How to Manage Vaccines

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Vaccine Management in Pabau gives your clinic a smarter way to schedule, administer, and track vaccinations — all from one place. Whether it’s for travel, seasonal flu, or routine care, you can log batch numbers, track progress, and keep fully compliant records with ease. 

How to Enable Vaccines

Step 1: Navigate to Business Details

Start by logging into your Pabau account using your login details. Then, navigate to the Setup button on the bottom left corner of the screen to access the Setup page. Navigate to the "Business Details" tab located under the Business section.

 

Step 2: Enable Vaccines

On the Business Details page, switch to the "Features" tab. Here, you’ll see the 'Vaccines' option. To activate it, simply toggle the switch on the right-hand side — it will turn blue once enabled.

The Vaccines feature will now appear under the Clinical section in the Setup page and on the top right corner of the Client Card.

By following these steps, you can easily enable the Vaccine feature on your Pabau account.

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How to Create Vaccines as Products

Step 1: Navigate to Setup 

Start by logging into your Pabau account using your login credentials. Then, please navigate to the Stock tab, located in the left sidebar menu, and click to expand it. From there, select "Products" to access all your products.

 

Step 2: Create a Vaccines Category

Start by first creating a Vaccines category where you can link all your Vaccines. Switch to the "Categories" tab and navigate to the top right corner, and click the "New Category" button.

A pop-up window will appear where you can fill out the following fields:

• Name: Enter the name of the category—for example, Vaccines.
• Image (Optional): Upload an image to visually represent the category on the POS.
• Category Code (Optional): Add a custom code for internal reference if needed.
• Category Type: Choose the appropriate type. For vaccines, select Injectable.
• Tax: If applicable, select a tax rate from the dropdown menu. This will show any tax rules you’ve already created in the system.

Step 3: Create a Vaccine Product

On the products page, navigate to the top right corner of the screen and click the "New Product" button to get started. Proceed to create a new product as per usual.

Once you're done filling out all the required fields, ensure to select the "Save" button in the top right corner of the screen to finalize.

 

By following these steps, you’ll be able to quickly and accurately set up vaccines as stock products in Pabau.

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How to Configure Vaccines

Setting up vaccines in Pabau involves several key steps that ensure your clinic’s vaccination workflow is accurate, efficient, and compliant. Here’s an overview of the process to guide you through:

1. Manage Diseases

Start by creating and managing the diseases your vaccines protect against. This includes associating each disease with relevant vaccines and the countries where they are prevalent.

2. Define Vaccine Schedule Types

Set up schedule types to organize how vaccines are administered — for example, first dose, second dose, booster, or any custom schedule your practice requires.

3. Create Vaccines

Once diseases and schedules are configured, create your vaccines in the system. Enter essential details like dosage, route, product consumption, and link each vaccine to the appropriate disease and schedule type.

Follow the detailed step-by-step guides below to configure each part properly and get your vaccine management ready in Pabau.

How to Manage Disease Records 

Step 1: Navigate to Setup 

Start by logging into your Pabau account using your login credentials. Then, navigate to the Setup button located at the bottom of the left sidebar menu and click to access the Setup page. You'll find the "Vaccines" tab under the Clinical section. 

Step 2: Access the Disease Manager Page 

Click on "Diseases" to open the full list of diseases available in your Pabau account.

This page is where you’ll find all diseases stored in your system. Each entry displays key information, including:

• Disease name

• Associated vaccines

• Associated countries

• Status (active/inactive)

To add a new disease, click the "Create Disease" button at the top right of the page.

Step 3: Create a New Disease

In the pop-up window, you’ll be able to:

• Enter the disease name (required field)

• Link vaccines to this disease (via the Vaccine Association tab)

• Link countries to this disease (via the Country Association tab)

Once you’ve completed the necessary fields, click Save to add the disease to your list.

Step 4: Edit an Existing Disease

To edit a disease, locate it on the list and click the three-dot menu, which will reveal the Edit button.

This will open the same window as the create flow, but it will be pre-filled with the existing disease information. You can update the name, edit vaccine or country associations, and change the active status.

By following these steps, you can easily create and edit diseases in Pabau.

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How to Create and Manage Schedule Types in Vaccine Management

Schedule types help you organize how different vaccine courses are structured in Pabau. Whether it's a first dose, booster, or a recurring vaccination type, schedule types let you define and manage these stages clearly.

Step 1: Navigate to Setup 

Start by logging into your Pabau account using your login credentials. Then, navigate to the Setup button located at the bottom of the left sidebar menu and click to access the Setup page. You'll find the "Vaccines" tab under the Clinical section. 

Step 2: Access Vaccine Schedules

Click on "Vaccine Schedules" to open the setup area where you can create, edit, or manage different schedule types for your vaccines.

Step 3: Create Schedule Type

To add a new schedule type, click Create Schedule Type in the top-right corner. A modal will appear where you can enter a name such as First Dose, Booster, or Second Dose. 

The name field must contain valid input — empty names, names with only spaces, or names starting with a space won’t be accepted. The Create button will only activate once the input is valid. Once created, your new schedule type will appear in the list immediately.

Step 3: Edit or Delete Schedule Types

Each schedule type includes a 3-dot menu for quick actions.

• Selecting Edit will reopen the same modal with the current name pre-filled, allowing you to update and save.
• Choosing Delete will soft-delete the schedule type — this means it won't be available for future use, but will remain visible in historical data. A confirmation pop-up will appear asking: “Are you sure you want to delete this schedule? This action is irreversible.” Click the red Yes button to confirm.

Step 4: Reorder Schedule Types

Drag and drop schedule types using the reorder icon on the far left side to define the order in which they appear when assigning vaccine schedules to clients.

Having structured vaccine schedule types helps maintain consistency across all vaccination plans, ensures clarity in multi-dose treatments, and improves efficiency when scheduling or administering follow-ups.

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How to Create Vaccines

Step 1: Navigate to Setup 

Start by logging into your Pabau account using your login credentials. Then, navigate to the Setup button located at the bottom of the left sidebar menu and click to access the Setup page. You'll find the "Vaccines" tab under the Clinical section. 

Step 2: Access Vaccines

Click the "Vaccine" option to access the vaccines listing page, where you can view all existing vaccines in your account.

Step 3: Create a New Vaccine

To add a new vaccine, click the Create Vaccine button in the top-right corner of the screen. You’ll be prompted to complete the following fields:

• Vaccine Name – The name of the vaccine (e.g., Pfizer COVID-19).

• Dosage – Specify the amount administered.

• Route – Choose from standard options (e.g., Intramuscular, Subcutaneous).

• Comment – Add any internal notes.

• Min/Max Age – Set the age range for administration.

• Product Consumption – Link the product used during the procedure. (Vaccine)

• Associate Diseases – Search and select one or more diseases that this vaccine targets. These will be pulled from your disease database in Pabau.

Step 4: Configure Vaccine Schedules

Once diseases are associated, you can configure vaccination schedules tailored to each disease.

• Press Add Day to insert a new schedule row.

• Enter the Day (e.g., 0, 30, 60) to define when the dose should be administered.

• The Cover column will show the disease name.

• Enter the Days Covered value for how long the vaccine provides immunity for each disease.

Active schedules are those that have a Day and Cover value filled in. These will appear in green.

The same vaccine may require different schedules for different diseases. You can create multiple schedule rows to reflect this.

Step 5: Navigate to the Create Button

To finalize the vaccine creation process, navigate to the "Create" button at the top right corner and click to save the changes. 

Step 6: Edit Vaccine

To edit a vaccine, click the 3-dot menu next to a vaccine and select Edit.

• This will open the same screen used to create the vaccine, with existing data pre-filled.

• Make any necessary changes and click Update.

By following these steps, you can easily create vaccines in Pabau.

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Vaccine Dashboard

The Vaccine Dashboard in Pabau offers a centralized view of a patient’s full vaccination history, allowing you to review coverage, track upcoming doses, and take action when needed. 

The Vaccine Dashboard serves as a complete overview of:

• Administered and scheduled vaccines

• Disease protection status (past, present, and future)

• Related product and dosage data

• Site of administration, batch numbers, and more

Step 1: Access Client Card

Start by logging into your Pabau account using your login credentials. Then, navigate to the search bar located at the top of the screen and type in your client's name. Their profile will appear on the search results, click to access their client card.

Step 2: Open the Vaccines Dashboard

From the client card, click the syringe icon located in the top right corner. This will open the Vaccines Dashboard, where you can view and manage the client’s full vaccination history.

At the top of the Vaccine Dashboard, you’ll find basic client information pulled directly from their profile, including:

• Full name

• Date of birth

• Email & Phone number

• Address (shown in the same format as the Client Card)

The visual timeline shows all diseases the client is or was protected against, and whether future vaccinations are planned.

Each disease row displays one or more colored bars based on the client's protection status over time:

The graph updates in real-time as vaccinations are added, scheduled, edited, or removed.

Step 3: Hover Over Details

When you hover over a vaccine bar, you’ll see a helpful popup showing:

• Vaccine name

• Disease(s) it protects against

• Status (e.g., In Cover, Scheduled, Lapsed)

• Administration details (Date/Time, Staff, Schedule Type)

• Notes from the Treatment or Admin Form

This helps you quickly confirm what was done and when — no need to open separate records.

 

 

Step 4: View Administration & Schedule Table

Below the graph is a detailed list of all scheduled and administered vaccines for the client. This section is fully sortable and supports infinite scroll for large records.

 

Step 5: View Change Log

In this section, you’ll see a list view of all vaccines that have been either scheduled or administered, including the vaccine name and the date it was scheduled or given.

With the Vaccine Dashboard, you’ll have a clear, organized view of each client’s vaccination history, helping your team deliver safer, more accurate care every time.

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How to Schedule a Vaccine for a Client

Whether you're following country-specific protocols or adding custom vaccinations, the vaccine scheduler makes it easy to select diseases, pick vaccine schedules, and log upcoming doses with accuracy.

Step 1: Access Client Card

Start by logging into your Pabau account using your login credentials. Then, navigate to the search bar located at the top of the screen and type in your client's name. Their profile will appear on the search results, click to access their client card.

Step 2: Open the Vaccines Dashboard

From the client card, click the syringe icon located in the top right corner. This will open the Vaccines Dashboard, where you can view and manage the client’s full vaccination history.

Step 3: Schedule a Vaccine

From the Vaccine Dashboard, click the Schedule a Vaccine button. This will open a modal where you’ll begin the scheduling process.

Step 4: Select the Country

Use the search field to find and select the country related to the vaccine requirement. This will filter suggested diseases commonly associated with that country.

Step 5: Select Disease(s)

You’ll now see a list of diseases associated with the selected country. Click the checkbox next to one or more diseases to include them in the schedule.

Step 6: Add Vaccine Schedule(s)

A list of vaccine options will appear based on the selected disease(s). 

For each vaccine, you’ll see:

• Vaccine Name

• Diseases it protects against (e.g. Covid-19, Rabies)

• Contraindication Warning if the client’s age doesn’t meet the vaccine’s allowed range

• Dose and Route (e.g. 0.5ml, Intramuscular)

• Schedule List (based on days from today)

You can click Add to include a vaccine schedule. You can add multiple vaccines at once if needed.

Step 7: Adjust Dates

After selecting schedules, you’ll be able to:

• View automatically calculated dates

• Add more custom dates by clicking the + icon (select from calendar)

• Remove specific dates or entire schedules if needed

Step 8: Save the Schedule

Click the Schedule Vaccine button in the top right corner of the screen to confirm the selected vaccine schedules.

You’ll see a confirmation message, and the Vaccine Dashboard will automatically update to reflect the newly scheduled doses.

By following these steps, you can successfully schedule a Vaccine for a client in Pabau.

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How to Administer a Vaccine for a Client

Step 1: Access Client Card

Start by logging into your Pabau account using your login credentials. Then, navigate to the search bar located at the top of the screen and type in your client's name. Their profile will appear on the search results, click to access their client card.

Step 2: Open the Vaccines Dashboard

From the client card, click the syringe icon located in the top right corner. This will open the Vaccines Dashboard, where you can view and manage the client’s full vaccination history.

Step 3: Administer Vaccine

You can access the Administer a Vaccine option in two places:

• From the Vaccine Dashboard on the client card

• From the pop-up confirmation shown after scheduling a vaccine

 

Step 4: Select a Vaccine

At the top of the page, you’ll see all partially administered vaccines (vaccines with at least one upcoming or pending dose).
Only 5 will show initially — scroll to load more if needed.

For each scheduled vaccine, you’ll see:

• Vaccine Name

• Dose status (e.g. 1/3 = 1 of 3 doses administered)

You can also click Add another vaccine to manually select and administer an unscheduled vaccine.

Step 3: Input Vaccine Details

Once a vaccine is selected, you’ll need to complete these fields:

• ✅ Batch Number (required)
  Type in or select from previously used batch numbers.
• 📅 Expiration Date (required)
  Choose from today or a future date only — past dates are not selectable.
• 📍 Site Given
  Select where the vaccine was administered. Options include: Left deltoid, Right deltoid, Left antero-lateral thigh, Right antero-lateral thigh, you can also type in a custom site manually.

   

Once all fields are filled in, Pabau will display the relevant vaccine details (including dosage and route) on the right-hand panel for quick review.

Step 4: Complete Administration

After entering all necessary data:

1. Click Save at the top right corner to finalize the vaccine administration.

2. A confirmation pop-up will appear showing the success message.

Once a vaccine is administered, it will automatically appear in the Vaccine Administration Table on the dashboard.

By following these steps, you can successfully administer a Vaccine to a client in Pabau. 

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