Demo ImmuniCare Network: vaccination programme day

Demo ImmuniCare Network delivers government-funded vaccination programmes through 86 clinics in the UAE and Kenya. It receives grants, buys vaccines, schedules cohorts, manages cold-chain stock, records administrations with pseudonymous identities, reimburses clinics, tracks adverse events, and reports coverage and wastage. OSERP connects programme, grant, clinic, patient token, appointment, batch, refrigerator, administration, incident, supplier, claim, and finance.

1. Create programmes, grants, and clinic sites

Programme headers record authority, disease, target population, countries, start/end dates, grant currency, funding source, reporting rules, and status. Grant budgets store approved amount, cost categories, donor restrictions, indirect-cost rate, reporting dates, and version. Clinic records store licence, address, capacity, staff, cold-chain equipment, bank, tax, and status.

Field	Demo value	Impact
Programme	IMC-MMR-2026	Funding and outcome scope
Donor	Ministry of Health	Grant and report
Clinic	Al Noor Community Clinic	Reimbursement and stock
Target cohort	Children 12–24 months	Eligibility and coverage
Grant currency	USD	Supplier and funding
Reporting currency	AED	Statutory reporting
Vaccine	MMR dose 0.5 ml	Inventory and administration
Cold-chain	+2°C to +8°C	Storage control

Grant versions preserve approved baseline and donor changes. A clinic without a valid licence or refrigerator qualification cannot receive doses.

2. Register cohorts and schedule appointments

Patient tokens store pseudonymous ID, cohort, eligibility evidence, consent version, clinic, country, and status; direct identity remains in the authorised clinical system. Appointment records store token, dose, clinic, date/time, vaccinator, contraindication check, language, reminder, and status.

A cohort dashboard shows eligible, scheduled, attended, vaccinated, deferred, refused, and unreachable counts. An appointment cannot be marked vaccinated without a valid lot, temperature check, vaccinator, and consent.

3. Receive and control cold-chain inventory

Purchase receipts store supplier, purchase order, product, batch, expiry, quantity, temperature logger, certificate, customs, and clinic or central store. Refrigerator assets record serial, calibration, alarm, location, capacity, and qualification. Stock lots carry batch, expiry, storage range, bin, status, and donor restriction.

FEFO allocation selects earliest-expiry released stock. A logger excursion quarantines affected batches and opens a quality event. Transfers record source, destination, carrier, seal, departure/arrival temperature, quantity, and acceptance.

4. Administer doses and record wastage

Administration records token, clinic, vaccine, batch, dose, date/time, vaccinator, diluent, expiry check, injection site, consent, and result. A duplicate dose for the same protocol and interval is blocked or requires clinical override with reason.

A 10-dose vial with seven administrations and one damaged dose records two residual wastage doses with reason, witness, and disposal certificate. Wastage is reported separately from unexplained stock adjustment. Lot genealogy links each administration to receipt, refrigerator, temperature history, and supplier.

5. Track adverse events and follow-up

Adverse-event records store token, vaccine lot, onset, severity, symptoms, treatment, outcome, reporter, regulator, and evidence. Serious events trigger escalation, authority notification, and investigation work order. Privacy controls mask patient identity from finance and donor reports.

Follow-up tasks record due date, contact channel, result, next action, and closure. A safety hold can block a lot from administration while released doses remain traceable.

6. Reimburse clinics and suppliers

Clinic claim headers record programme, clinic, period, dose count, eligible rate, currency, grant category, evidence, tax, and approval. Lines record administration, outreach, cold-chain, transport, and approved wastage. A clinic administering 1,850 eligible doses at USD 4.20 earns USD 7,770 before approved adjustments.

Supplier invoices match purchase order, received batch, certificate, temperature evidence, and price. Travel and outreach expenses reference programme, clinic, beneficiary group, receipt, currency, and approval. Donor-restricted cost cannot be charged to another grant without approved reclassification.

7. Monitor coverage, stock, and funding

Dashboards show coverage by cohort and clinic, missed appointments, stock on hand, expiry risk, wastage, adverse events, grant committed, actual, forecast, and remaining balance. A forecast override stores assumptions, owner, reason, and approval.

Low stock creates a replenishment work item; excess near-expiry stock creates transfer recommendation. The system records whether a dose was donor-funded, government-funded, or co-funded so reports and reimbursements remain auditable.

8. Multi-currency and regulatory close

The programme may buy vaccines in USD, reimburse Kenyan clinics in KES, and report in AED. Each receipt, claim, supplier invoice, grant draw, reimbursement, and refund stores transaction rate, source, timestamp, realised FX, and revaluation status. Grant principal, restricted expense, clinic payable, tax, and FX remain separate.

Close reconciles grants to budgets, doses to appointments, administrations to stock, stock to temperature logs, clinic claims to evidence, suppliers to receipts, adverse events, wastage, bank, tax, FX, and GL. Regulatory snapshots retain cohort, coverage, lot, wastage, safety, funding, and submission version.

KPI	Before OSERP discipline	After OSERP discipline	Improvement
Dose-to-stock accuracy	94.6%	99.8%	+5.2 points
Clinic reimbursement cycle	31 days	9 days	71% faster
Cold-chain excursion response	7 hours	1 hour	86% faster
Near-expiry wastage	6.8%	2.1%	69% lower
Grant reporting close	18 days	6 days	67% faster

Practice challenge

Create a grant and programme, activate a clinic, register a cohort, receive a temperature-controlled vaccine batch, schedule appointments, administer doses, record wastage, quarantine an excursion, log an adverse event, reimburse a clinic in KES, charge a USD supplier, revalue balances, and close the programme. Explain every field, status, permission, formula, journal, tax result, privacy rule, API identifier, exception, and audit event.

Related: Inventory field guide, Purchase Order field guide, Payment Receipt field guide, Project and WBS field guide, and API cookbook.