Start of Day
Access Support Console (as an ImmsBC Admin)
1. From the App Launcher, enter the Health Connect - Supply Console.
2. Choose Supply Location from the drop down.
3. Click the down arrow next to Recently Viewed, and select All VCH Clinics.
4. Search and select [Your Clinic Location].
Check Clinic Inventory
1. Under Related items > Supply Container, check that your location’s starting inventory is 0 for all lot numbers.
2. Adjust all Supply Containers to 0 before proceeding.
Accept Inventory into the clinic location
1. The clinic lead will count physical vaccine supply and report the numbers.
2. In ImmsBC, go to the Transactions Tab to Receive Inventory
3. Under Incoming Transactions, click drop down arrow and click “confirm”.
4. Fill out the pop-up box and select Confirm.
5. Compare the physical vaccine count with the number of vials in the ImmsBC Supply Container.
a. If there is a difference in these two numbers, in Supply Container proceed to Adjust Inventory – use Receiving Error as the Adjustment reason
b. Contact Sender (Holding Point or other clinic) to inform them of incorrect transfer quantity
Throughout the Day
Monitor Clinic Inventory
- Monitor the Supply Container and track/investigate discrepancies (see 3. Reconcile Clinic Inventory for Wastage & Adjustments below):
Receive New Lots (as applicable)
- Receive Inventory from the Holding Point and/or other clinics (follow the same steps as earlier)
- Ensure Immunizers are informed and update their User Defaults as needed
Additional Scenario Workflows (if applicable)
- Transfer inventory between supply distribution locations (within the same clinic)
- Transfer inventory to another clinic
- Cancel a transfer
End of Day
1. Physically count and confirm remaining vials.
2. Transfer the inventory out of the clinic: remaining vials go back to the holding point.
End-of-day totals at clinic location should be “zero” for all products.
3. Reconcile Clinic Inventory for Wastage & Adjustments.
a. Wastage:
# of Wasted Doses (if not completed throughout the day): Document Wastage against Clinic inventory
- DO NOT use the reason CCI: Handling Error (Cold Change Incident) unless it accurately describes the situation.
- Manual (paper tracking) can be used during the day.
b. Adjustments:
- Adjustment for # of pooled doses
- Adjustment for # of unused drawn doses
- Adjustment for # of Doses (Non-Historical) entered through ImmsBC DIWA/CIR or eForms (i.e. all charting that was not done through ImmsBC ICE)
c. Additional reconciliation:
- Check the # of clients stuck in Vaccine Admin – if these are valid and client was vaccinated, they could account for the discrepancy.
- Make any corrections directly in ImmsBC if incorrect lot numbers were charted.
- If the final Adjustment has “unknown vaccine discrepancies”, zero the count with the Reason: Other and Comment: “Unable to account for”
4. Follow your site-specific protocol to report final numbers for immunizations and end-of-day inventory.