CJA9 - Stock & Cold Chain Management
Role: Clinic Manager / Nurse-in-Charge
Use when: Managing vaccines, supplies, and cold chain equipment — recording counts, adjustments, wastage, and temperature readings to ensure accountability and cold-chain integrity.
Clinic Managers can record and adjust on-hand stock but cannot create or receive new stock lots. New stock issues and receipts are handled by EPI or national administrators.
1️⃣ Counts, Adjustments & Transfers
This tab is where all stock operations occur.
Counts (Stock Take)
Confirms actual doses or vials on hand.
Green = counted; blank = 0 → Save.
Add missing items with Add Stock Item.
Adjustments
Record wastage, expiry, or cold chain failures.
Choose reason (Expired, Broken, Cold Chain Failure, Physical Count).
Enter quantity + VVM → Save.
Transfers
Move stock between containers/facilities.
Enter origin, destination, and quantity → Save.
2️⃣ Container Properties
Stores setup & audit info for each cold-chain unit:
Name / Type / Status (Active or Disabled)
Manufacturer / Serial # / Expiry / Capacity
Created / Updated By audit log
Disable broken or retired units to prevent use; history remains visible. Confirm expiry and capacity before adjustments.
3️⃣ Temperature Readings
Ensures vaccines remain within safe range. Record readings twice daily (or per policy).
Steps
Open Temperature Readings tab.
Click Edit → enter °C → Save.
Update Device Status (Fully / Partially / Non-Functional).
Add Alarm/Reason if applicable.
🟢 Normal 🟡 Warning 🔴 Out of Range → move stock & document action.
4️⃣ Stock Ledger
Permanent audit log of all stock activity.
Displays:
Type (+/–) Time Lot # Reason Balance
Ledger is read-only — correct errors via Counts or Adjustments. Use filters to locate specific items or reasons quickly.
The ledger is your official audit record. Verify weekly with temperature logs and approve all changes.
Always disable broken or retired units to avoid accidental use.
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