Table 9.5 – site delivery and receipt process

3. Check the vial and 31-day removed from ULT expiry dates: • During the preparation of doses and document this on the drawn-up doses label • Before administration of the vaccine

• At the end of the day check stock 4. Discard any expired vaccines and record this as waste in the CIR Inventory (see section

‘Recording vaccine waste’). 5. Any consumption and wastage must be recorded in the CIR Inventory daily. 6. Once consumption is recorded in the CIR Inventory, all remaining stock on site must be checked against the stock showing in the CIR Inventory to ensure that there are no discrepancies. 7. Any discrepancies must be investigated and captured in the CIR Inventory as stock adjustment.

For more detail see the Standard operating procedure (SOP) for inventory management on this SOP for inventory management CIR link

Table 9.5 – site delivery and receipt process

Step

DHB/provider logistics lead provides site contact and delivery details Action

Site checklist

The site checklist must be completed prior to the site commencing vaccinations (see Appendix A).

Site contact

• The DHB or provider logistics lead must provide the Ministry with: o a site contact (a named role and a phone/mobile number) o detailed delivery instructions, including address and any special instructions (such as separate entrances and so on). • Submit this information using the New facility/ site set-up form (Appendix B) at least 5 days prior to ordering vaccines for that site.

Availability of site contact

• The site contact should be regularly available on site to accept deliveries. This will minimise the administration involved changing the site contact person, for example. • Please notify urgent site contact changes to the

Ministry’s logistics team.

Cold chain accreditation

• The Ministry recommends individuals handling vaccines are cold chain accredited; however, this is not a requirement.

Step

Vaccine distribution provider packs and ships vaccine

Site contact receives the package

Site contact checks the temperature logger

If the temperature datalogger shows: Green light flashing once every 10s • The temperature has remained within limits Red light flashing once every 10s • Excursion has occurred

Note: Action

Ship under cold chain conditions

• The vaccine distribution provider will pack and ship the vaccine under cold chain conditions in shipping boxes, depending on delivery destination, at +2°C to+8°C.

The courier will hand the package to the site contact. Before signing for the package, the site contact will: • Confirm the shipping box is addressed to them/their site • Provide their identification to the courier for the courier’s confirmation • Conduct a check of the order immediately while the courier is present (see below)

Check for a temperature excursion

The site contact must check the temperature datalogger included in the shipping box to confirm whether a temperature excursion has occurred in transit. The site contact must follow the process below: • Retrieve the temperature logger immediately • Do not attempt to stop the temperature logger • Check the temperature logger as soon as you remove it before any other action (such as removing vials). Checking the temperature datalogger needs to happen immediately as the box containing the vials is opened.

Temperature excursion

When an excursion occurs, a photo should be taken of the datalogger showing the excursion and emailed to the Ministry’s logistics team.

Quarantining a shipment

Where an excursion has occurred, the site contact must quarantine the shipment in cold chain conditions while the logger is returned to the vaccine distribution provider for reading. The site contact must call the Ministry’s logistics team.

Temperature excursion – next steps

The Ministry’s logistics team will talk the site contact through the actions to be taken, such as urgent orders being placed and what will happen once the temperature data has been read.

Step

A tick in the area indicated means the temperature has remained within limits. A cross means that a temperature excursion has occurred.

Site contact conducts visual check

Site contact signs for vaccine package

Site contact stores vaccine in cold chain accredited conditions Action

Visual check

• The site contact will open the shipping box and the internal vaccine packaging and conduct a visual check of the outer packaging to check for damage and/or leakage. If there is no damage store directly in the fridge. • Each site should check the packing slip to make sure all vaccines have been received • If there are any signs of damage to the outer container, inspect the vials inside the package: • Broken vials or waste needs to be recorded in the CIR logistics module, but only to the unopened vial stage • Vaccine wasted in opened vials is not required to be recorded in the CIR logistics module. • Please see the Standard Operating Procedures in the Inventory orders section regarding how to record vial consumption and waste.

Vials intact

• Where the vials are intact and there are no concerns, the site contact will sign for the package.

Store vaccine

The site contact will then store the vaccine at cold chain conditions in the internal packaging carton it arrived in (not the Credo Cube/Cool Green Cell box, but the white vaccine box) until the expiry date and time marked on the vaccine box is reached. Any vials no longer viable must be disposed of following the disposal process detailed below.

Receipting orders

When a vaccine or consumables order is received, it must be receipted into the CIR. This enables the movement of the stock from in transit to available for use in the stock on hand. Further details regarding how to log into the CIR can be found in the quick guides, videos, and detailed training guide at https://circlassrm-

ncts.cs116.force.com/cir/s/article/ CIR-Inventory-Orders-Portal-Quick-Step-Guide.