Session Plan & Session Ledger
Purpose
Vaccination sessions bring together patients, clinical care, and vaccine stock. The Session Plan and Session Ledger work together to ensure that what is planned, what is done, and what is recorded are always aligned.
The Session Plan shows who is expected to be seen during the session and which vaccines and dose numbers are due for each patient.
The Session Ledger provides the permanent, read-only audit record of all stock movements that occur during the session.
Together, these views allow staff to:
Prepare for the session based on expected clinical demand
Start patient visits directly from the session
Ensure vaccinations are correctly linked to session-issued stock
Review and verify actual stock usage once the session is complete
Steps
Review the Session Plan
Open the Session Plan tab.
The Session Plan displays the expected clinical workload for the session. For each patient, it shows:
Patient name and sex
IIS Unique ID
Age (calculated from date of birth)
Scheduled date
Proposed vaccines, including:
Vaccine name
Dose number (e.g. #1, #2)
Route and site (where applicable)
Patients appear in the Session Plan when:
Their active care pathway matches the session care pathway
They are due or scheduled for vaccines on the session date
They fall within the facility and catchment of the session
The Session Plan must exactly match the Worklist:
The same patients appear in both views
Proposed vaccines and dose numbers are identical
No additional or missing patients should appear in either view
Starting a Visit from the Session Plan
Each patient listed in the Session Plan includes a Start Visit button.
Selecting Start Visit:
Opens the appropriate clinical visit workflow (e.g. Routine Vaccination, ANC)
Automatically links the visit to the active vaccination session
Ensures all vaccinations administered during the visit:
Use session-issued stock
Are captured in the Session Ledger
Eliminates the need to re-search or manually open the patient record
Starting visits from the Session Plan is the recommended workflow during an active session.
Starting visits from the Session Plan preserves the full linkage between **patient → visit → session → stock → ledger**, reducing the risk of vaccinations being recorded outside the session.
### Viewing the Patient Record from the Session Plan
In addition to Start Visit, each patient listed in the Session Plan includes a View action.
Selecting View:
Opens the patient’s full record in read-only or standard view mode
Allows staff to review:
Demographics and identifiers
Immunization history
Past visits and clinical notes
Care pathway enrollment and schedule
Does not start a clinical visit
Does not link any activity to the active session
Does not consume or affect session stock
This option is intended for verification and preparation, not for delivering care.
Common uses include:
Confirming a patient’s identity before starting a visit
Reviewing previous vaccine doses or contraindications
Checking care pathway details if proposed vaccines look unexpected
Answering questions before the patient is called forward
Viewing a patient record from the Session Plan does **not** associate any future actions with the session.
To ensure vaccinations are correctly linked to session stock and recorded in the Session Ledger, always use Start Visitwhen providing care.
Open the Session Ledger
Select the Session Ledger tab at the top of the screen.
The Session Ledger records every stock movement that occurs during the session, including:
Stock issued at session start
Additional stock issued mid-session
Adjustments (wastage, breakage, expiry)
Stock returned when the session is closed
Review the Ledger Table
The ledger table provides a detailed, chronological view of session stock activity, including:
Date / Time of the action
Lot # / Material
Adjustment Reason (Issued, Returned, Broken/Damaged, Expired, etc.)
Adjustment Quantity
Resulting Balance
The Session Ledger is read-only:
Entries cannot be edited or deleted
Corrections must be made through additional adjustments
All actions are permanently recorded for audit and reporting
Use Filters and Search
Use the available tools to efficiently review ledger activity:
Material Filter Narrow the view to a specific vaccine or lot
Adjustment Reason Filter Show only selected actions (e.g. Returned from Session, Broken/Damaged)
Search Bar Quickly locate entries by product name, lot number, or material type
Key Notes
The Session Plan reflects expected clinical activity based on patient schedules and care pathways
The Session Ledger reflects actual stock movement during the session
All ledger entries are created automatically by the system
No edits or deletions are possible — the Session Ledger is a permanent audit record
Summary
The Session Plan and Session Ledger together provide a complete picture of session activity:
The Session Plan helps staff:
Anticipate demand
Verify expected patients and vaccines
Start visits directly from the session
The Session Ledger provides:
A complete audit trail of all stock movements
Visibility into who did what and when
Filters and search tools for efficient review
A permanent, non-editable record for accountability and reporting
By using the Session Plan to initiate care and the Session Ledger to verify outcomes, clinics ensure safe vaccination delivery, accurate stock tracking, and transparent, audit-ready documentation for every session.
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