the
Health Services Local Operating Manual
1982
Enter Site Here
Act
under
Released
Information
Official
Review Date
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Table of Contents
HEALTH SERVICES ................................................................................................. 4
Roles at site and contact details ............................................................................ 4
Schedule for clinic’s at the Health Centre ............................................................. 5
Rostered shifts at the Health Centre ...................................................................... 6
On-Call procedures ................................................................................................. 7
Doctors clinics ........................................................................................................ 8
Registered Nurse Clinics ........................................................................................ 9
Forensic Nurse Clinics.......................................................................................... 10
Forensic Psychiatrist clinic .................................................................................. 11
After hours staff and services .............................................................................. 12
Emergency plan for Health Centre ....................................................................... 13
PRISONER MANAGEMENT ................................................................................... 14
Appointments for external visits .......................................................................... 14
At Risk .................................................................................................................... 15
Assessment ......................................................................................................... 15
the
Entry to At Risk Unit ............................................................................................ 16
Placement management ...................................................................................... 17
1982
Exit process ......................................................................................................... 18
Complaints process with IOMS ............................................................................ 19
Death in Custody ................................................................................................... 20
Act
Emergency Response ........................................................................................... 21
under
Non-voluntary segrgation ..................................................................................... 22
Receiving Office Registered Nurse role .............................................................. 23
Referrals ................................................................................................................ 24
Release / Discharge .............................................................................................. 25
Notification .......................................................................................................... 26
Medications ......................................................................................................... 27
Health information ............................................................................................... 28
Response time to requests ................................................................................... 29
Section 45 Mental Health ...................................................................................... 30
Released
Transfers of Prisoners .......................................................................................... 31
Information
Courts ................................................................................................................. 32
Other Prisons ...................................................................................................... 33
Voluntary refusal of food ...................................................................................... 34
Voluntary Segregation .......................................................................................... 35
IOMS ....................................................................................................................... 36
Official
Alert ........................................................................................................................ 36
Placing ................................................................................................................ 37
Removing ............................................................................................................ 38
Incidents ................................................................................................................ 39
Copying Muster photos ........................................................................................ 40
Searching / Find .................................................................................................... 41
Transferability Rating ........................................................................................... 42
HEALTH CENTRE .................................................................................................. 43
Faulty equipment................................................................................................... 43
Hazard waste ......................................................................................................... 44
Page 2 of 60
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Laboratory ............................................................................................................. 45
Requests ............................................................................................................. 46
Follow up process ............................................................................................... 47
Results process ................................................................................................... 48
Medication ............................................................................................................. 49
Ordering .............................................................................................................. 50
Receiving from Pharmacy ................................................................................... 51
Returning to Pharmacy ........................................................................................ 52
Special Hospital scripts ....................................................................................... 53
Needle stick injury ................................................................................................. 54
Screening and recalls ........................................................................................... 55
Management of patient test results and medical reports ................................... 56
Repeat prescribing ................................................................................................ 57
Tracking of medical records ................................................................................. 58
Cold Chain Policy .................................................................................................. 59
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1.
Health Services
1.1
Roles at site and contact details
TITLE
Rolls on Site
DESCRIPTION
This describes what health roles are available at
this site
NUMBER 1.1
REVIEW DATE
Health Centre
Add name
Manager
Contact details daytime and after hours
Medical Officers
Name
Contact details
the
Registered Nurses
Administration
1982
Support Officers
Dentist
Forensic Services
Act
Physiotherapist
under
Add any other like
podiatrist etc
Visiting specialist
staff e.g. diabetic
nurse from DHB
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1.2
Schedule for clinic’s at the Health Centre
TITLE
Schedule for clinic’s at ** Health Centre
DESCRIPTION
This informs of the current clinic’s that are held at
this Health Centre
NUMBER 1.2
REVIEW DATE
Medical Officers
Days
Hours
Where on site & ext number of clinic room
Nurses
Days
Hours
Where on site & ext number of clinic room
Dentist
Forensic Physiatrist
the
Forensic Nurse/s
1982
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1.3
Rostered shifts at the Health Centre
TITLE
Rosters and requirements
DESCRIPTION
Current rostered shifts for this Health Centre
NUMBER 1.3
REVIEW DATE
Add in shift roster templates.
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under Act
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Page 6 of 60
1.4
On-Call procedures
TITLE
On-call Procedures
DESCRIPTION
How the site staff know and contact the “on-call ‘
nurse after hours at the site.
NUMBER 1.4
REVIEW DATE
Finding the on call
Nurse
How to ring / contact
the On-call Nurse
How Custody staff
know who is on-call
How to inform the
HCM when a nurse
has been called back
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1982
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1.5
Doctors clinics
TITLE
Doctors Clinic
DESCRIPTION
How to run a doctors clinic and what follow up
activities roles and responsibilities are required.
NUMBER 1.5
REVIEW DATE
Preparation
By whom
How to book into / what appointment book is
used
How the clinic run’s
Days
Hours
Where on site & ext number of clinic room
Pitfalls to watch for
the
Follow up tasks
Invoice type
1982
under Act
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1.6
Registered Nurse Clinics
TITLE
Registered Nurses clinic’s
DESCRIPTION
This informs of the current clinic’s that are held at
this Health Centre
NUMBER 1.6
REVIEW DATE
How to book into the
RN clinic
Days held and where
Nurses clinic held
Any movements
required
Security issues
Invoice type
the
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1.7
Forensic Nurse Clinics
TITLE
Forensic Nurses Clinic
DESCRIPTION
How a Forensic Nurse clinic is managed at this
Health Centre
NUMBER 1.7
REVIEW DATE
How to book into
Days held and where
Forensic Nurses clinic
held
Any movements
required
Security issues
Process for clinical
handover and
the
documentation
1982
Invoice required
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under
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1.8
Forensic Psychiatrist clinic
TITLE
Forensic Psychiatrist clinic
DESCRIPTION
How a Forensic Nurse clinic is managed at this
Health Centre
NUMBER 1.8
REVIEW DATE
How to book into
Days held and where
Forensic Psychiatrist
clinic held
Any movements
required
Security issues
Process for clinical
the
handover and
1982
documentation
Invoice type and by
Act
whom
under
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1.9
After hours staff and services
TITLE
After hours staff and services
DESCRIPTION
How to contact staff or services after hours.
NUMBER 1.9
REVIEW DATE
MO
HCM
Forensic Services
Methadone Provider
Pharmacy
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1.10 Emergency plan for Health Centre
TITLE
Emergency plan for Health Centre
DESCRIPTION
NUMBER 1.10
REVIEW DATE
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Page 13 of 60
2
Prisoner Management
2.1
Appointments for external visits
TITLE
Appointments for External visits
DESCRIPTION
Include how to refer, notify and book external
appointments for patients
NUMBER 2.1
REVIEW DATE
the
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2.2
At Risk
1.
Assessment
TITLE
At Risk - Assessment
DESCRIPTION
NUMBER 2.2.1
REVIEW DATE
the
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2.
Entry to At Risk Unit
TITLE
At Risk - Entry to At Risk Unit
DESCRIPTION
NUMBER 2.2.2
REVIEW DATE
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3.
Placement management
TITLE
At Risk – Placement management
DESCRIPTION
NUMBER 2.2.3
REVIEW DATE
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Page 17 of 60
4.
Exit process
TITLE
At Risk – Exit process
DESCRIPTION
NUMBER 2.2.4
REVIEW DATE
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Page 18 of 60
2.3
Complaints process with IOMS
TITLE
Complaints process with IOMS
DESCRIPTION
NUMBER 2.2.2
REVIEW DATE
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2.4
Death in Custody
TITLE
Death in Custody
DESCRIPTION
NUMBER 2.4
REVIEW DATE
Refer to PSOM IR.03
DIC flow chart
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2.5
Emergency Response
TITLE
Emergency Response
DESCRIPTION
NUMBER 2.5
REVIEW DATE
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Page 21 of 60
2.6
Non-voluntary segregation
TITLE
Non-voluntary segregation
DESCRIPTION
NUMBER 2.6
REVIEW DATE
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2.7
Receiving Office Registered Nurse role
TITLE
Receiving Office Registered Nurse role
DESCRIPTION
NUMBER 2.7
REVIEW DATE
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Page 23 of 60
2.8
Referrals
TITLE
Referrals
DESCRIPTION
NUMBER 2.8
REVIEW DATE
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Page 24 of 60
2.9
Release / Discharge
TITLE
Release / Discharge
DESCRIPTION
NUMBER 2.9
REVIEW DATE
the 1982
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2.10 Notification
TITLE
Release/Discharge - Notification
DESCRIPTION
NUMBER 2.9.1
REVIEW DATE
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2.11 Medications
TITLE
Release/Discharge - Medications
DESCRIPTION
NUMBER 2.9.2
REVIEW DATE
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Information
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Page 27 of 60
2.12 Health information
TITLE
Release/Discharge – Health Information
DESCRIPTION
NUMBER 2.9.3
REVIEW DATE
the 1982
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2.13 Response time to requests
TITLE
Response time to requests
DESCRIPTION
NUMBER 2.10
REVIEW DATE
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Page 29 of 60
2.14 Section 45 Mental Health
TITLE
Section 45 Mental Health
DESCRIPTION
How to complete a section 45 on this site.
NUMBER 2.10
REVIEW DATE
Who to contact
What documentation
is required
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Page 30 of 60
2.15 Transfers of Prisoners
TITLE
Transfers of Prisoners
DESCRIPTION
NUMBER 2.12
REVIEW DATE
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Page 31 of 60
2.16 Courts
TITLE
Transfers of Prisoners - Courts
DESCRIPTION
NUMBER 2.12.1
REVIEW DATE
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Information
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Page 32 of 60
2.17 Other Prisons
TITLE
Transfers of Prisoners –Other Prisons
DESCRIPTION
NUMBER 2.12.2
REVIEW DATE
Refer to Healthcare
Pathway Policy
section 12
the
1982
under Act
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Information
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Page 33 of 60
2.18 Voluntary refusal of food
TITLE
Voluntary refusal of food
DESCRIPTION
NUMBER 2.13
REVIEW DATE
Refer to PSOM IR.04
the 1982
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Page 34 of 60
2.19 Voluntary Segregation
TITLE
Voluntary Segregation
DESCRIPTION
NUMBER 2.14
REVIEW DATE
the 1982
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Information
Official
Page 35 of 60
3
IOMS
3.1
Alerts
TITLE
Alerts – health alerts in IOMS
DESCRIPTION
The procedure for monitoring Health alerts.
NUMBER 3.1
REVIEW DATE
the
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1.
Placing
TITLE
Alerts - Placing
DESCRIPTION
How to place a health alert in IOMS.
NUMBER 3.1.1
REVIEW DATE
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Page 37 of 60
2.
Removing
TITLE
Alerts - Removing
DESCRIPTION
How to remove health alerts in IOMS.
NUMBER 3.1.2
REVIEW DATE
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Page 38 of 60
3.2
Incidents
TITLE
Incidents – in IOMS
DESCRIPTION
When and how to report incidents in IOMS
NUMBER 3.2
REVIEW DATE
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Information
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Page 39 of 60
3.3
Copying Muster photos
TITLE
Copying Muster photos
DESCRIPTION
NUMBER 3.3
REVIEW DATE
1.
Open Photo Muster Board then minimize
2.
Open IOMS
3.
Find Prisoner
double click
4.
Double click the photograph in IOMS. The
photo displays in the middle of the screen.
5.
Left click on new photo
6.
Select the
Alt (hold down)+ Print
Screen/SysRq (top right of keyboard) keys
on the keyboard.
7.
Click into Muster board
8.
Right click the mouse to display the menu,
the
Select
Paste.
1982
9.
The photo displays and can be cropped by
right clicking on the photo which brings up
the picture pane.
Act
10.
Using the
crop button, crop the photo to
under
what is needed then click the crop button
again to deactivate it. Close Picture panel
11.
Click on photo, move and resize as normal.
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Page 40 of 60
3.4
Searching / Find
TITLE
Searching / Find
DESCRIPTION
NUMBER 3.4
REVIEW DATE
the 1982
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Information
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Page 41 of 60
3.5
Transferability Rating
TITLE
Transferability Rating
DESCRIPTION
NUMBER 3.5
REVIEW DATE
the 1982
under Act
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Information
Official
Page 42 of 60
4
Health Centre
4.1
Faulty equipment
TITLE
Faulty equipment
DESCRIPTION
NUMBER 4.1
REVIEW DATE
the
1982
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Page 43 of 60
4.2
Hazard waste
TITLE
Hazard waste
DESCRIPTION
NUMBER 4.2
REVIEW DATE
the 1982
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Information
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Page 44 of 60
4.3
Laboratory
TITLE
Laboratory
DESCRIPTION
NUMBER 4.3
REVIEW DATE
the 1982
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Information
Official
Page 45 of 60
4.3.1 Requests
TITLE
Laboratory - Requests
DESCRIPTION
NUMBER 4.3.1
REVIEW DATE
the 1982
under Act
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Information
Official
Page 46 of 60
4.3.2 Follow up process
TITLE
Laboratory – Follow up process
DESCRIPTION
NUMBER 4.3.2
REVIEW DATE
the 1982
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Information
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Page 47 of 60
4.3.3 Results process
TITLE
Laboratory – Results process
DESCRIPTION
NUMBER 4.3.3
REVIEW DATE
the 1982
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Information
Official
Page 48 of 60
4.4
Medication
TITLE
Medication
DESCRIPTION
NUMBER 4.4
REVIEW DATE
the 1982
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Information
Official
Page 49 of 60
4.4.1 Ordering
TITLE
Medication - Ordering
DESCRIPTION
NUMBER 4.4.1
REVIEW DATE
the 1982
under Act
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Information
Official
Page 50 of 60
4.4.2 Receiving from Pharmacy
TITLE
Medication – Receiving from Pharmacy
DESCRIPTION
NUMBER 4.4.2
REVIEW DATE
the 1982
under Act
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Information
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Page 51 of 60
4.4.3 Returning to Pharmacy
TITLE
Medication – Returning to Pharmacy
DESCRIPTION
NUMBER 4.4.3
REVIEW DATE
the 1982
under Act
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Information
Official
Page 52 of 60
4.4.4 Special Hospital scripts
TITLE
Medication – Special Hospital scripts
DESCRIPTION
NUMBER 4.4.4
REVIEW DATE
the 1982
under Act
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Information
Official
Page 53 of 60
4.5
Needle stick injury
TITLE
Needle stick injury
DESCRIPTION
NUMBER 4.5
REVIEW DATE
the
1982
under Act
Released
Information
Official
Page 54 of 60
4.6
Screening and recalls
TITLE
Screening and Recalls
DESCRIPTION
Local procedure
NUMBER 4.6
REVIEW DATE
Screening
Demonstrate the system to identify prisoners
eligible for screening and recall
Recalls
Demonstrate local procedure for daily recall lists
and who is responsible for this
the
1982
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Page 55 of 60
4.7 Management of patient test results and medical reports
TITLE
Management of patient test results and medical
reports
DESCRIPTION
Local procedure
NUMBER 4.7
REVIEW DATE
PERSON
All nurses, medical officers
RESPONSIBLE
HCM
OBJECTIVES
To manage all patient test results to ensure they
are followed up accordingly
When laboratory,
radiology or other tests
are requested by a
doctor or nurse
Electronic results
Paper results
Providing of results
If a patient requests their test results, the
the
Registered Nurse or Medical Officer should confirm
1982
their identity by asking for name, DOB , and any
other identifying information as required.
Sensitive results should be discussed with the
Act
patient in the Health Centre.
under
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Official
Page 56 of 60
4.8
Repeat prescribing
TITLE
Repeat prescribing
DESCRIPTION
Local procedure
NUMBER 4.8
REVIEW DATE
August 2012
PERSON
Pharmacy of contract
RESPONSIBLE
HCM
OBJECTIVES
To ensure no disruption in direct treatment
the
1982
under Act
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Information
Official
Page 57 of 60
4.9 Tracking of medical records
TITLE
Tracking of medical records
DESCRIPTION
Local procedure
NUMBER 4.9
REVIEW DATE
PERSON
ASO
RESPONSIBLE
HCM
OBJECTIVES
To track and trace all medical records that have
been couriered to Health Providers, including
Prison Health Centres
National Policy Health
All records are to be securely covered and have
Information Policy
the words ‘Private & Confidential’ written on the
Section 13.1.4
package and secured during transport between
Transferring
prisons.
Where health files are required for external
health providers, it is faxed or only a copy is
sent. The original copy of health file remains on
the
site.
1982
When transferring health files between prisons
without the prisoner, prison transport is to be
utilised and if unavailable the health file is to be
Act
sent by courier.
under
When transferring health files with the prison,
custody staff responsible for the escort will
manage the health file as per Prison Services
Operating Manual (PSOM) C.03 Prisoner
General File Management.
An entry in the prisoner’s electronic clinical file is
to be made documenting where the hard copy
health file is being sent to, noting who has
Released
possession and, if returning, expected return
Information
date of health file.
Local Procedure
Official
Page 58 of 60
4.10 Cold Chain Policy
TITLE
Cold Chain Policy
DESCRIPTION
Cold Chain
NUMBER 4.10
REVIEW DATE
PERSON
RESPONSIBLE
OBJECTIVES
To ensure Cold Chain process is maintained
Definitions
Cold Chain The :Cold Chain” is a system of transporting and
storing of vaccine at +2° to +8° from the place of
manufacture to the point of vaccine administration.
Cold Chain Accreditation Cold Chain Accreditation is a process that allows
primary care practices to demonstrate their
management of vaccine stocks in the Cold Chain,
as required by the existing Cold Chain standards.
the
This process aims to minimise the levels of 1982
wastage and ensures the provision of effective
vaccines for the National Immunisation Schedule of
vaccines
Act
Vaccine
under
A vaccine is a biological preparation that improves
immunity to a particular disease. A vaccine
typically contains an agent that resembles a
disease causing micro-organism, and is often made
from weakened or killed forms of the microbe or its
toxins. The agent stimulates the body’s immune
system to recognize the agent as foreign, destroy it
and remember it so that the immune system can
Released
more easily recognize and destroy any of the
Information
micro-organisms that it later encounters.
Objective
To ensure the maintenance of the Cold Chain
process for the transfer and storage of vaccine held
and to follow the appropriate action if the process is
not maintained.
Aims
To maintain the efficacy of all vaccines held at
Official the Health Centre by maintaining storage in
optimal conditions.
To ensure that the Cold Chain process is
monitored and recorded and is the responsibility
of the inner wings morning nurse.
To ensure that the staff are aware of the action
to be taken should the process not be
maintained.
Recording
Temperature
Temperature
Page 59 of 60
Organisation of fridge
Fridge Maintenance
Chilly Bin and
Transporting vaccine
Vaccine Fridge
Troubleshooting
the 1982
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Page 60 of 60