Inventory Management Checklist

Start of Day

Access Support Console

1. Open ImmsBC & choose Health Connect - Supply Console.
2. Choose Supply Location from the drop down.
3. Click the arrow next to Recently Viewed, and select All.
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.
2. Investigate if not 0 and adjust accordingly – may delegate to PA or Support Team if needed. See discrepancy investigation tips below.
3. Adjust all Supply Containers to 0 before proceeding.

Receive Inventory from Holding Point to Clinic Location

1. Clinical lead will count physical vaccine supply
2. In ImmsBC, go to Transactions Tab to Receive Inventory
3. On the right side of page under Incoming Transactions, click drop down arrow and click “confirm”.
   1. Fill out the pop-up box and select Confirm (green confirmation message will display if successful)
   2. Compare physical vaccine count with ImmsBC Received Inventory
      • If there is a difference in these two numbers, In Supply Container Adjust Inventory – use Receiving Error as the Adjustment reason
      • Contact Sender (Holding Point Location) to inform them of incorrect transfer quantity

• Ensure that the morning Inventory email has been sent
  
  

Throughout the Day

Monitor Clinic Inventory

Monitor Supply Container and track/investigate discrepancies (See below):

Receive New Lots (as applicable)

• Receive Inventory from Holding Point and/or other clinics (same steps as start of day)
• Ensure Immunizers are informed and update their User Defaults as needed

Additional Scenario Workflows (if applicable)

• If Clinic has more than one supply distribution on site:
  Transfer inventory between supply distribution locations (within clinic) as needed

• If transferring inventory from clinic to another clinic:
  Transfer inventory to another clinic

• If a transfer is made in error:
  Cancel transfer

Throughout the Day & End of Day

Monitor & Reconcile Clinic Inventory – consider the following:

• Adjustment for # of Pooled Doses (if not completed throughout the day)
  • Document Adjustments against Clinic inventory
• Wastage for # 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’s truly an incident.
• Paper tracking can be used during the day if needed and updated in ImmsBC at end of day

• Adjustment for # of unused drawn doses
• Adjustment for # of Doses (Non-Historical) entered into eForms instead of ImmsBC

End of Day Specific Tasks

• Physically count and confirm remaining vials and transfer those back to the holding point.
• Ensure that all the above steps to Reconcile Clinic Inventory is completed. Additional recommendations:
  - Check # of clients stuck in Vaccine Admin – if these are valid and client was vaccinated, they could account for the discrepancy.
  - Adjustment resulting from discrepancy investigations (ex. Incorrect lot number used)
  - If the final Adjustment has “unknown vaccine discrepancies”, zero the count with the Reason: Other and Comments: “Unable to account for”
• Ensure that the evening Inventory email has been sent
• End-of-day totals at clinic location should be “zero” for all products