CJA8 - Session Management

Role: Clinic Manager / Nurse-in-Charge

Use when: Managing vaccination sessions from start to finish — including opening sessions, issuing vaccines, recording usage and returns, and ensuring full stock accountability.

Ensure the correct session type (Fixed / Outreach / School) and date are selected before issuing stock or recording vaccinations.

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🧭 Navigation

1. Go to My Clinic → Sessions.

2. The dashboard shows all active or past sessions.

3. Actions available: Start, View, End, or Cancel.

4. Each session displays its type, location, date, and responsible staff.

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🚀 Begin a Session

1. Tap Start Session.

2. Complete the Session Setup form:

   • Location: Clinic / Outreach / School

   • Responsible: Auto-selected nurse

   • Care Pathway: e.g., Healthy Baby / ANC

   • Type: Fixed ▪ Outreach ▪ School

3. Open View Worklist to review expected clients & doses.

The Worklist helps estimate required stock for the day.

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💉 Issue Doses

• Store & Lot: Select the correct store (e.g., Main Fridge).

• FEFO Rule: Always issue the earliest expiry first.

• Quantity: Follow vial rules (e.g., BCG = full vials only).

• Record VVM Stage for each lot.

• Auto-suggested items: Confirm syringes and diluents.

• Multiple lots:

  • Issue first → click Add → issue second.

Before closing, verify totals in the Ledger — it serves as the permanent audit trail for all stock movements.

🔁 During the Session (What To Do)

Situation	What To Do
Missing item (vaccine / syringe / diluent)	Issue stock directly from visit (FEFO + VVM).
More lots needed	Add another lot and continue vaccination.
Dropped / broken vial	Use Adjust → Discard as waste.
Warm-chain / VVM IV	Use Adjust → Discard as waste.
Wrong lot selected (unopened)	Return stock and issue the correct lot.

Always record VVM and expiry before issuing. Some items (e.g., BCG) cannot be returned once opened.

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✅ End the Session

1. Open End Session → Reconcile Doses.

2. For each vaccine lot, record:

   • Issued (auto)

   • Used (administered)

   • Returned

   • Discarded

3. Verify: Used + Returned + Discarded = Issued

4. Record VVM Stage for each lot.

5. Tap Save to finalize and close.

End sessions the same day. Delays cause stock errors and incorrect reporting.

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🧾 After the Session

Step	Purpose
Return Stock	Send unused doses back to storage.
Adjust Stock	Record wastage, expiry, or damage.
Reconcile & Fix	If totals or VVM off → recount & notify manager.
Session Ledger	View a read-only audit of all stock movements.
Session Closed	Appears as synced on dashboard after completion.

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After closing each session, ensure all stock movements are reflected in Stock Management. Perform a manual backup at the end of the day to protect session data.