1. It is recommended to have one authorized person to take the appropriate number of vials as per the approved number of doses of vaccines for a session from the ILR.
2. Before taking the vaccine out from ILR, vaccine carriers need to be prepared with frozen/conditioned ice-packs. Vaccine carriers are the insulated boxes which should be lined by frozen ice packs. All walls of the carrier should be packed with these.
3. The authorised person should record each vaccine box’s batch number & vial number with their and the recipient’s signature in the
Vaccine Movement Register.
4. Vaccines are required to be transported in a well packed vaccine carrier to the camp location. Boxes should not be opened during transit unnecessarily.
5. The vaccine carrier should be responsibly handed over to the On-site Doctor or the site manager, who will cross check the vials & countersign giving an acknowledgement of the receipt of the vials.
6. On-site Doctor & the Site Manager should ensure that all the vaccine carriers are well conditioned with ice packs & remember that the ice packs are required to be replaced as the day progresses.
7. Nursing staff should be issued a vial with the permission of the Site Manager or the On-site Doctor and should record the same using the
Vaccine Issuance Register along with the signature of the Nurse & On-site Doctor. The Nurse will then make the same entry in their
Vaccine Administration Register for the batch no., vial no., & time of opening the vial. Once opened, a vaccine vial should be utilized within 4 hours. This opened vial can be kept outside or they can also be kept over an ice pack depending on the flow of people for vaccinations.
8. Every vaccine vial normally has 10 doses, the nursing staff should load exactly 0.5ml of vaccine in the syringe carefully. In the last 2 hours of the camp session when the in-flow of the beneficiaries slow down, wait for at least 10 eligible & medically fit people to assemble for vaccination before opening a new vial, after the old vial is emptied. If less than 10 people are remaining at the end of the camp session, they should be requested to come back for the next camp session. This will ensure that there is no wastage of doses. The Site Manager and the On-site Doctor should work together to ensure zero-wastage by managing the in-flow of the beneficiaries and opening the vials at the right time. They should also meticulously train the entire staff to develop sensitivity towards this.
9. At the end of the day, all remaining unopened vaccines need to be recorded in the
Vaccine Movement Register along with the signatures of the Site Manager or the On-site Doctor & the Vaccine Transporter responsible for movement of vaccine back to storage facility. The Site Manager or the On-site Doctor should then handover the vaccine to Authorised Personnel to transport it to the storage facility. All the Vaccine Carriers along with Ice Packs need to be moved back to the storage facility after the camp session.
10. Once the vaccine reaches the storage facility, the Vaccine Transporter will handover the vaccine vials to the Storage Custodian and the same must be recorded in the
Vaccine Movement Register along with their signatures.
11. The Storage Custodian will then keep the Vaccine Vials carefully back in the Ice lined Refrigerator (ILR) followed by a complete stock count and an entry in the
Vaccine Stock Register with their signature. The Ice Packs should be stored in the freezer so it can be used for the next session.