Monitoring and Evaluation

Document and records

 Leaning Objectives
At the end of this session, you will be able to:
• Tell the difference between a document and a record
• Explain the rationale for maintaining documents and records
• Follow the procedures as prescribed in SOPs
• Describe how to properly keep and maintain documents and records
 Content Overview
• What are documents and records?
• Documents
• Why are they important?
• Why is it important to follow SOPs?
• What is the proper way to keep and maintain documents?
• Records
• Why are they important?
• What is the proper way to keep and maintain records?
 What Are Documents and Records?
Documents
• WRITTEN policies, process descriptions,
procedures, and blank forms
• Used to communicate information
 What Are Records?
Records
• Information captured on
worksheets, forms, registers
and charts
Documents Are the Backbone of the Quality System

• Verbal instructions often are:

• Not heard
• Misunderstood
• Quickly forgotten
• Ignored

Policies, standards, processes, and procedures must be

written down, and communicated to all concerned.
Standard Operating Procedures (SOPs) Are
Documents that…
• Describe how to perform various operations in a testing site
• Provide step-by-step instructions

• Assure:
• Consistency
• Accuracy
• Quality
What SOPs Should You Keep at a Testing outlet?
• Test procedures
• EQA
• Processing proficiency panels
• Assessments
• Reordering of supplies and kits
SOPs Must Be Followed
• Why is it important to follow SOPs?
• What are the consequences if you don’t?
Proper Record-Keeping Makes Quality Management Possible

Record-keeping allows to:

• Communicate accurately and effectively
• Minimize error
• Monitor quality system
• Assist management in:
• Developing policy & plans
• Monitoring and evaluating programs
What Records Should You Keep at a Testing
outlet?
• HIV request / client test result
• Lab / OPD register
• Client HIV referral forms
Records Should be Permanent, Secure, Traceable

• Permanent:
•
• Traceable:
Keep books bound
• Number pages • Sign and date every record
• Use permanent ink
• Control storage
• Secure:
• Maintain client result confidentiality
• Limit access
• Protect from environmental hazards
Tips for Good Record Keeping
• Understand the information to be collected
• Record the information every time
• Record all the information
• Record the information in the same way every time
Client HIV Referral Form
• Fill completely and accurately
• Write legibly
• Sign & date
OPD Registers Are Cumulative Records of HIV
Testing Operations

• Minimize deterioration
• Index to allow for easy retrieval
HF level … Data Recording & Reporting

HCT Positivity Yield Trend over the Months

2500 0.04

# of HCT and # of HCT Positive

2098 0.035
0.03 1852

Positivity Yeild
2000 1791
1608 0.03
1500 0.025
1009 0.02
1000 838 0.015
0.01 0.01
0.01 0.01 0.01
500 0.01 0.005
9 21 28 25 14 15
0 Meskerem Tikimit Hidar 2009 Tahissas Tir 2009 Yekatit
0
2009 2009 2009 2009
Number of HCT
Performance Month Number of HCT Positive
HCT Positivity Yield
16
 HCT Positivity Yield Trend over the Months
80000 5
# of HCT and # of HCT Positive

4.62 69508 4.5

70000

Positivity Yeild
59685 4
60000 56987 58821 57739
54473 3.5
50000 3
40000 2.5

30000 1.96 2
1.5
20000 1.33
1.11 1.04 1
0.82
10000 0.5
416 281 417 458 368 345
0 0
Meskerem 2009 Tikimit 2009 Hidar 2009 Tahissas 2009 Tir 2009 Yekatit 2009
Performance Month
Number of HCT

Number of HCT Positive

HCT Positivity Yield

 Linkage Trend over the months
# of New Positive and Newly Linked to Care

% New Positives linked to Care

16 140%
133%
14
14 13 120%
12
12 11 11 100%
10 9 85%
80%
8
64% 7 71% 7
64% 7
58% 60%
6 5
4 40%
4 3
2 20%

0 0%
Meskerem 2009 Tikimit 2009 Hidar 2009 Tahissas 2009 Tir 2009 Yekatit 2009

Performance months
Num of HCT Positive
Num of newly on Care(Pre ART)
% linked to Care
 New ART Initiation Trend over the month Against # Newly linked to Care
# HCT Positive, # of new Pre ART and # Newly Initiated on

800
698
700

600
499
500 479 453
386
400 387 378 377
ART

357
300 256 238
277
200

100

0
Meskerem 2009 Tikimit 2009 Hidar 2009 Tahissas 2009 Tir 2009 Yekatit 2009
Performance Months

Num of New HCT Positives

Num of newly on Care(Pre ART)

Num of newly Started on ART

 Key Messages
• Written policies and procedures are the backbone of the quality system
• Complete records make quality management possible
• Keeping records facilitates meeting program reporting requirements
Thank you!