Pediatric Practice Desk
Pediatric and family medicine practices caring for children
Well-child visits, shot schedules, vaccine stock and families in one pediatric workspace.
Use this templatePediatric Practice Desk
Start the day on the Dashboard: who is coming in, which shots are overdue, and what in the fridge is low or expiring. Every visit moves Scheduled to Completed on the Visits board; Mark completed stamps the day. Each dose lives in Immunizations until it is Given, with lot and registry boxes.
Start here: how this workspace runs
Dashboard
Running a well-child visit
Vaccine stock and catch-up calls
Visits
Every well-child check, sick visit and shot appointment, with screenings done and what is still owed.
| Visit | Status | Child | Visit type | Provider | Visit date | Completed on |
|---|---|---|---|---|---|---|
| 2-month well visit, first vaccine series | Completed | Ezra P. | Dr. Adaeze Morrow | Oct 9, 2026 | Oct 9, 2026 | |
| Ear pain and fever, two days | Completed | Sofia R. | Dr. Felix Lindgren | Oct 12, 2026 | Oct 12, 2026 | |
| 18-month well visit | Completed | Kaiden M. | Dr. Adaeze Morrow | Oct 14, 2026 | Oct 14, 2026 | |
| Fall sports physical, soccer | Completed | Lucia F. | Carmen Ibarra | Oct 15, 2026 | Oct 15, 2026 | |
| 12-year well visit, Tdap and HPV | Completed | Owen T. | Dr. Felix Lindgren | Oct 16, 2026 | Oct 16, 2026 | |
| ADHD medication check | Completed | Jalen W. | Dr. Adaeze Morrow | Oct 19, 2026 | Oct 19, 2026 | |
| Flu shot, catch-up dose | No-show | Amira H. | Carmen Ibarra | Oct 18, 2026 | — | |
| 4-year well visit, kindergarten forms | Confirmed | Noah B. | Dr. Adaeze Morrow | Oct 21, 2026 | — |
Children
Every child in the practice with guardian, coverage, next well visit and how many shots are still due.
| Child | Chart status | Age band | Parent or guardian | Guardian phone | Coverage | Next well visit due |
|---|---|---|---|---|---|---|
| Ezra P. | Danielle Pruett | (512) 555-0110 | Dec 9, 2026 | |||
| Sofia R. | Marco Rinaldi | (512) 555-0111 | Mar 21, 2027 | |||
| Kaiden M. | Tasha Monroe | (512) 555-0112 | Mar 21, 2027 | |||
| Lucia F. | Benedikt Fischer | (512) 555-0113 | Sep 21, 2027 | |||
| Owen T. | Keiko Takahashi | (512) 555-0114 | Oct 21, 2027 | |||
| Jalen W. | Andre Whitfield | (512) 555-0115 | Oct 11, 2026 | |||
| Amira H. | Leila Haddad | (512) 555-0116 | Dec 21, 2026 | |||
| Noah B. | Corinne Baptiste | (512) 555-0117 | Oct 21, 2026 |
Immunizations
Each vaccine dose a child is due, has been given, or is waiting on, with lot and registry reporting.
| Dose | Status | Child | Vaccine | Dose number | Lot used | Due by |
|---|---|---|---|---|---|---|
| DTaP dose 1 | Given | Ezra P. | 1 | DTaP, private | Oct 9, 2026 | |
| Rotavirus dose 1 | Given | Ezra P. | 1 | Rotavirus, private | Oct 9, 2026 | |
| Hepatitis A dose 2 | Given | Kaiden M. | 2 | Hepatitis A, VFC | Oct 14, 2026 | |
| Tdap adolescent dose | Given | Owen T. | 1 | Tdap, private | Oct 16, 2026 | |
| HPV dose 1 | Given | Owen T. | 1 | HPV, private | Oct 16, 2026 | |
| DTaP dose 4 | Overdue | Kaiden M. | 4 | — | Oct 1, 2026 | |
| MMR dose 1 catch-up | Scheduled | Amira H. | 1 | — | Oct 25, 2026 | |
| Varicella dose 1 catch-up | Scheduled | Amira H. | 1 | — | Oct 25, 2026 |
Vaccine stock
Every vaccine lot in the fridge and freezer, state-supplied or private, with expiry and par level.
| Vaccine lot | Status | Vaccine | Stock | Lot number | Expires | Doses on hand |
|---|---|---|---|---|---|---|
| DTaP, private | In date | DT4471A | Jul 21, 2027 | 28 | ||
| Rotavirus, private | Low | RV2093C | May 21, 2027 | 6 | ||
| Hepatitis A, VFC | In date | HA7710B | Sep 21, 2027 | 22 | ||
| Tdap, private | In date | TD5532K | Dec 21, 2027 | 18 | ||
| HPV, private | In date | HP0918M | Aug 21, 2027 | 15 | ||
| MMR, VFC | Expires within 60 days | MM3381D | Dec 5, 2026 | 9 | ||
| Influenza, private | In date | FL2526Q | Apr 21, 2027 | 64 | ||
| Varicella, VFC (returned) | Expired, return | VA1147R | Oct 15, 2026 | 3 |
This workspace keeps every child on the well-visit and vaccine schedule, and keeps the vaccine fridge honest. It is built around how a pediatric office actually works: visits, the child's chart, each dose, and each lot.
The four tables
Visits: well-child checks, sick visits, shot-only appointments and sports physicals. Status runs Scheduled, Confirmed, Checked in, Completed. Check in and Mark completed are buttons on each row; Mark completed stamps the day. Screenings done records which age-based screens were given.
Children: one row per child, first name and last initial only, with guardian, coverage and the next well visit due. Each child shows visits completed, visits booked, doses given and doses still due.
Immunizations: one row per dose. A dose is Due, Overdue, Scheduled, Deferred, Given or Declined. Mark given stamps the day; two boxes record the information sheet and the state registry report.
Vaccine stock: every lot, state-supplied or private, with lot number, expiry, doses on hand and a par level.
A normal day
7:45: the lead nurse reads the fridge temperature and checks the Fridge check list on the Dashboard.
Front desk opens Visits, This week view, and confirms tomorrow's families by text.
Before each well visit, the nurse opens the child and looks at Doses due or overdue. Every shot due is given today unless the parent declines; write the reason.
After each dose, choose the lot used. The lot's Doses given count is your audit trail.
At close, the nurse works the Doses to chase list and books catch-up visits.
Who owns what
Two rules that keep you out of trouble
State-supplied doses go only to eligible children. Keep them on their own shelf and their own lot rows.
A declined dose is recorded, never deleted. The parent's reason and the date matter at the next visit.
| Visit | Status | Child | Visit type | Provider | Visit date | Completed on |
|---|---|---|---|---|---|---|
| 2-month well visit, first vaccine series | Completed | Ezra P. | Dr. Adaeze Morrow | Oct 9, 2026 | Oct 9, 2026 | |
| Ear pain and fever, two days | Completed | Sofia R. | Dr. Felix Lindgren | Oct 12, 2026 | Oct 12, 2026 | |
| 18-month well visit | Completed | Kaiden M. | Dr. Adaeze Morrow | Oct 14, 2026 | Oct 14, 2026 |
| Visit | Status | Child | Visit type | Provider | Visit date | Completed on |
|---|---|---|---|---|---|---|
| 2-month well visit, first vaccine series | Completed | Ezra P. | Dr. Adaeze Morrow | Oct 9, 2026 | Oct 9, 2026 | |
| Ear pain and fever, two days | Completed | Sofia R. | Dr. Felix Lindgren | Oct 12, 2026 | Oct 12, 2026 | |
| 18-month well visit | Completed | Kaiden M. | Dr. Adaeze Morrow | Oct 14, 2026 | Oct 14, 2026 |
| Dose | Status | Child | Vaccine | Dose number | Lot used | Due by |
|---|---|---|---|---|---|---|
| DTaP dose 1 | Given | Ezra P. | 1 | DTaP, private | Oct 9, 2026 | |
| Rotavirus dose 1 | Given | Ezra P. | 1 | Rotavirus, private | Oct 9, 2026 | |
| Hepatitis A dose 2 | Given | Kaiden M. | 2 | Hepatitis A, VFC | Oct 14, 2026 |
| Child | Chart status | Age band | Parent or guardian | Guardian phone | Coverage | Next well visit due |
|---|---|---|---|---|---|---|
| Ezra P. | Danielle Pruett | (512) 555-0110 | Dec 9, 2026 | |||
| Sofia R. | Marco Rinaldi | (512) 555-0111 | Mar 21, 2027 | |||
| Kaiden M. | Tasha Monroe | (512) 555-0112 | Mar 21, 2027 |
| Vaccine lot | Status | Vaccine | Stock | Lot number | Expires | Doses on hand |
|---|---|---|---|---|---|---|
| DTaP, private | In date | DT4471A | Jul 21, 2027 | 28 | ||
| Rotavirus, private | Low | RV2093C | May 21, 2027 | 6 | ||
| Hepatitis A, VFC | In date | HA7710B | Sep 21, 2027 | 22 |
| Visit | Status | Child | Visit type | Provider | Visit date | Completed on |
|---|---|---|---|---|---|---|
| 2-month well visit, first vaccine series | Completed | Ezra P. | Dr. Adaeze Morrow | Oct 9, 2026 | Oct 9, 2026 | |
| Ear pain and fever, two days | Completed | Sofia R. | Dr. Felix Lindgren | Oct 12, 2026 | Oct 12, 2026 | |
| 18-month well visit | Completed | Kaiden M. | Dr. Adaeze Morrow | Oct 14, 2026 | Oct 14, 2026 |
Doses to chase
| Dose | Status | Child | Vaccine | Dose number | Lot used | Due by |
|---|---|---|---|---|---|---|
| DTaP dose 1 | Given | Ezra P. | 1 | DTaP, private | Oct 9, 2026 | |
| Rotavirus dose 1 | Given | Ezra P. | 1 | Rotavirus, private | Oct 9, 2026 | |
| Hepatitis A dose 2 | Given | Kaiden M. | 2 | Hepatitis A, VFC | Oct 14, 2026 |
Charts needing attention
| Child | Chart status | Age band | Parent or guardian | Guardian phone | Coverage | Next well visit due |
|---|---|---|---|---|---|---|
| Ezra P. | Danielle Pruett | (512) 555-0110 | Dec 9, 2026 | |||
| Sofia R. | Marco Rinaldi | (512) 555-0111 | Mar 21, 2027 | |||
| Kaiden M. | Tasha Monroe | (512) 555-0112 | Mar 21, 2027 |
Fridge check
| Vaccine lot | Status | Vaccine | Stock | Lot number | Expires | Doses on hand |
|---|---|---|---|---|---|---|
| DTaP, private | In date | DT4471A | Jul 21, 2027 | 28 | ||
| Rotavirus, private | Low | RV2093C | May 21, 2027 | 6 | ||
| Hepatitis A, VFC | In date | HA7710B | Sep 21, 2027 | 22 |
How to read the numbers
A well-child visit is a checklist that changes with age. This page is the order of work the team follows so nothing age-specific is missed and the family leaves with the next visit booked.
What each age needs (our house list)
Check your state's and the national schedule each year; this table is a starting point.
Order of work
Front desk confirms coverage and hands the age's screening form at check-in. Press Check in.
Nurse rooms the child, takes growth, and opens the child's row to see Doses due or overdue.
Provider reviews the screen, examines, and talks through shots with the parent.
Nurse gives the doses, chooses the lot used on each, and ticks Info sheet given.
Provider presses Mark completed and ticks the Screenings done.
Front desk books the next well visit before the family leaves and sets Next well visit due.
When a parent hesitates
"These are the shots due at this age. Which questions can I answer for you?"
Listen first. Most hesitation is about one specific worry, such as fever afterwards or too many shots in one day, and it is answered better by the provider than by a handout. If they choose to wait, mark the dose Deferred with a date to revisit, or Declined with their reason. Never leave it blank.
Close-out checklist
Every dose given today is reported to the state registry
Forms for school or sports signed and scanned
Next visit booked or a reminder set
Balance due checked against what the family paid at the desk
Vaccines are the most expensive thing in the building and the easiest to waste. This page covers the fridge routine, the separate state-supplied stock, and the weekly calls that bring behind children back.
Fridge routine
Read and write the minimum and maximum temperature at open and close. Fridge 2 to 8 C, freezer minus 50 to minus 15 C.
Out of range: do not use the doses. Mark the lots, call the state program or the maker, and wait for an answer before using them.
Oldest expiry at the front. Lots expiring within 60 days get that status so they are used first.
Two kinds of stock
Ordering
Every Monday the practice manager opens Vaccine stock and looks at Order check.
Private lots marked Order are reordered to twice the par level.
State-supplied lots are requested on the program's own form; enter the new lot on arrival.
Expired lots go to Expired, return and are sent back, never thrown away.
Catch-up calls (Thursday afternoon)
Open Immunizations and the Overdue view.
Call the guardian, offer a nurse-only shot visit (ten minutes, no exam).
Book it from the child's row with Book a visit, and move the dose to Scheduled.
After three tries over a month, send a letter and note it in the dose's page.
Worked example
Amira H. missed her flu shot and is behind on MMR. The nurse books a vaccine-only visit, uses state-supplied MMR because Amira is on CHIP, and gives the flu shot from private stock only because the state flu lot ran out, noting the swap for the monthly count.
What's inside
5 tables · 18 views · 1 form · 5 row actions · 1 agent5 pages
- Pediatric Practice Desk
- Start here: how this workspace runs
- Dashboard
- Running a well-child visit
- Vaccine stock and catch-up calls
4 tables
- Visits7 views · 14 sample rows
- Children2 views · 11 sample rows
- Immunizations7 views · 14 sample rows
- Vaccine stock2 views · 8 sample rows
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