Workflows – Visit Actions
Purpose
The Visit Actions workflow is the primary clinical workspace used during an active patient visit.
It is where clinic staff document everything that happens during the encounter, including:
Vaccinations and supplements administered
Measurements and observations recorded
Clinical events added or removed
Services completed during the visit or back-entered from a prior date
The Visit Actions panel ensures that what was planned, what was done, and what was recorded are always aligned — supporting safe care, accurate reporting, and stock accountability.
Why Selecting the Correct Visit Matters
The visit type you select determines how the Visit Actions panel behaves.
Different visit types apply different clinical rules, including:
Which services are displayed
Which vaccines are proposed or suppressed
Which care path logic is enforced
How stock is issued and validated
How the encounter is reported nationally
If the wrong visit type is selected:
Required services may not appear
Inappropriate vaccines may be proposed
Stock may not issue correctly
Follow-up scheduling may not occur
Reports may classify the encounter incorrectly
For this reason, always confirm that the visit you are starting matches the clinical purpose of the encounter (e.g., Routine Vaccination, Healthy Baby / Child, ANC, Labour & Delivery).
What Visit Actions Represents
The Visit Actions panel reflects only the current visit.
Actions recorded here are:
Time-stamped with the visit date
Attributed to the logged-in user
Linked to the active visit and clinic session
Validated against care path and schedule rules
This ensures that the clinical record accurately reflects what occurred during this encounter, not just what was scheduled.
When Visit Actions Is Used
The Visit Actions workflow appears after a visit is started and is used during:
Routine immunization visits
Care path–based visits (e.g., Healthy Baby / Child, ANC)
Catch-up or unscheduled vaccination visits
Integrated visits combining immunization and clinical services
It remains available until the visit is ended or discharged.
How Visit Actions Are Generated
When a visit starts, the system determines what appears in Visit Actions based on:
The selected visit type
Any active care paths
The patient’s age, sex, and clinical status
Previous vaccinations and clinical history
National schedule configuration
As a result:
Some services appear automatically
Others must be added manually using Add
Services that are not clinically appropriate may be hidden
This ensures staff see only what is relevant for that encounter.
Actions Available in Visit Actions
Within the Visit Actions panel, staff can:
Complete
Marks a service as completed during this visit
Saves immediately
Records the author and timestamp
Issues stock where applicable
Back-Enter
Used when a service was provided before today
Allows entry of the actual date performed
Preserves the scheduled date for context
Remove
Deletes a service that was not provided
Allows the visit to be completed cleanly
These actions ensure the visit reflects what actually happened, not just what was planned.
Relationship to Care Paths
If a visit is started from a care path:
Services due for that care path are pre-loaded
Schedule rules and intervals are enforced
Future events are updated after the visit
If a visit is started without selecting the care path:
Services may not load
The visit may not count toward the care path
Follow-up scheduling may not occur correctly
For this reason, always start the visit from the care path when one exists.
Stock and Audit Implications
Vaccines and injectables recorded in Visit Actions are:
Linked to the selected clinic session
Issued from active stock
Logged in the Session Ledger
Included in audit and reconciliation reports
Selecting the wrong visit or clinic session can block stock issuance or result in incorrect reporting.
Best Practices
**Before documenting services, confirm:**
The correct visit type
The correct care path (if applicable)
The correct clinic session
These three checks prevent most documentation and stock issues.
**Save Early, Save Often**
Use Save whenever stepping away from the tablet to prevent data loss due to timeouts or interruptions.
Summary
The Visit Actions workflow is the core documentation space for every patient encounter.
By selecting the correct visit, recording services accurately, and confirming care path and stock context, staff ensure that:
Patient records are complete and reliable
Vaccinations are validated and reported correctly
Stock is issued and reconciled properly
Visits meet national reporting and audit requirements
Consistent use of Visit Actions supports safe care, high-quality data, and efficient clinic operations.
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