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    Immunization Branch
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    1100 West 49th Street
    Austin, Texas 78756

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Focused Administration of Vaccine and Prophylactic Medications [ Page 9 ]

Immunization Branch

logo: Vaccines Build your child's health

I. Response Steps



Investigate outbreak and determine scope of response


Select sites and times for high-risk clinics. Use contact lists to activate clinic personnel


Select sites and times for general populations clinics. Use contact lists to activate clinic personnel


Fill out clinic supply lists (see figure 6) based on population estimates at each clinic site


Order vaccine/prophylactic medication and necessary supplies


Arrange delivery of supplies to clinics


Activate security plan to protect supply depots and deliveries of clinic supplies.


Inform media partners of scope of response; date, time, location of clinics. Also, appropriate clothing if vaccination being given. Reassuring message that all possible measures are being taken to prevent further spread. State clearly what criteria are for whom will/will not be accepted for prophylaxis/vaccination.


Conduct clinics for high-risk personnel


Fill out daily tally sheets at each clinic and submit to centralized supply depot and/or immunization program


Consolidate daily tally sheets onto one doses administered form and submit to BIP


Conduct clinics for general population.


Fill out daily tally sheets and supply orders at each clinic and submit to centralized supply depot and/or immunization program.


Consolidate daily tally sheets onto one doses administered form and submit on regular intervals to BIP


Monitor inventory levels and re-order supplies as necessary


Conduct random checks of clients to ensure vaccine take


Arrange re-vaccination clinics if necessary


Evaluate effectiveness of clinics and overall response


Update policies and procedures based on experience and feedback from participants

II. Clinic Set-up

Clinics should have clearly marked entrance and exit points with adequate "waiting" space for groups of people seeking prophylaxis/vaccination. Security staff should be posted at both locations to maintain order. It is vital that sick individuals be identified quickly and removed from the clinic site to avoid exposing large amounts of people. At least one trained volunteer or clinician should be dedicated to observing clients for signs of illness as they arrive at the clinic. Traffic flow within the clinic should be controlled and should follow a logical path from the clinic entry to the exit. The best approach to crowd control is to never let people "sit down". Keep the line(s) moving at all times. A linear path of traffic flow from entry to exit on opposite sides of the facility its optimal. However, it may be necessary to set up serpentine lines (similar to those used by amusement parks) using rope or some other temporary barrier.

Ideally, greeter-educators and registration staff should be located in a separate room from the vaccine administration station.

It is likely that the registration and medical screening processes will be the most time-consuming clinic activities. Sufficient staff should be assigned to move person through these areas quickly, to keep a steady flow of persons to the vaccination/dispensing area.

Trained employees should monitor the vaccine supply to ensure that vaccine is not left un-refrigerated for extended periods of time, and to ensure that excess amounts of vaccine are not drawn up "ahead" and then possibly left over, and wasted, at the end of the clinic.

It is advisable to have one person monitor all supplies. Each station should be set up with adequate supplies at the beginning of the clinic, and then replenished as needed. Having one person in charge of supplies helps to avoid wastage and to keep people from "helping themselves" to supplies and opening multiple boxes/packages of the same item.

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Last updated December 13, 2010