RECORDING AND

REPORTING NTP MOP

CHAPTER 5
Outline
▪ Rationale
▪ Recordings and Reporting Policies
▪ Highlight of Programmatic Changes
▪ Shift of Notification from Treated to Diagnosed
▪ Revised Facility and Patient Codes
▪ Paperless Recording
▪ New NTP Forms
▪ Recording Forms
▪ Reporting Forms

http://bit.ly/mop6formsPDF
Password: mop6forms
http://www.ntp.doh.gov.ph/ntp_forms.php
Rationale
Overview

• Alignment with PhilSTEP 1 (and WHO and Donors

Indicators)
• Old indicators but needs updating
E.g. All Forms = DS + DR + deduplicated MN

• New indicators
E.g. Contact tracing, LPA testing
• Integration
• Merging and/or harmonization of recording forms
E.g. Hospital Referral Logbook dissolved to Presumptive TB
Masterlist

• Harmonization of formats & legends across all recording

forms
E.g. Sex, SURNAME, Daily Attendance Monitoring

• Harmonization with ITIS

E.g. Source of patient sub-type, reason of outcome
• User Feedback
• Compliance
• TB Law: Mandatory notification of all diagnosed cases
• Data Privacy Act of 2012
E.g. Privacy policies included in Form 4. Notification &
Treatment Card

• ISO Requirements
E.g. Time received
Legislations R.A. 9470
National Archives
Policies & Guidelines of the Philippines
On Records & Data Management Act of 2007
Legislations R.A. 10173
Data Privacy Act
Policies & Guidelines of 2012
On Records & Data Management
 DOH-DOST-PHIC-DICT
Legislations Joint Administrative Order
2016-0002
Policies & Guidelines Privacy Guidelines for the
On Records & Data Management Implementation of the
Philippine Health
Information Exchange
PIA 2018 Sample Results
Privacy Impact Assessment

RECOMMENDED SECURITY
VULNERABILITIES
MEASURES

Cabinets and other storage Storage of forms in locked

areas without locks cabinets located in secure areas

Installation of signage to
Computers installed in unsecure
identify areas restricted to
rooms
authorized personnel

Use of personal devices for

work; bringing home of work-
related documents Development of policies to
standardize protocols on the
proper processing of patient
Devices brought outside of the data; penalties on violators
office/center for fieldwork
purposes
Disclaimer
Policies on Recording & Reporting

If the facility has their own policy, the NTP staff must follow
the stricter guideline.

Data Life Cycle

Overview
General Policies &
Procedures
Policies in Recording & Reporting
1. Patient data shall be collected, analyzed, and utilized to
ensure provision of quality and adequate services.

2. NTP recording and reporting shall be implemented in all

health facilities providing TB services (screening, testing,
diagnosing, treatment, and/or prevention) whether public
or private.

General Procedures on Setting-up TB Recording & Reporting

System

a. Request inclusion of new health facilities with TB

services in the TB Facilities Database of ITIS through
KMITS with courtesy copy to the Regional ITIS
Administrator. All registered health facilities are
assigned a NTP facility code.
Policies in Recording & Reporting
General Procedures on Setting-up TB Recording &
Reporting System

NTP website: All NTP DOTS facilities

http://ntp.doh.gov.ph/facility_directory.php
ITIS directory: All mapped TB providers

b. Request inclusion of new health workers in TB Care

Providers Database of ITIS, through the Regional ITIS
Administrator.
• Among those included in the database, identify who will
be needing access to ITIS and request for User Account
through accomplishment of the KMITS Service Request
Forms (SRF).
• Authorized health workers include but not limited to
health facility head, nurse/s, designated encoders, NTP
coordinators at different levels, and notifying physicians.
c. Obtain recording forms from the CHD through the
PHO/CHO.
Policies in Recording & Reporting
General Procedures on Setting-up TB Recording &
Reporting System

3. Recording and reporting shall include all active

diagnosed TB cases, as per RA 10767 or TB Law,
and all latent TB cases, classified according to
internationally-accepted case definitions.

4. Healthcare workers shall be capacitated in

accomplishing NTP recording forms and reporting.
• through attendance in formal trainings or
coaching by a senior trained staff
Policies in Recording & Reporting
General Procedures on Recording

a. Use appropriate ink color for paper records.

• Use red ink for positive laboratory results (i.e.,
Xpert MTB/RIF, Smear Microscopy, and TBC
results), and resistance to drugs (i.e., LPA and DST
results).
• Use black ink for all other records not mentioned
above.
b. The physician or immediate supervisor is responsible in
ensuring accuracy and consistency of data recorded.
c. Ensure good recording practices. For corrections in
paper records, strike through wrong or outdated
information and correct or update data. Countersign
correction with initials of staff and date. For electronic
records, the audit trail reflects corrections made.
d. Update records daily.
e. Ensure newest form is used.
f. Do not leave any blanks. Indicate “N/A” if not applicable
to patient or patient is ineligible, “ND” for not done if
patient is eligible but activity was not done, “none” or “0”
if nothing, and “Unk” if unknown by health staff or
patient, accordingly.
g. The ITIS serves as the official TB register and records
may be encoded directly from Treatment card to ITIS.
Policies in Recording & Reporting
Standard Recording

SURNAME first in capital letters, followed by

Name Given Names and Name Extensions then Middle
Name (e.g., DELA CRUZ, Juan Jr. Santos)
Sex M or F
Standard Recording
Three letter initial of Treatment Supporter or
Healthcare Worker
X – Drugs not taken/Absent
I - Incomplete Regimen
H – Drug Holiday
DOT
HOLD – On Hold
Re-challenge – Drug re-challenge
Encircle date of regimen change including shift
to CP
Double slash for shift to CP

Contact Include area code and country code if outside the

No. country (e.g., 632-8230926)
Date MM/DD/YYYY
Policies in Recording & Reporting
Standard Recording: Xpert MTB/RIF

Notation Interpretation

T MTB detected, Rifampicin resistance not detected

RR MTB detected, Rifampicin resistance detected

TI MTB detected, Rifampicin resistance indeterminate

N MTB not detected

I Invalid/ No result/ Error

Standard Recording: TB LAMP

Reading Notation Interpretation

MTB detected, the sample fluoresce

Positive P
under the UV light.

MTB not detected, the sample did

Negative N
not fluoresce under the UV light.
Sample with incomplete
fluorescence as compared to the
positive control; this should be
Indeterminate I repeated using the same sample. If
the second test result is still the
same, release the result as
Indeterminate.
Policies in Recording & Reporting
Standard Recording: LPA

Field Result Notation

M. tb Detected MTb
M. Tuberculosis
M. tb Not Detected 0
Complex Result
Invalid I
Resistance Detected R
First Line LPA and Standard
Resistance NotRecording:
Detected LPAS
Second Line LPA Resistance Indeterminate I
Not Applicable N/A

5. Confidentiality of patient records shall be observed at all

time to protect the privacy of the patients as per RA 10173
or Data Privacy Act of 2012.

6. All NTP paper-based records shall be kept for 7 years

before properly being discarded. Electronic records,
meanwhile, shall be archived after 20 years of outcome.
Policies & Guidelines
On Records & Data Management

Collection of Patient Info

a. Upon screening and start of treatment, inform the patient

that sensitive personal information will be collected from
screening to treatment, even up to post treatment follow-
up, to be used only for the following purposes:

✔Case Management – proper diagnosis, treatment, and

adverse event management, and follow-up if lost
anytime during diagnosis and treatment

✔Program Management – surveillance of TB cases

nationwide, management of commodities and logistic
support

✔Provision of Psychosocial and Financial Support –

enablers and other assistance

Patient should be informed if information will be used for

other purpose not included in the above.
Policies & Guidelines
On Records & Data Management

Collection of Patient Info

A. For patients less than 18 years old, mentally

incapacitated, or those who cannot make their own
decision, discuss it with any of the following:
✔Immediate relatives within the 3rd degree of
consanguinity based on hierarchy: provided that in case
of minors, either parent may provide information, unless
not married, in which case, preference shall be given to
the mother;

✔Cohabitant partner for a minimum of one (1) year or

actual and identified guardian of the patient; or
✔Social worker

B. Assure the patient that collected information will be

treated with confidentiality and shared only with
authorized personnel such as but not limited to other
health workers involved in patient’s TB care (e.g., medical
technologists and BHWs). Mention to the patient policies
of the facility to ensure that information is secure such as,
but not limited to:
✔Records will be kept in a secure area only accessible by
authorized personnel.
✔Patient names in some records will be coded using TB/
TPT Case Number to conceal identity.
Policies & Guidelines
On Records & Data Management

Collection of Patient Info

C. Inform the patient on his/her rights on data privacy as per

RA 10173 or Data Privacy Act of 2012. These rights are
also listed in health educational materials.

informed •health education

access •direct access

object, erasure/ blocking,

damages, rectify
•notify healthworker

file a complaint •report to NTP MO

data portability •verbal release, duplication, medical abstract

Policies & Guidelines
On Records & Data Management

Storage of Patient Records

a. Store paper-based patient records and office-issued

devices storing patient data in a safe, lockable place,
protected from external and internal deterioration.
Preferable storage are elevated or hanging cabinets
with lock. Keep them in a secure space away from
unauthorized personnel, and risk of fire or water.

b. Ensure proper filing of all forms whether chronological

or alphabetical, as appropriate.

c. Avoid bringing patient records and office-issued

devices with stored patient information outside the
official work premises. If unavoidable, document in a
logbook.
Policies & Guidelines
On Records & Data Management

Storage of Patient Records

i. In case the records are needed to be transferred,

document in a logbook. Continuously monitor the
delivery status until received by the appropriate
office/person.
ii. When sending patient records, place it in a sealed
wrapping (e.g, envelope or opaque paper covering).
iii. Transferring of patient records is discouraged outside
official working hours.

d. Copying of records in any forms, other than those

mentioned in this MOP, is only allowed if approved by
head of facility/ supervisor and with valid
reason/purpose e.g. back-up record and
decentralization.
Policies & Guidelines
On Records & Data Management

Storage of Patient Records

e. Use of personal devices in handling work health data

and information is discouraged. If unavoidable, log
authorized health worker who use their own device for
work.

f. In the event of lost patient record including devices

storing patient information, submit an incident report to
the supervisor, who in turn will escalate the report to
proper channels. Exhaust all efforts to find the missing
record or device. Implement preventive and corrective
measure to avoid any similar incident in the future.
Policies & Guidelines
On Records & Data Management

Storage of Patient Records

g. ITIS serves as the backup tool for data and record

recovery in case of catastrophic event such as fire, flood,
or other natural disasters happens.

h. Report to the facility head in writing any unlawful violation

on patient’s privacy within 24 hours upon discovery.
Provide NTP Management Office ([email protected]) a
courtesy copy of this written report.
Policies & Guidelines
On Records & Data Management

Archiving of Patient Records

Archiving is the process of transferring data or records in a

less frequently used storage area in order to still keep the
record in case of future need.

Availability of storage space?

a. If storage space is available at the facility, archive all

paper-based records that are dormant or inactive for
five (5) years in a separate storage space with lock. If
storage space is unavailable, place the records in the
municipal/city archives.

b. Records for archiving can also be scanned and stored

electronically to save space. Make the storage device
password-protected.

c. Archive electronic records in ITIS 20 years after the end

of the most recent TB treatment episode.
Policies in Recording & Reporting
Disposal of Patient Records

a. After 2 years in archive, discard records.

b. Shredding is considered as the best method of disposing

confidential documents.

c. When disposing patient records, documents records being

disposed in a logbook.
Policies in Recording & Reporting
General Procedures on Reporting

7. The Integrated TB Information System (ITIS) shall be

the official electronic TB information system.

General Procedures on ITIS

a. Health care providers are capacitated in utilization of

ITIS through attendance in formal trainings or coaching
by a senior trained staff.

b. Assign at least one health staff as the ITIS Encoder.

Assign the head of the facility or the physician as ITIS
Validator to ensure the accuracy and consistency of
records and encoded data. Delegate task to another
health staff if head or physician is not available to be
the validator.

c. Request for an ITIS User Account for all ITIS Users

through accomplishment of the KMITS Service Request
Form and submission to the ITIS Regional
Administrator.
Policies in Recording & Reporting
General Procedures on ITIS

d. Use the KMITS Service Request Form for other User

Account Updates such as but not limited to the following:
▪ Change of ITIS version (online to/from offline)
▪ Change of access level
▪ Update of assignment or contact information
▪ Account deactivation in the event of resignation, re-
assignment, or retirement
▪ Personnel who are already resigned, not in the facility, or have
been transferred to other program but have an ITIS account
MUST be requested for account deactivation directly to
KMITS.
▪ Password reset
▪ If the log-in details for the account has been forgotten, there is
no need to request for a new account. Send SRF to KMITS
stating the request for the log-in details.

e. Accomplish paper forms, as necessary, and/or directly

encode key information in ITIS. Key information include
information required to be reported.
▪ Use the ITIS to identify history and prior care of the patient and for
real time automated attendance checking during treatment.
▪ For health facilities implementing the ITIS Laboratory Module,
encode Laboratory Request Forms prior to sending of specimen
to the laboratory.
▪ Encode screening information, treatment cards, laboratory results
and update on patient at least once a week and encode daily
treatment and laboratory requests real time.
Policies in Recording & Reporting
General Procedures on ITIS

f. Validate cases and results in order to be counted in

respective reports. Validator must be different from the
encoder. Invalidated cases and results will be not be
counted in the report.
i. Designated ITIS Case Validator must validate the
encoded data to be counted as official case in the
report.
ii. Designated ITIS Laboratory Validator must validate
the to be automatically sent to the requesting facility.

g. Utilize ITIS and maximize its features. Use ITIS for

patient referrals, reporting adverse events, transmittal of
laboratory results, updating of health care worker and
facility contact information, updating of stock inventory,
and creation of graphical representations of
accomplishments.
Policies in Recording & Reporting
General Procedures on ITIS

h. Ensure ITIS security is maintained.

i. System will automatically log out once idle for 20
minutes. Reload the browser or re-launch the ITIS site
to log-in again.
ii. Dormant account will be automatically inactivated
after six (6) months of no log-in. Send a request to
KMITS using the SRF if the personnel opts to re-
activate the account.
iii. Each ITIS user is responsible to keep the account’s
authentication details private. Hence, sharing of
account is not allowed.
• If the other staff does not have an account yet,
submit a request to KMITS.
• Data cleaning is done monthly to ensure the
completeness and accuracy of the data in ITIS.
Correct data cleaning findings in ITIS and send back
(Excel) feedback to KMITS through the Regional
Coordinator.

j. ITIS E-manual is also available for further details.

Coordinate with KMITS if any problem occurs.
▪ The e-manual can be found on the upper right side of
the ITIS page
(https://itisdoh.pbsp.org.ph/itis_manual.php).
Policies in Recording & Reporting
General Procedures on Reporting

8. All NTP reports shall be submitted to DOH through

ITIS following the prescribed timeline. Feedback on
the submitted reports shall be provided following the
prescribed flow and timeline.
▪ The physician or immediate supervisor is responsible
in ensuring accuracy and consistency of report
submitted.
▪ Generate monthly (unofficial) reports to monitor
progress that can be discussed during monthly staff
meeting.

Submission Validation
Reports Cohort Reported
Deadline Deadline

1. Report 1a. Quarterly Report on Xpert

MTB/RIF, Smear Microscopy, and TB LAMP
2. Report 1b. Quarterly Report on Line Probe
Assay Q1 Current Year April 30 April 30
3. Report 1c. Quarterly Report on TB Culture
4. Report 1d. Quarterly Report on Drug
Susceptibility Testing

5. Report 2. Quarterly Report on External

Quality Assessment for TB Smear April 30 April 30
Microscopy
Q1 Current Year
6. Report 3. Quarterly Report on TB and TB (Q4 Previous Year for
April 30 April 30
Preventive Notification and Treatment Enrolment Status, HIV,
DM)
7. Report 4a. Monthly Report on FLD, Smear
Microscopy, and Xpert Inventory and
Requirement March Current Year April 10 April 10
8. Report 4b. Monthly Report on SLD Inventory
and Requirement
Q1 Previous Year for
DSTB, TPT, DRTB Interim
9. Report 5. Quarterly Report on TB and TB Q1 Two Years Ago for
April 30 April 30
Preventive Treatment Outcomes DRTB
Q1 Three Years Ago for
DRTB Post Tx
Policies in Recording & Reporting

9. Onsite and offsite data quality check activities shall be

done regularly at all levels (facility, municipality/city,
province/city, region, national).

10. Data collected shall allow for the calculation of the

main indicators for program evaluation.
 Policies in Recording & Reporting
General Procedures on Reporting

a. In the first week of the month following the month or quarter

being reported, validate completeness, accuracy, and
consistency of ITIS reports.
✔COMPLETENESS – Ensure that all required and due
field are (1) recorded in the TB register and (2) encoded
and updated in ITIS.
• Generate patient list from ITIS.
• Review all key field are completely filled out.
• Instead of blanks, “N/A”, “ND”, “none”, “0”, or “Unk” should
be recorded, accordingly.

✔ACCURACY – Ensure that patients are classified

according to prescribed definitions.

TB BACTERIOLOGICAL STATUS
REGISTRATION GROUP
Verify bacteriologically confirmed cases have
Verify assigned registration group is
positive TB Smear Microscopy, Xpert
aligned with history of treatment.
MTB/RIF, or TB Culture results.
TREATMENT OUTCOME
DRTB BACTERIOLOGICAL STATUS
Verify outcome by reviewing
Verify DRTB classification is aligned with DST
bacteriological status and sputum follow-
and Xpert MTB/RIF results.
up.

✔CONSISTENCY BETWEEN RECORDS AND ITIS DATA –

Ensure that source documents are consistent with
encoded data in ITIS.
✔CONSISTENCY BETWEEN RECORDS AND ITIS REPORT
– Ensure that counts from source documents are
consistent with report generated by ITIS.
Policies in Recording & Reporting
General Procedures on Reporting

b. If with corrections, update ITIS data until correct report is

generated.

c. Once validated by assigned health care provider and

checked by physician or immediate supervisor, click
“submit” button in ITIS.

d. Await review of PHO/CHO and CHD. PHO/CHO and CHD

are to check completeness, accuracy, and consistency as
well. If with corrections, feedback is to be given through
proper channels. Once validated, PHO/CHO and CHD
clicks “reviewed” button in ITIS.

Data Quality Activities

Onsite Offsite

• Self-validation • Desk Review

• Monitoring Visit • Centralized Data
• Routine Data Quality Quality Check
Assessment • Data Cleaning by
KMITS
Policies in Recording & Reporting
General Procedures on Reporting

e. Securely store a hard copy of the final and validated

report for easy retrieval in the absence of ITIS access.

f. If report is already overdue, send a letter requesting for

re-opening of submission of report to the PHO/CHO who
in turn will escalate the report to proper channels.
Indicate in the letter the reason for delayed submission.
Policies in Recording & Reporting

11. The NTP shall release official data annually based on

the key program indicators. Performance on screening,
testing and diagnosis, treatment, and TB preventive
treatment shall likewise be available to the public via a
dashboard. Request for other data shall be coursed
through a formal letter to the facility/ LGU/ CHD/ NTP
stating the intended use of the data and means of
securing them.
Policies & Guidelines
On Records & Data Management

Sharing of Data

a. Observe confidentiality of records at all times to protect

the privacy of the patients. Unauthorized processing of
sensitive personal information such as patient records
will be penalized as stipulated in the Implementing Rules
and Regulations of Republic Act 10173 also known as
Data Privacy Act of 2012.
b. Avoid unauthorized posting of personal data of patients
in the health facility and in social media, including
pictures and other relevant patient information.

c. Sharing of flash drives, external hard drives and other

storage devices that contains soft copies of patient
records is discouraged.
Policies & Guidelines
On Records & Data Management

Sharing of Data

d. The patient has direct viewing access to his/her records

through the assistance of a healthcare provider. The
patient may be provided a copy of his/her records through
issuance of a medical certificate/abstract. The patient
may be provided a duplicate of laboratory/diagnostic
examinations upon request. Original copy of the NTP
forms, except for the patient booklet is owned by the
health facility.

• Secure patient consent if information will be used for

other purposes agreed upon at start of consultation
and/or treatment such as case management, program
management and provision of psychosocial and
financial support.
 Policies & Guidelines
On Records & Data Management

Sharing of Data

e. Course all requests for data through a formal letter to the

NTP (facility/ municipality/ city/ province/ region/
national depending on scope of request) stating the
intended use of the data and means of securing them. For
request of multiple sites or national data, email the letter
of request to [email protected].

f. Use extra precaution when sharing patient data through

email. Keep the file password-protected and send only to
correct recipient. The use of confidentiality disclaimer is
also recommended. In case the email was sent to wrong
recipient, immediately contact the wrong recipient, explain
the mistake, and request for immediate deletion. Submit
also an incident report to the immediate supervisor.
Policies & Guidelines
On Records & Data Management

Sharing of Data

CONFIDENTIALITY DISCLAIMER

The contents of this email message and any attachments are

intended solely for the addressee(s) and may contain
confidential and/or privileged information and may be legally
protected from disclosure. If you are not the intended recipient
of this message or their agent, or if this message has been
addressed to you in error, please immediately alert the sender
by reply email and then delete this message and any
attachments. If you are not the intended recipient, you are
hereby notified that any use, dissemination, copying, or storage
of this message or its attachments is strictly prohibited.
Programmatic
Changes
Shifting of Notification
from Treated to Diagnosed

Rationale

▪ TB Law

▪ IRR of TB Law

▪ AO on Mandatory Notification

Mandatory Notification of all TB cases.

General Guidelines

➢ All diagnosed TB cases shall be notified by the diagnosing

facility.
➢ Notification of DOTS facilities, whether referring or
treating, is through the TB Notification Form or TB
Treatment Card.
➢ A diagnosing facility shall ensure that all diagnosed cases
are started on treatment. Diagnosing facilities will monitor
their enrolment rate.
➢ A treating facility shall ensure that all treated patients are
successfully treated. Treating facilities will monitor their
treatment success rate.
Revision Facility and Patient Codes
Mapping of Health Facility Policies (March 2018)

WITHIN DOH OUTSIDE DOH

▪ eClaims (PhilHealth)
▪ National Health Facility
▪ Institutional Health Care Provider
Registry (PhilHealth)
▪ Surveillance in Post Extreme ▪ Occupational Health Practitioner
Emergencies and Disasters Master list (DOLE)
▪ National Database on Human ▪ Aggregated Number of
Resources for Health Operational Jurisdiction of Jails
Information System (BJMP)
▪ Integrated Tuberculosis ▪ Master list of Public Schools
Information System School Year 2012-2013 (DepEd)
▪ Phil Army Unit Code Book (AFP)
▪ Military Personnel Information
System (AFP)

*Technical assistance provided by IMPACT

Recommendation

▪ Create program-specific code.

Revision Facility and Patient Codes
Codes

A. Facility

1. Full: For ITIS, For communication outside the region,

outside the country, or outside NTP
2. Short: For Paper forms
3. Long: For communication outside the province

B. Personnel

Codes
C. Patient

1. Full: For ITIS, For communication outside the region,

outside the country, or outside NTP
2. Short: For Paper forms
3. Long: For communication outside the province
Revision Facility and Patient Codes
Codes

A. Facility Code

Digit 1 2 3 4 5 6 7 8 9 10 11 12

Sample P H N T - 0 6 0 6 - 0 0 1 - A

Level 1st 2nd 3rd 4th 5th

▪ 1st level – PH represents the Philippines standard country code

▪ 2nd level – NTP represents National TB Control Program

▪ 3rd – 0606 represent Antique province in Region VI; official PSGC code

▪ 4th – 001 represents this is the first of the nth facility created in the database

▪ 5th – represents the facility type

Facility Type Patient Type

▪ D – DOTS ▪ S – DS-TB
▪ I – iDOTS ▪ R – DR-TB
▪ P – PMDT S/TC ▪ I – TPT
▪ L – Laboratories
▪ N – Notifying
▪ O – Office
▪ Q – QA Center
▪ W – Warehouse
▪ R – DOTS Referring
Revision Facility and Patient Codes
Codes

B. Personnel

Digit 1 2 3 4 5 6 7 8 9 10 11 12 13 14

Sample P H N T - 2 - 0 6 0 6 - A - 0 0 0 1

Level 1st 2nd 3rd 4th 5th 6th

▪ 1st level – PH represents the Philippines standard country code

▪ 2nd level – NTP represents National TB Control Program

▪ 3rd – represents this is a personnel

▪ 4th level – 0606 represent Antique province in Region VI; official PSGC code

▪ 5th – represents the personnel type

▪ 6th – 0001 represents this is the first of the nth personnel created in the
database
Revision Facility and Patient Codes
Codes

C. Patient

Digit 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17

Sample P H N T - 0 6 0 6 - 0 0 1 - S 1 8 - 0 0 1

Level 1st 2nd 3rd 4th 5th 6th 7th

▪ 1st level – PH represents the Philippines standard country code

▪ 2nd level – NTP represents National TB Control Program

▪ 3rd level – 0606 represent Antique province in Region VI; official PSGC code

▪ 4th – 001 represents this is the first of the nth facility created in the database

▪ 5th – represents the patient type (DS/DR/TPT)

▪ 6th – represents the year (YY)

▪ 7th – 001 represents this is the first of the nth patient created in the database
Revision Facility and Patient Codes
Implementation

Assignment of
Mapping and Codes
Encoding in ITIS (Centralized)

Assignment Code
of Codes Generator
(Regional)
Paperless Recording
New NTP Forms
New NTP Forms
FORMS

Records Paper Electronic Reports Electronic

Report 1a. Quarterly Report on Xpert MTB/RIF,

Form 1. Presumptive TB Masterlist x x
Smear Microscopy, and TB LAMP
Form 2a. Laboratory Request and Result Form x x Report 1b. Quarterly Report on Line Probe Assay x

Form 2b. Laboratory Result Form for HIV testing

x Report 1c. Quarterly Report on TB Culture x
of TB Patients

Report 1d. Quarterly Report on Drug

Form 2c. Line Probe Assay Result Form x x x
Susceptibility Testing
Report 2. Quarterly Report on EQA for TB Smear
Form 2d. TB Culture Result Form x x x
Microscopy
Form 2e. Drug Susceptibility Testing Result Report 3. Quarterly Report on TB and TB
x x x
Form Preventive Notification and Treatment
Report 4a. Monthly Report on FLD, Smear
Form 3a. Laboratory Register for Xpert MTB/RIF x Microscopy, and Xpert Inventory and x
Requirement
Form 3b. Laboratory Register for Smear Report 4b. Monthly Report on SLD Inventory and
x x
Microscopy and TB LAMP Requirement

Form 3c. Laboratory Register for Line Probe Report 5. Quarterly Report on TB and TB
x x
Assay Preventive Treatment Outcomes
Form 3d. Laboratory Register for TB Culture and
x
DST

Form 4a. TB Notification Form optional x

Form 4b. DS-TB Treatment Card x

Form 4c. DR-TB Treatment Card x
Form 4d. TB Preventive Treatment Card x
Form 5. Patient Booklet x

Form 6a. DS-TB Register optional x

Form 6b. DR-TB Register optional x

Form 6c. TPT Register optional x

Form 7. Referral Form x x

New NTP Forms
FORMS

▪ Recording on paper is not required except for Treatment

Card, once paperless recording is implemented.
▪ If ITIS captures all records, no need to accomplish a paper
form.

Presumptive
Screening
Screening Form* ITIS TB
Masterlist*

Treatment
Enrolment Card ITIS TB Register*

LRF
Laboratory ITIS (Request)* ITIS LRF (Result)*

Referral
Referral ITIS Form*

Treatment
Treatment Card ITIS TB Register*
New NTP Forms
FORMS

Records Reports
1. Form 1. Presumptive TB Masterlist 1. Report 1a. Quarterly Report on
2. Form 2a. Laboratory Request and Xpert MTB/RIF, Smear Microscopy,
Result Form and TB LAMP
3. Form 2b. Laboratory Result Form 2. Report 1b. Quarterly Report on Line
for HIV testing of TB Patients Probe Assay
4. Form 2c. Line Probe Assay Result 3. Report 1c. Quarterly Report on TB
Form Culture
5. Form 2d. TB Culture Result Form 4. Report 1d. Quarterly Report on Drug
6. Form 2e. Drug Susceptibility Susceptibility Testing
Testing Result Form 5. Report 2. Quarterly Report on
7. Form 3a. Laboratory Register for External Quality Assessment for TB
Xpert MTB/RIF Smear Microscopy
8. Form 3b. Laboratory Register for 6. Report 3. Quarterly Report on TB
Smear Microscopy and TB LAMP and TB Preventive Notification and
9. Form 3c. Laboratory Register for Treatment
Line Probe Assay 7. Report 4a. Monthly Report on FLD,
10. Form 3d. Laboratory Register for Smear Microscopy, and Xpert
TB Culture and DST Inventory and Requirement
11. Form 4a. TB Notification Form 8. Report 4b. Monthly Report on SLD
12. Form 4b. DS-TB Treatment Card Inventory and Requirement
13. Form 4c. DR-TB Treatment Card 9. Report 5. Quarterly Report on TB
14. Form 4d. TB Preventive Treatment and TB Preventive Treatment
Card Outcomes
15. Form 5. Patient Booklet
16. Form 6a. DS-TB Register
17. Form 6b. DR-TB Register
18. Form 6c. TPT Register
19. Form 7. Referral Form
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Forms
According to Services of Facility

Facility Records
1. Form 1. Presumptive TB Masterlist
2. Form 2a. Laboratory Request and Result Form
3. Form 2b. Laboratory Result Form for HIV testing of
TB Patients
4. Form 2c. Line Probe Assay Result Form*
5. Form 2d. TB Culture Result Form*
6. Form 2e. Drug Susceptibility Testing Result Form*
Health Facility with TB
7. Form 4b. DS-TB Treatment Card
Services
8. Form 4c. DR-TB Treatment Card
9. Form 4d. TB Preventive Treatment Card
10. Form 5. Patient Booklet
11. Form 6a. DS-TB Register
12. Form 6b. DR-TB Register
13. Form 6c. TPT Register
14. Form 7. Referral Form

Mandatory Notification 1. Form 4a. TB Notification Form

for Public and Private 2. Form 2a. Laboratory Request and Result Form
Providers 3. Form 7. Referral Form

1. Form 2a. Laboratory Request and Result Form*

2. Form 2c. Line Probe Assay Result Form*
3. Form 2d. TB Culture Result Form*
4. Form 2e. Drug Susceptibility Testing Result Form*
5. Form 3a. Laboratory Register for Xpert MTB/RIF
Laboratory
6. Form 3b. Laboratory Register for Smear
Microscopy and TB LAMP
7. Form 3c. Laboratory Register for Line Probe Assay
8. Form 3d. Laboratory Register for TB Culture and
DST
New NTP Forms
FORMS

Records Paper Electronic Reports Electronic

Report 1a. Quarterly Report on Xpert MTB/RIF,

Form 1. Presumptive TB Masterlist x x
Smear Microscopy, and TB LAMP
Form 2a. Laboratory Request and Result Form x x Report 1b. Quarterly Report on Line Probe Assay x

Form 2b. Laboratory Result Form for HIV testing

x Report 1c. Quarterly Report on TB Culture x
of TB Patients

Report 1d. Quarterly Report on Drug

Form 2c. Line Probe Assay Result Form x x x
Susceptibility Testing
Report 2. Quarterly Report on EQA for TB Smear
Form 2d. TB Culture Result Form x x x
Microscopy
Form 2e. Drug Susceptibility Testing Result Report 3. Quarterly Report on TB and TB
x x x
Form Preventive Notification and Treatment
Report 4a. Monthly Report on FLD, Smear
Form 3a. Laboratory Register for Xpert MTB/RIF x Microscopy, and Xpert Inventory and x
Requirement
Form 3b. Laboratory Register for Smear Report 4b. Monthly Report on SLD Inventory and
x x
Microscopy and TB LAMP Requirement

Form 3c. Laboratory Register for Line Probe Report 5. Quarterly Report on TB and TB
x x
Assay Preventive Treatment Outcomes
Form 3d. Laboratory Register for TB Culture and
x
DST

Form 4a. TB Notification Form optional x

Form 4b. DS-TB Treatment Card x

Form 4c. DR-TB Treatment Card x
Form 4d. TB Preventive Treatment Card x
Form 5. Patient Booklet x

Form 6a. DS-TB Register optional x

Form 6b. DR-TB Register optional x

Form 6c. TPT Register optional x

Form 7. Referral Form x x

New NTP Forms
Supporting Forms

Form User Facility

Health Facility with TB Services and
1. TB Laboratory Specimen Receiving Form
Laboratory

Laboratory and Health Facility with TB

2. TB Laboratory Result Releasing Form
Services
3. TB LAMP Workbook TB Lamp Laboratory
4. Solid TB Culture Workbook TB Culture Laboratory
5. Solid TB DST Workbook DST Laboratory
6. Liquid TB Culture and DST Workbook TB Culture and DST Laboratory
7. Laboratory Performance Indicator
TB Culture and DST Laboratory
Worksheet

8. EQA Form 4: Annual Slide Reading Quality

Smear Microscopy Laboratory
Check

9. EQA Form 5: Annual Smear Preparation

Smear Microscopy Laboratory
Quality Check
10. Stock Cards All Facilities including Warehouses
11. Temperature and Humidity Monitoring
All Facilities including Warehouses
Log
12. TB-MAC Presentation Form Health Facility with TB Services
13. TB MAC Masterlist TB-MAC Secretariat
14. TB Service Provider Registration Form Provincial/ City/ Regional Health Offices
15. KMITS Service Request Form Provincial/ City/ Regional Health Offices
Health Facility with TB Services and
16. Privacy Logbook
Laboratory
17. FDA AE Reporting Form Health Facility with TB Services
New NTP Forms
Form 1. Presumptive TB Masterlist

HIGHLIGHT OF CHANGES

▪ Improved integration of DS-TB and DR-TB

▪ Integration of Presumptive Masterlist and Referral
Logbook (work/ diagnostic flow tool)
• From patient demographics, risk factors, and
diagnostic tests, to diagnosis, and tracking of patients
▪ Harmonization of legends from other NTP forms
▪ Space for:
▪ Diagnosis
▪ Action Taken
▪ ACF, ICF, ECF efforts
New NTP Forms
Form 1. Presumptive TB Masterlist

SURNAME in capital
letters, Given Names,
Name Extension, and NEW FIELD
Middle Name PCF - Passive Case Finding; ACF -
Active Case Finding;
ICF - Intensified Case Finding;
ECF- Enhanced Case Finding

NEW FIELD
Tracking of patients is
Xpert in first column, a required field
Smear/ LAMP
moved to second
column; Result on NEW FIELD
top of COLLECTION • Choose one. Required field.
Other Diagnostic Tests
date • Date Registered = Date Notified
TB Case No. of Index
= Date Notification Form/
Treatment Card Opened
• Notify as soon as diagnosed.
New NTP Forms
Form 1a. Presumptive Masterlist Insert
NEW FORM

Summary of Case
Finding Activities

Number of Target Population

who were screened for
Symptoms or underwent CXR

Among screened, number

with TB symptoms or with
CXR suggestive of TB

Target Group or Area,

Organizer/ Funder
New NTP Forms
Form 2. Lab Request & Result Forms

HIGHLIGHT OF CHANGES

▪ Change of terminologies (DSSM to Smear Microscopy)

▪ Change in sequence of Xpert and Smear
▪ Removal of Registration Group
▪ Inclusion of Paragonimiasis
▪ Inclusion of Time
▪ Allotment of space for Rejection of Specimen and
Supervisor Signature
New NTP Forms
Form 2a. Laboratory Request and Result Form

[REDUCED FIELD: Removed Reg

Group]
Required only if Diagnosis or
Baseline

NEW FIELD

NEW FIELD
For paragonimiasis
implementing sites only

NEW FIELD

NEW FIELD
Allotted space for
receiving notes of
Med Tech

• From landscape to
portrait
• Included paragonimiasis
& TB LAMP
• Changed sequence of
Xpert and Smear

NEW FIELD
Allotted space for
supervisor/s

NEW FIELD
Tracking of time in
lab process
New NTP Forms

Form 2b. Laboratory Result Form

for HIV testing of TB Patients
SAME FORM
New NTP Forms

Form 2c. Line Probe Assay Result Form

SAME FORM
Update field
names/labels
New NTP Forms

Form 2d. TB Culture Result Form SAME FORM

Update field
names/labels
New NTP Forms

Form 2e. Drug Susceptibility Testing Result Form

SAME FORM
Update field
names/labels
New NTP Forms

Form 3. Laboratory Registers

HIGHLIGHT OF CHANGES

▪ Removal of Registration Group

▪ Inclusion of Time
▪ Change in numbering sequence
▪ Inclusion of TB LAMP
New NTP Forms

Form 3a. Laboratory Register for Xpert MTB/RIF

New NTP Forms

Form 3b. Laboratory Register for

Smear Microscopy and TB LAMP
New NTP Forms

Form 3c. Laboratory Register for Line Probe Assay

New NTP Forms

Form 3d. Laboratory Register for TB Culture and DST

New NTP Forms

Form 4. TB and TPT Notification & Treatment Cards

HIGHLIGHT OF CHANGES

▪ Same “look” for MN, DS, DR, and TPT

▪ Insertion of Privacy Notice to Patient
▪ Harmonization of Legends
▪ Recording of Mode of Screening (PCF, ACF, ICF, ECF)
▪ Integration of PPRF
▪ Addition of all laboratory monitoring
▪ Space for Post-treatment Ff-up & Post-treatment
Outcome
▪ Updating of new drugs
New NTP Forms

Form 4a. TB Notification Form

MN will include notification

of DR-TB
New NTP Forms

Form 4b. DS-TB Treatment Card

New NTP Forms

Form 4b. DS-TB Treatment Card

New NTP Forms

Form 4c. DR-TB Treatment Card

NEW FIELD
Privacy Notice
Date of Notification =
Date Treatment Card
NEW FIELD
Opened (ideally same as
Mode of
Date of Diagnosis)
Date of Diagnosis = Date Lab Screening
Result was Received or
Physician Decided Treatment

UPDATE OPTION
Others = Unknown History

NEW FIELD
DM Status

UPDATED OPTIONS
New DR-TB
Regimens
 New NTP Forms

Form 4c. DR-TB Treatment Card

NEW FIELDS
•Choose 1 among 3: FB, CB, SA
• DAT can be add-on to any of the 3
• If there are changes, follow rule on correcting records

• Tx Supporter 3-letter initials: Supervised

• STC/ TS/ CB/ SA: Satellite Treatment Center/
Treatment Site/ Community-Based/ Self-
administered DOT NEW FIELD
• X: Drugs not taken/ Absent % Adherence =
•
I: Incomplete Regimen Monthly Dose / Expected Number of Days
•Split box for injectable
•H: Drug Holiday NEW FIELD
•HOLD: On hold Height required for Children
• Re-challenge: Drug re-challenge
• Encircle date of regimen change
• Double slash on shift to CP
 New NTP Forms

Form 4c. DR-TB Treatment Card

NEW FIELDS
• Choose 1 among 3: FB, CB, SA
• DAT can be add-on to any of the 3
• If there are changes, follow rule on correcting records

• Tx Supporter 3-letter initials:

Supervised
• STC/ TS/ CB/ SA: Satellite
Treatment Center/ Treatment Site/ NEW FIELD
Community-Based/ Self- % Adherence =
administered DOT
• X: Drugs not taken/ Absent Monthly Dose / Expected Number of
• I: Incomplete Regimen Days
• Split box for injectable
• H: Drug Holiday
• HOLD: On hold NEW FIELD
• Re-challenge: Drug re-challenge Height required for
• Encircle date of regimen change Children
• Double slash on shift to CP

NEW FIELD NEW FIELD

TB MAC Tracking of Reporting
Presentation AEs
New NTP Forms

Form 4c. DR-TB Treatment Card

NEW FIELD
Other Laboratory and Diagnostic Tests
• Indicate slash to signify schedule
• Once done, indicate actual date done MM/DD
• Record results or findings in PPRF
New NTP Forms

Form 4c. DR-TB Treatment Card

NEW FIELD
PPRF integrated in
Treatment Card

UPDATED FIELD
From household
contacts to close
contacts

NEW FIELD
Post-treatment
outcome
New NTP Forms

Form 4d. TB Preventive Treatment Card

New NTP Forms

Form 5. Patient Booklet

HIGHLIGHT OF CHANGES

▪ Integration of Certificate of Completion and Health

Education Materials

▪ Mirroring of Treatment Card

▪ TB Classification
▪ Sputum Monitoring
▪ Administration of Drugs
New NTP Forms

Form 5. Patient Booklet

Basic Info in the Patient

and Facility Kasunduan

Treatment Completion Privacy Rights

Certificate
New NTP Forms

Form 5. Patient Booklet

Treatment
TB Classification Sputum
Supporter
and Regimen Monitoring
Information

Mirror of Treatment Card To add: space for notes & post-tx follow-up
 Form 6.
TB Registers
New NTP Forms

Form 6 TB Registers

HIGHLIGHT OF CHANGES

▪ Optional to maintain in Paper

▪ Additional columns
• DS and DR
• Contact tracing
• DM testing
• Treatment supporter
• Post-treatment ff-up
• TPT
• Indication for TPT
• Regimen
New NTP Forms

Form 6a. DS-TB Register

New NTP Forms

Form 6b. DR-TB Register

NEW FIELD
Mode of Screening

NEW FIELD NEW FIELD

Contact Tracing DM Status

NEW FIELD
Post-Treatment
Outcome
New NTP Forms

Form 6c. TPT Register

New NTP Forms

NTP Referral Form

HIGHLIGHT OF CHANGES

▪ Updated Reasons for Referral

• More detailed information for patients for continuation
of treatment

▪ Additional data for International Referrals

• Consent to share information
• Contact information on country of destination
New NTP Forms

Form 7. Referral Form

UPDATED FIELD
Additional TB Data
New NTP Forms

Form 7. Referral Form

NEW FIELD
Country of Destination
Consent to Share Data
New NTP Forms

Reports

HIGHLIGHT OF CHANGES

▪ Integration of all notification and treatment report in Report

3 and all outcomes in Report 5
▪ Change in sequence of numbering for lab reports
▪ Report 6. Hospital referral removed
New NTP Forms

Report 1a. Quarterly Report on Xpert MTB/RIF,

Smear Microscopy, and TB LAMP
New NTP Forms

Report 1b. Quarterly Report on Line Probe Assay

New NTP Forms

Report 1c. Quarterly Report on TB Culture

New NTP Forms

Report 1d. Quarterly Report on Drug Susceptibility Testing

New NTP Forms

Report 2. Quarterly Report on

External Quality Assessment for TB Smear Microscopy
New NTP Forms

Report 3. Quarterly Report

on TB and TB Preventive Notification and Treatment

[ ] deduplication done

No deduplication = count of all notifications

Deduplication = notification compared
among MN, DS, and DR nationwide
New NTP Forms

Report 3. Quarterly Report

on TB and TB Preventive Notification and Treatment
New NTP Forms

Report 4a. Monthly Report on FLD,

Smear Microscopy, and Xpert Inventory and Requirement
New NTP Forms

Report 4b. Monthly Report on

SLD Inventory and Requirement
New NTP Forms

Report 5. Quarterly Report

on TB and TB Preventive Treatment Outcomes
New NTP Forms

Report 5. Quarterly Report

on TB and TB Preventive Treatment Outcomes
New NTP Forms

Report 5. Quarterly Report

on TB and TB Preventive Treatment Outcomes
New NTP Forms
FORMS

Records Reports
1. Form 1. Presumptive TB Masterlist 1. Report 1a. Quarterly Report on
2. Form 2a. Laboratory Request and Xpert MTB/RIF, Smear Microscopy,
Result Form and TB LAMP
3. Form 2b. Laboratory Result Form 2. Report 1b. Quarterly Report on Line
for HIV testing of TB Patients Probe Assay
4. Form 2c. Line Probe Assay Result 3. Report 1c. Quarterly Report on TB
Form Culture
5. Form 2d. TB Culture Result Form 4. Report 1d. Quarterly Report on Drug
6. Form 2e. Drug Susceptibility Susceptibility Testing
Testing Result Form 5. Report 2. Quarterly Report on
7. Form 3a. Laboratory Register for External Quality Assessment for TB
Xpert MTB/RIF Smear Microscopy
8. Form 3b. Laboratory Register for 6. Report 3. Quarterly Report on TB
Smear Microscopy and TB LAMP and TB Preventive Notification and
9. Form 3c. Laboratory Register for Treatment
Line Probe Assay 7. Report 4a. Monthly Report on FLD,
10. Form 3d. Laboratory Register for Smear Microscopy, and Xpert
TB Culture and DST Inventory and Requirement
11. Form 4a. TB Notification Form 8. Report 4b. Monthly Report on SLD
12. Form 4b. DS-TB Treatment Card Inventory and Requirement
13. Form 4c. DR-TB Treatment Card 9. Report 5. Quarterly Report on TB
14. Form 4d. TB Preventive Treatment and TB Preventive Treatment
Card Outcomes
15. Form 5. Patient Booklet
16. Form 6a. DS-TB Register
17. Form 6b. DR-TB Register
18. Form 6c. TPT Register
19. Form 7. Referral Form
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