Beginning a Vaccination Stock Session

Purpose

The Clinic Sessions module is where staff manage vaccine stock at the session level. A session represents a block of immunization activity (e.g., a fixed clinic day, outreach visit, or school program).

Starting a session formally issues doses from storage into the session, ensuring open-vial wastage, VVM status, and adjustments are tracked correctly.

Navigation

1

From the sidebar, go to My Clinic.

2

Select Sessions.

Vaccination Session Dashboard

  • Displays all active sessions

  • Allows staff to Start, View, End, or Cancel sessions

  • Shows session details: location, responsible staff, type, and date

Steps to Begin a Session

1

Start a New Session From the Vaccination Session Dashboard, click Start.

2

Complete the Session Setup Form

  • Location → Select facility, outreach site, or school

  • Responsible Party → Assign staff responsible (auto-selected if already assigned)

  • Care Pathway → Choose (e.g., Healthy Baby, ANC)

  • Type → Select session type:

Conducted at the facility.

3

Review the Worklist Click View Worklist to see expected patients, caregivers, and vaccines due. Use this to plan how many doses should be issued.

4

Issue Doses

  • Select Store & Lot → Pick stock store (e.g., Main Fridge) and lot (defaults to earliest expiry, FEFO rule).

  • Enter Quantity → Input number of doses (partial vials not allowed for some vaccines).

  • Record VVM Status for each lot.

  • System Suggestions → Auto-suggests syringes/diluents (blue values). Adjust if needed.

  • Multiple Lots → If issuing from more than one lot:

    1. Issue the first lot

    2. Click Add to add the same vaccine again

    3. Select the second lot, enter quantity, record VVM

    4. Both lots appear in the table

5

Start the Session Once details and stock issuance are complete, click Start Session. The session is now active and appears on the Vaccination Session Dashboard.

Vaccine Reference (Doses Issued)

BCG

  • Full vials only – cannot issue partial doses

  • Used for tuberculosis prevention in newborns

  • Supplied with a BCG diluent (must be paired)

  • FEFO rule applies: select the earliest expiry lot first

MR (Measles-Rubella)

  • Given at 9 months and 15 months (per EPI schedule)

  • Issued in multi-dose vials

  • Always check and record VVM status

  • Requires MR diluent

bOPV (Oral Polio)

  • Oral vaccine for poliomyelitis

  • Multi-dose vials

  • No diluent required

DTP-Hib-HepB (Pentavalent)

  • Combined vaccine protecting against diphtheria, tetanus, pertussis, Hib, hepatitis B

  • Issued in vials or pre-filled syringes

  • FEFO applies; check lot and expiry carefully

Td (Tetanus-Diphtheria)

  • Adult Td → booster for adults

  • Pediatric Td → given to children as per schedule

  • Issued in single-dose vials/syringes

PCV10 / PCV13

  • Pneumococcal conjugate vaccines

  • PCV10 = 10 serotypes

  • PCV13 = 13 serotypes

  • Used in infant immunization schedule

HepB (Hepatitis B)

  • Standalone hepatitis B vaccine

  • Issued to infants within 24 hours of birth

  • Also included as part of pentavalent vaccine

HPV (Human Papillomavirus)

  • Protects against HPV-related cancers

  • Given to adolescents, often in school programs

  • Two or three-dose schedule depending on age

Rabies

  • For post-exposure prophylaxis

  • Administered as per exposure protocols

  • Not part of routine immunization, but stock may be available

Vitamin A / Vitamin K

  • Vitamin A – supplementation for infants and children

  • Vitamin K – usually given at birth to prevent bleeding

Mebendazole

  • Deworming tablet

  • Given during child health days / campaigns

Other Items

  • RV → Rotavirus vaccine

  • TT → Tetanus toxoid (booster, pregnancy)

  • ADS_0.05 / ADS_0.5 → Auto-disable syringes (different volumes)

  • Diluent (BCG, MR, others) → Always pair with the correct vaccine

Key Notes

  • Always follow FEFO (First Expire, First Out) when selecting lots

  • Some vaccines (e.g., BCG) must be issued as full vials only

  • Record VVM status for every lot before starting the session

  • Pair vaccines with their required diluents

Summary

Beginning a session ensures:

  • Vaccines are moved from storage into session use

  • Session details (location, type, responsible staff) are recorded

  • Doses are issued using FEFO rules and VVM checks

  • Worklist supports accurate planning for patient demand

This creates a controlled starting point for immunization activities and accurate stock tracking throughout the session.

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