STG Registry, Data

Management, M&E

Department of Health, Philippines Disclaimer: These plans and its details may change
with new developments and scientific evidence.
Pre-Planning Activities Disclaimer: These plans and its details may change
with new developments and scientific evidence.

MICROPLANNING

MASTERLISTING MAPPING TO
TRAINING AND
OVERALL PLAN VACCINATORS AND
SIMULATIONS
VACCINATION SITES

Listing and SDN-level planning to

Engagement
ensure appropriate
determining eligible vaccine implementation
Mapping
Training Training
population groups Tabletop exercises
to guide Gaps
Matching eligible Simulations
Timelines
operational Resources
population to vaccinations
teams and sites
planning Demand generation
Target Timelines for Masterlisting Disclaimer: These plans and its details may change
with new developments and scientific evidence.

Group Masterlisting Phases by Priority Sectors Target

Phase 1: Workers in Frontline Health Services (Pilot)

All Workers in Frontline Health Services - Jan 11-22, 2021

A Initial list of vaccinators and Vaccination Sites* - January 23-29, 2021
(*after cascade and guidelines for national vaccination program) January 2021

LGUs are encouraged to initiate profiling health status of citizens through

EMR esp for comorbidities, consistent with Universal Health Care actions

Phase 2: All Senior Citizens (Indicate if indigent)

Phase 3: Indigent Population
To be started
Phase 4: Military and Uniformed Personnels (MUPs) by LGUs now
and finalized
B Phase 5: Other Frontline Workers and Special Populations Q2-Q3 of 2021
C Phase 6: Remaining Population *Prioritize those with comorbidities
Phase 1: Masterlisting Workers in Health Services
Profiling Consolidation Endorsement

(A) COVID19 Electronic

Immunization Registry

✓ Unique
identifier for
eligible
(B) Hospital/ LGU Information population
System linked to CIER through API
✓ Vaccination
By Service Delivery
Network program
(province/HUC/ICC) planning and
(C) Datasets in prescribed format for administration
bulk uploading
Health and non-health
workers in frontline
health services

Disclaimer: These plans and its details may change

Department of Health, Philippines with new developments and scientific evidence.
Consolidation Process of Full Dataset
(A) COVID19 Electronic (B) Datasets in prescribed C) Health Facilities/LGU
Immunization Registry format for uploading Information System linked
to CEIR through API

Health facilities can upload their

Directly encode to the COVID-19 Allows health facilities with existing
masterlists to the information system
Electronic Immunization Registry vaccine information systems to
using the prescribed format (CSV)
seamlessly integrate with the CEIR

Disclaimer: These plans and its details may change

Department of Health, Philippines with new developments and scientific evidence.
Summary of Datasets for Profiling

Profile of recipients
● Category
● Unique identification (Category ID, PhilHealth ID) Unique identifier and
for allocation
● Personal information (name, contact number, sex, birthdate)
● Employment (employer, LGU, profession)

Special considerations for vaccinations

● Allergy Special populations
with possible process
● Immunodeficiency state implications during
microplanning
● Exclusions during trials: pregnancy, comorbidities, COVID

Ethical considerations Projection of possible

● Consent non-attendance and
backup planning
● Privacy
Minimum Data Standards for Phase 1 Masterlisting
(Note: may change after phase 1; consistent with EMR data standards;)

Data Set Definition Type Format

Category Category of the Target Eligible Population String Dropdown
01 – Health Care Worker
02 – Senior Citizen
03 – Indigent
04 – Uniformed Personnel Disclaimer: These plans and its details may change
05 – Essential Worker with new developments and scientific evidence.
06 – Other

CategoryID ID number depending on the category type String Freetext

For 01 – PRC number
02 – OSCA number
03 – Facility ID number
04 – PWD ID
05 – Other ID
06 – Other ID
PhilHealthID PhilHealth ID Integer Freetext, 12 digits only
Lastname Surname/Last Name String Freetext
Firstname First Name/Given name String Freetext
Middlename Middle Name String Freetext
Suffix Suffix String Dropdown
Contact_no Contact Number (Mobile Number or Landline) Integer Freetext, 12 digits only
Minimum Data Standards for Phase 1 Masterlisting
(Note: may change after phase 1; consistent with EMR data standards; *Mandatory)

Data Set Definition Type Format

Full_address Unit/ Building/ House Number, Street Name, Purok, Zone String Freetext
Province Name of province String PSGC, Dropdown
MunCity Name of city or municipality String PSGC, Dropdown
Barangay Name of barangay String PSGC, Dropdown
Sex Sex String Dropdown
01 – Female
02 – Male
03 – Not to disclose
Birthdate Date of birth (mm/dd/yyyy) Date Date picker
Civil status Civil Status String Dropdown
01 – Single
02 – Married
03 – Widow/Widower
04 – Separated/Annulled
05 – Living with Partner
Employed Employment Status String Dropdown
01 – Government Employed
02 – Private Employed
03 – Self-employed Disclaimer: These plans and its details may change
with new developments and scientific evidence.
04 - Private practitioner
05 – Others
Direct_COVID Directly in interaction with COVID patient? 01-Yes, 02-No Boolean Dropdown
Minimum Data Standards for Phase 1 Masterlisting
(Note: may change after phase 1; consistent with EMR data standards; *Mandatory)

Data Set Definition Type Format

Profession 01 – Dental Hygienist String Dropdown
02 – Dental Technologist
03 – Dentist
04 – Medical Technologist
05 – Midwife Disclaimer: These plans and its details may change
06 – Nurse with new developments and scientific evidence.
07 – Nutritionist-Dietician
08 – Occupational Therapist
09 – Optometrist
10 – Pharmacist
11 – Physical Therapist
12 – Physician
13 – Radiologic Technologist
14 – Respiratory Therapist
15 – X-ray Technologist
16 – Barangay Health Worker
Employer_name Name of employer String Freetext
NHFR + Others
Employer_LGU Province/ HUC/ ICC of employer String PSGC, Dropdown
Employer_address Full address of employer String Freetext
Employer_contact_no. Contact number of employer Integer Freetext,12 digits only
Minimum Data Standards for Phase 1 Masterlisting
(Note: may change after phase 1; consistent with EMR data standards; *Mandatory)

Data Set Definition Type Format

Preg_status If female, pregnancy status Boolean Dropdown, conditional
01- Pregnant (if female only)
02- Not Pregnant
W_allergy With Allergy Boolean Dropdown
01 – Yes
02 – None
Allergy Name of Allergy String Freetext, conditional (if
01 – Drug with allergy only)
02 – Food
03 – Insect
04 – Latex
05 – Mold
06 – Pet
07 – Pollen
W_comorbidities With Comorbidities Boolean Dropdown
01 – Yes
02 – None

Disclaimer: These plans and its details may change

with new developments and scientific evidence.
Minimum Data Standards for Phase 1 Masterlisting
(Note: may change after phase 1; consistent with EMR data standards; *Mandatory)

Data Set Definition Type Format

Comorbidity Name of Comorbidity String Dropdown
01 – Hypertension
02 – Heart disease
03 – Kidney disease
04 – Diabetes mellitus
05 – Bronchial Asthma
06 – Immunodeficiency state*
07 – Cancer 08 – Others
covid_history Patient diagnosed with COVID-19 Boolean Dropdown
01 – Yes
02 – No
covid_date Date of first positive result / specimen collection (mm/yyyy) Date Date picker
covid_classification Classification of infection String Dropdown
01 – Asymptomatic
02 – Mild
03 – Moderate
04 – Severe
05 – Critical
Consent Provided electronic informed consent for vaccination? String Dropdown
01 – Yes
Disclaimer: These plans and its details may change
02 – No with new developments and scientific evidence.
03 – Unknown
CEIR presentations and forms

Site: http://ceir.doh.gov.ph/

Helpdesk: covid19ceir@doh.gov.ph
8651-7800 local 1936 for CEIR system
or local 2706 for masterlisting

Materials: http://bit.ly/CEIRdocuments
(templates available)
Phased Submissions of Masterlists
January 22, 2021
● Total number of Category A workers, especially workers in frontline health services

January 31, 2021

● Minimum demographic fields in Category A groups (name, birthdate,
profession/position unique identifier, address)

February 15, 2021

● Full health profile, especially of workers in frontline health services

*Completion of full masterlist including health profiling prior to vaccine administration

*For LGUs who will be using or developing their own health profiling information systems,
recommend ensuring compliance to HL7-FHIR EMR standards
Recommended LGU Endorsement Process
Step 1 Step 2
LGU to visit the CEIR Issuance of City
website and register Ordinance targeting
Health facilities. Issuance
must include the
following details:
a. Prescribed CEIR
format
b. Email address for
submission of
formats
c. Deadline of
submission
Department of Health, Philippines
Step 3 Step 4 Step 5
Health facilities to LGU shall consolidate, CHD shall consolidate
encode/upload their verify and approve the and verify lists approved
masterlist to the CEIR or accomplished CEIR by the LGUs before
equivalent platform. forms by their health submitting to DOH
facilities.
Upon successful
verification and
completion of all health
facilities, LGU shall
attach their accomplished
“Attestation form” and
submit to CHD
Disclaimer: These plans and its details may change
with new developments and scientific evidence.
Masterlisting Vaccination Workforce

Data Set Definition Type Format

heathfacility_name Name of health facility String NHFR or freetext

healthfaiclity_LGU Province/ HUC/ ICC of employer String PSGC, Dropdown
Last name Surname/Last Name String Freetext
First name First Name/Given name String Freetext
Middle name Middle Name String Freetext
Suffix Suffix String Dropdown
Position Position or designation of the String Freetext
Team Team category String Dropdown
01 - Vaccination Team
02 - AEFI/ AESI Composite Team
Role Role in the vaccination team String Dropdown
01 - Screening and Assessment
02 - Health educator
03 - Vaccinator
04 - Documentor/ Recorder
05 - AEFI Monitoring
06 - Others

Initial list of vaccinators submitted to the CHD by January 31, 2021

LGU-led Masterlisting and Immunization Registry

Unique Identifier as Indicated in Masterlist

or or

Identifying LGU
target eligible verification QR code PRC ID PhilHealth
*available or
population and masterlist generated by system
Identification
uploading Number
(ID or MDR)

Disclaimer: These plans and its details may change

Department of Health, Philippines with new developments and scientific evidence.
 Vaccine Administration and Certification
Masterlisted Target First Dose
Eligible Population
Vaccination
Card for
Informed consent First Dose
and vaccination

Unique Identifier
Government
as Indicated in
ID
Masterlist Second Dose
*if applicable

Vaccination
Card
*to include patient
Informed consent and vaccine details
and vaccination

Disclaimer: These plans and its details may change

Department of Health, Philippines with new developments and scientific evidence.
Linkage of Case Data Across COVID19 Systems

System for COVID19

Case Management Monitoring System for
Vaccine Masterlist,
Systems for COVID19 Adverse Events
Registry, and
Response Following Immunization
Administration
COVIDKaya, COVID19 Data
Vaccine Information
Repository System, StaySafe, Vigiflow
Management System (VIMS)
Tanod Kira KontraCOVID

Disclaimer: These plans and its details may change

Department of Health, Philippines with new developments and scientific evidence.
Summary of Action Points for Hospitals and LGUs

1. Create CEIR account for encoding or bulk uploading masterlists, coordinate with KMITS if necessary

2. Start profiling all Category A, especially workers in frontline health facilities

3. Develop mechanisms for coordination with facilities within the LGU

4. Submit profiles through the following platforms

a. DOH’s CEIR
b. Information system linked to CEIR through API
c. Bulk upload feature in CEIR
d. Bulk upload using standard datasets with assistance from DOH-CHD and KMITS

5. LGU to formally endorse Category A especially healthcare worker lists to CHD

a. Jan 22 - aggregate number
b. Jan 31 - patient demographics
c. Feb 15 - full health profile and initial consent
Maraming Salamat