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.

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Navigation

1

From the sidebar, go to My Clinic.

2

Select Sessions.

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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

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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:

Fixed Session

Conducted at the facility.

Outreach Session

School Nursing Session

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.

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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

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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

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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.