health department for further guidance.
How long should I keep the temperature logs?
Save each month’s log for a minimum of three years. However, check with your state or local health department, as they may have specific requirements for retaining records for a longer period.
What information do I need to include in the log?
In the log, include the following information: the date, staff initials, exact time of the temperature reading, and the current temperature. If there are any out-of-range temperatures, document those as well, along with the room temperature and any actions taken.
What actions should I take if I notice a temperature excursion?
Upon discovering a temperature excursion, immediately label the affected vaccines as “do not use.” Document the out-of-range temperatures and notify your vaccine coordinator. Contact your state or local health department for further instructions and complete the attached “Vaccine Storage Troubleshooting Record” to document the event.
Can I discard vaccines that have been exposed to out-of-range temperatures?
Do not discard any vaccines unless specifically directed by your state or local health department or the vaccine manufacturer. Always consult with these authorities before making any decisions regarding the disposal of vaccines.
What should I do if I have questions about the log or temperature monitoring?
If you have questions regarding the Refrigerator Temperature Log or temperature monitoring, reach out to your vaccine coordinator or contact your state or local health department. They can provide guidance and support to ensure compliance with storage and handling requirements.
Filling out the Refrigerator Temperature Log form is a critical task for maintaining the integrity of vaccines. However, many individuals make common mistakes that can compromise the accuracy of the log and the safety of the vaccines. Understanding these pitfalls can help ensure proper documentation and adherence to health guidelines.
One frequent mistake is failing to record temperatures at the specified times. The instructions clearly state to document temperatures twice each workday, preferably in the morning. Skipping this step can lead to gaps in data, making it difficult to assess the refrigerator's performance over time.
Another common error involves neglecting to use the correct units of measurement. The log requires temperatures to be recorded in Fahrenheit, yet some individuals mistakenly enter Celsius. This can create confusion and potentially lead to inappropriate responses to temperature excursions.
In addition, some users may not label the vaccines appropriately when out-of-range temperatures are detected. The form instructs staff to label exposed vaccines as “do not use.” Failing to do so can result in the inadvertent administration of compromised vaccines, posing a risk to patient safety.
People also often forget to document the room temperature alongside the out-of-range temperatures. This information is crucial for understanding the context of the temperature fluctuations and can aid in troubleshooting potential issues with the refrigeration unit.
Another mistake is not following up on actions taken in response to temperature excursions. The log requires detailed documentation of actions taken, including communication with health departments or manufacturers. Omitting this information can hinder effective resolution and future prevention strategies.
Some individuals may also overlook the importance of saving the logs for the required duration. The guidelines specify retaining logs for three years unless local regulations dictate otherwise. Discarding logs prematurely can lead to compliance issues and loss of critical historical data.
Additionally, many people fail to use a temperature monitoring device (TMD) correctly. If a TMD does not record minimum and maximum temperatures, users should document these readings at the beginning and end of each workday. Neglecting this step can result in incomplete data, which is vital for assessing the refrigerator’s reliability.
Another common oversight is not placing an “X” in the row that corresponds to the refrigerator's temperature. This simple action is essential for visual tracking of temperature compliance and can easily be missed during busy workdays.
Finally, some individuals may not consult the instructions provided on the form when an out-of-range temperature is observed. These instructions are designed to guide staff through the necessary steps to take in response to temperature excursions, ensuring that vaccines remain safe for use.
By being aware of these common mistakes, individuals can better ensure accurate documentation and the safe storage of vaccines. Proper attention to detail in completing the Refrigerator Temperature Log form is not only a best practice but also a critical component of public health safety.
The Refrigerator Temperature Log form is essential for monitoring the temperature of refrigeration units used for vaccine storage. However, several other forms and documents complement this log to ensure proper vaccine management and compliance with health regulations. Below is a list of these documents, each described briefly.
These documents work together to support safe vaccine storage practices and compliance with health guidelines. Proper documentation is vital for maintaining the integrity of vaccines and ensuring public health safety.
When filling out the Refrigerator Temperature Log form, it's crucial to follow specific guidelines to ensure accuracy and compliance. Below is a list of things you should and shouldn't do:
This log is used for all vaccines that require refrigeration, not just those related to COVID-19. It helps ensure that all vaccines are stored at the correct temperatures.
The log requires you to document temperatures twice a day, ideally in the morning and evening. This helps catch any temperature issues early.
You should never discard vaccines without guidance from your local health department. Proper steps must be followed to determine if the vaccines are still viable.
The logs must be saved for three years, or longer if required by local laws. This helps maintain a record for any future audits or investigations.
While one person may be responsible for logging temperatures, it is important for all staff to be aware of the procedures and potential issues.
Temperatures below 36°F can be too cold for vaccines. The acceptable range is between 36°F and 46°F. Anything outside this range requires immediate action.
Even if a temperature monitoring device is used, the log must still be filled out. It serves as a backup record of temperatures and actions taken.
Immediate reporting is crucial. If temperatures are out of range, you must notify your vaccine coordinator or local health department right away.
It is important to document the exact time of each reading. This ensures accurate tracking of temperature changes throughout the day.
The log also includes sections for actions taken when temperatures are out of range, ensuring that proper procedures are followed to protect vaccine integrity.
Maintaining the proper temperature for vaccines is crucial for their effectiveness. The Refrigerator Temperature Log form serves as an essential tool in this process. Here are some key takeaways to keep in mind when filling out and using this form:
By following these guidelines, you can help ensure that vaccines remain effective and safe for use. Proper documentation and timely responses to temperature changes can make a significant difference in vaccine management.