Brief overview of TIER .Net ART functionality for new users

1. Brief overview ofTIER.NetART functionality for new users

2. Summary overview • The following slides aim to provide a taster of TIER.Net for new users (experienced users, don’t fall asleep  ) • This focus is on TIER ART functionality as this was the primary use prior to the TB/HIV Integration. • This is not a sufficient training but rather to highlight key information and principles • Data sources and data input • Available reports • Please note, the user guide and reports manual are essential reference manuals for new users of TIER. • This is a summary overview only.

3. Confidentiality clause • First time logging in, there is a Confidentiality Agreement that the user must agree to/accept • If the user selects decline, they will not be allowed to log into the system • This can be reviewed again by clicking on the log-in screen

4. ART Treatment Visit Details • Includes standard regimen as well as the following drugs: • DRV (Daruniviror Prezista) • RAL (Raltegravir or Isentress) • ETR (Etravirine or Intelence) • DTG (Dolutegravir or Tivicay) Restart ART Only use if a patient stopped ART and is restarted ART after an interruption of more than3 months

5. Standardised Clinical Records • Structured care • Irrespective of HIV or TB information system used the information is retrieved from the standardised clinical record • The standardised HIV and TB Clinical Records serve as the: • Clinical record • Source for capture into TIER.Net • Stationery must be inserted in clients folder at first point of care

6. Principles of the TB and HIV Stationery • Provides a ‘quick review’ of a patients history for clinicians in a short amount of time • Serves as the patient record allowing for continuity of pt care • Designed for the treatment and care of TB and ART patients in PHC context • Provides the source for data captured in to the Health Information System [HIS] (TIER.Net, TB register, ART register) • A well entrenched tool • provides easy reference for clinicians and • And well understood by data capturers for capture of data into the HIS • This stationery is a legal record

7. ART monitoring: using the data HIV/ART clinical stationery

8. Reminder of the stationery as a data source Page 1

9. Page 1 and 3 provides baseline ART information

10. Visit summary: source data for the data capturer Reminder: this is where the data capturer retrieves the results for capture into TIER.Net. If the results aren’t filed the clinician doesn’t have the result and the data capurer doesn’t have a value to capture. In turn, the programme can’t monitor the impact of treatment.

12. 29/7/2016 The Visit summary provides source for all data captured into TIER • Date of visit • Regimen, number of months’ regimen prescribed • Next clinical appointment • Laboratory information • Outcome information, including documentation of evidence for patient tracing • Other Family planning and TB Screening and IPT Laboratory Results June ‘00 July ‘00 Regimen information 1a 1a Next appointment date including visit type (facility or club)

13. A note on regimen codes: important to properly capture the regimen in TIER.Net Regimen coding is per the SA Clinical Guidelines • NB: The regimen code is as defined by the SA clinical guidelines not by a patient moving from one drug to another. Thus, a patient moving from TDF, 3TC, EFV to - FDC- is still on a first line regimen but they are now on different drugs contained within the first line regimen. • Please correct incorrectly captured regimen codes. • TIER.Netproduces the cohort report by categorising patient as being on first line or second line by the numbercaptured next to the regimen (i.e. 1, 2 or 3). • Please ensure the number captured correctly describes the line of treatment; first-line , second- or third-line treatment This is important to see the effectiveness of the ART treatment. The goal is to keep patients on first line regimen for as long as possible.

14. A note on regimen codes: important to properly capture the regimen in TIER.Net • If patients are captured as e.g. 2T3E this is incorrectas this is a standard first line regimen, it should be 1T3E. • If an adult patient is captured with 1T3L this is incorrectas Lopinavir is typically* a 2nd line drug for adults. • Please refer to the data clean-up document and the SA clinical guidelines for further clarification. • *there are exceptions to every rule. If it is written in the notes that the patient is on 1T3L as first line due to other contraindications this should be clearly written in the clinical stationery and in notes section of TIER.Net. Thus, when conducting data cleaning activities, if the patient is picked up as having an incorrect regimen, when reviewing the clinical stationery it can be left ‘as is’ and further data cleaning can continue. This is meant to demonstrate the typical regimen codes. Regimen coding is per the SA Clinical Guidelines • NB: The regimen code is as defined by the SA clinical guidelines not by a patient moving from one drug to another. Thus, a patient moving from TDF, 3TC, EFV to - FDC- is still on a first line regimen but they are now on different drugs contained within the first line regimen. • Please correct incorrectly captured regimen codes. • TIER.Netproduces the cohort report by categorising patient as being on first line or second line by the numbercaptured next to the regimen (i.e. 1, 2 or 3). • Please ensure the number captured correctly describes the line of treatment; first-line , second- or third-line treatment This is important to see the effectiveness of the ART treatment. The goal is to keep patients on first line regimen for as long as possible.

15. ART monitoring: using the data Correct capture of regimens • Upon review of some dispatches it has been identified regimen codes are not being captured correctly • In some cases regimens have been capture as: • Single drugs • Incorrect lines (1st line captured as 3rd line, or vice versa) • Very irregular • Data cleaning, each quarter, is imperative of ALL patients in TIER.Net • Once data has been cleaned, only the newly captured data will need to be cleaned. The workload will get easier.

16. All Reports All HIV Reports Other new reports include the Work load and User Access reports

17. All reports All HIV Reports All TB Reports • Other reports include: • Work load and User Access reports • (sub) District TIER.Net Management Report • Facility Management report • Data validation list • Implementer/Administrator Log report • Patient appointment list

18. Monthly ART Report (page 1) • The monthly ART report comprises • Data elements for national reporting • Additional data to assist with facility management. These include: • Clients started with prior ART exposure (HAART Experienced) • Transferred in (in this month) • Transferred out (in this month) • Waiting list (clients eligible for ART) • Clinical visits (in the month) • Total new clients ever started in this facility

19. Monthly ART report (page 1) National data elements for reporting

20. Monthly report (page 2) Information on this page is to support management Number of restarts on ART Number of pregnant women started on ART (in the month) With CD4 strata Rolling calendar of enrolment (new) and remaining on ART (TROA)

21. Quarterly Cohort Reports • The cohort report is different from the monthly report • It reports on program outcomes to measure • Cohort outcomes • Program quality • Monitor changes over time • Measure changes in the HIV/ART program over time • Assess what changes should be made to the programme • Quarterly cohort data are collated within the DHIS to provide a country overview of ART program outcomes

22. What is a cohort – what does it mean? • It is a group of people that are followed over time – they all have something in common. • What is the common link for our patients? • The date the patient started ART • Quarterly report ‘cohorts’ are those who started ART in: • Jan, Feb, March – Quarter 1 • April, May, June – Quarter 2 • July, August, September – Quarter 3 • Oct, Nov, December – Quarter 4

23. Data elements (Quarterly) Quarterly data elements What this data tells us Cumulative retention in care (or the reverse, cumulative LTF/RIP) Immunologic responses to treatment Clinical outcomes can be compared between sites, sub-districts, districts and, with the standardisation of monitoring tools, between provinces • Baseline • Demographics of clients starting ART (adults and children separately) • Their immunologic status at ART start • Over time • 11 data elements over time (adults and children separately) • outcomes of clients on ART • programme quality indicators at different time points

24. Quarterly Reports Demonstration of VL data Interpreted Quarterly Cohort Report

25. Our reports can be a reflection of how well the system is functioning? Therefore it is essential the quality of the data is good in order to adequately interrogate the program.

26. How is it captured in TIER.Net?

27. 10 05 2012 Data clerks get this information from clinical stationery cmh 345 LDL X X

28. Thanks to Claudine Hennessey for this slide Viral load journey: making it to the Quarterly Reports.....

29. The diagram on the previous screen illustrates the journey of the laboratory request and results • The red blocks highlight the key points where the VL might not be done or not captured, though all blocks are places where the results might drop off (i.e. not happen). • This also illustrates the integrated role everyone plays to ensure the results are returned to the patient file and captured into TIER.Net. • If the laboratory request is done (sticker in the clinical stationery), but the result is not filed in the patient file, the clinician does not have the information to effectively manage the patient. • If the result is not captured in the stationery the data capturer cannot capture the result. This results in low proportions of VLD. And unreliable VLS. • The implication of not filing the results is we are not effectively managing our patients but we are also spending a lot of money on laboratory tests that aren’t being acted on! • Additionally – results NOT captured into TIER.Net are not included in the push button management reports. • Refer to ART M&E SOP for further guidance.

30. Calculations VLD and VLS VLD refers to the number of viral loads done, of patients who are expected to have a viral load done according to the SA Clinical guidelines (active on ART) VLS is the proportion of patients with a result entered, that was less than 400 For example, if there are 10 patients on FLR and 0 patients on SLR and 0 patients on TLR at 12 months on ART. And, if 8 patients had their viral loads done and 6 were suppressed this could be calculated as follows:

31. Reminder of the Viral Load and how it’s managed in TIER.Net • All viral load results captured in TIER.NetAREincluded in the cohort report. • Wherethey are included depends on when the tests were requested by the clinician (done). • The grace periods to the rules are as follows: • +/- 3 months for 6 month bloods • 3 months to + 6 months for 12 month bloods • Thereafter, +/- 6 months for annual bloods

32. Note: re rules in TIER.Net • The rules in TIER.Net summarize data in alignment with the routine laboratory tests as outlined in the National treatment guidelines. • The rules in TIER.Net will allocate laboratory results entered in line with the durations and corresponding grace periods. • No data will be excluded from the reports (except where a result is entered between 0 – 3 months from ART start).

33. However, there are three caveats to the rules regarding the management of Viral Load results in TIER.Net • Caveat 1: • If a person is not on drugs when the annual Viral Load is captured then the bloods will be excluded. • This can be for 2 different reasons: • Data quality/completeness:if no visit is recorded (i.e. no regimen data) but a laboratory test is captured, the lab test will be excluded from the data as there is no corresponding visit to link to the requested test. Reminder: the denominator for VLD is FLR+SLR+TLR. Thus, if no regimen is recorded then the laboratory result is excluded but this would also be excluded from the denominator. Data quality and completeness should be verified to ensure patient visits are captured. • Clinical management: Where a patient might be stopped treatment for clinical management reasons (i.e. this might happen if someone had hyperlactatameia and therefore had to stop drugs for their blood to normalise). This would be recorded as a patient visit with a 'stop' recorded and zero drugs issued. This too is excluded from the data collation. NB: Results are to be captured under the visit the bloods were drawn and not the date they were returned to the facility or the date they were filed. [Interpretation: if a regimen is not captured but a blood result is captured in the corresponding visit the blood result won’t be included in the summary. Important to ascertain if this is a clinical management or data quality/completeness issue.]

34. Caveat 2 Caveat 2: • A patient with an outcome during the cohort summary duration being reported will be excluded from the summary data. Data is only reported on patients who are active on ART[defined as FLR+SLR+TLR in the duration the result is captured] • E.g. reporting for 24 months, those patients with a viral load captured and an outcome between 12 and 24 months will be excluded from the data collation. But, again, the patient would not be included in the denominator so this would not affect the VLD data. [Interpretation: laboratory results are excluded where a patient has an outcome. Thus, this does not affect the data completeness due to the denominator definition for VLD which is FLR + SLR + TLR. The patient is removed from the active population and hence from the denominator]

35. Caveat 3 Caveat 3:   • Only one laboratory result per reporting duration is included. If more than one viral load is captured within the same duration (and grace period) only the latest result captured is included in the collated data per reporting duration. [Interpretation: only 1 test is counted per person, per reporting duration. Any additional tests done and entered for patient management and monitoring purposes are important and comprise any other VL reports but they are not included in the aggregate cohort data in the cohort report] Note: The rules in TIER.Net summarize data aligned to the National treatment guidelines and are not meant to prescribe patient or clinical management. TIER.Net collates the data that is captured to inform program monitoring.

36. Illustration of inclusion and exclusion criteria for Viral Load management in TIER.Net and allocation of results in ART cohort report Grace periods to the rules: +/- 3 months for 6 month bloods - 3 months to + 6 months for 12 month bloods Thereafter, +/- 6 months for annual bloods Legend Milestone: Routine Viral load monitoring test required in line with SA National ART guidelines Grace period: Threshold rules allocate laboratory tests entered to the respective duration in ART Cohort report Annual lab test 12 month lab test 36 month lab test 6 month lab test 24 month lab test ART Start Today 183 days Grace period 273 days Grace period Continued annually Grace period Mar 5 Sep 3 Grace period Jun 2 364 days 371 days 365 days Jun 7 - Jun 6 Note: The rules in TIER.Net summarize data in alignment with the routine laboratory tests as outlined in the National treatment guidelines. The rules in TIER.Net will allocate laboratory results entered in line with the durations and corresponding grace periods listed above. No data will be excluded from the reports (except where a result is entered between 0 – 3 months from ART start).

37. Reminder: cohort data is reported in arrears • The cohort data is reported 3 months in arrears.  • This means the data produced for the quarterly report (e.g. on October 10th) is current to end June. • The delay allows for the return of and correct recording of patients, and • The filing and capturing of results.  Detailed explanation: • Page 14 of the ART M&E SOP provides guidance to manage the laboratory results for optimal patient management from receipt at the facility to capture into the ART M&E system. Where this is followed, by the next clinical visit the patient results should have been: • returned to the facility, • sorted and reviewed by a clinician. • Urgent results identified and patients recalled. • Normal results filed in the patient file • recorded in the patient stationery by the clinician at the patient visit. • This would then be captured by the data capturer following the clinical visit*. • Where the VL results are filed, and then captured at a subsequent visit, this data would then reflect in the data by the October submission period.  * This needs to be thought through as it relates to patients enrolled in CCMDD as patients won’t be returning to the clinic and this potentially impact VLD. This requires operational consideration and should inform the development of the TB/HIV M&E SOP

38. Consecutive Unsuppressed Viral load Report • Lists patients whose two last Viral Loads were unsuppressed (>400 copies /ml) • Assists clinicians to identify patients who are on ART but their Viral Load is still not suppressed • This assists to: • Monitor patients more closely, • Target enhanced counselling, since the patient may be non-adherent to the treatment • Identify patients where further investigations need to be done (i.e. refer for resistance testing as the patient may be resistant to treatment)

39. Patient Appointment List • A list of all the patients who have an appointment on a particular day • Shows the ART start date, last visit date, months of ART prescribed, duration (months) on ART, duration (weeks) since the last visit, the appointment date, last CD4 count and last VL • Indicates whether patient is in a sub-clinic/chronic club

40. Patient Appointment List

41. Missed appointment lists • Early missed appointment list • Presents list of all patients that missed appointment between 2-3 weeks • Must be produced every Friday. • Late missed appointment list • Presents list of all patients that missed appointment between 2-3 weeks • Must be produced on the last Friday of every month • Unconfirmed lost to follow-up list • Presents a list of all patients without drug in hand for >90 days • Must be produced on the last Friday of every month • Further guidance on generating the reports and how they are actioned is available in the SOP (and SOP table)

42. What happens if clerks are not pulling reports? • What if the latest patient visit isn’t captured? • After 2 weeks patient will appear on the early missed appointment list • The clerk will have to pull the folder, confirm the patient did not attend, and forward all folders of non-attending patients to the Facility Manager. • If the patient did attend but the patient folder was not captured this creates unnecessary work. • What happens if the facility doesn’t pull the early missed appointment list? • Patient will appear on the late appointment list • The clerk will have to pull the folder and capture • What happens if the facility doesn’t pull the late missed appointment list? • Patient will appear on the defaulter list • The clerk will have to pull the folder and capture

43. What happens if the lists are not generated? • The facility doesn’t pull the missed appointment lists and unconfirmed lost to follow-up list? • The list just gets longer • The remaining in care number decreases • Money for the ART program (staffing, resources) reduced • Patients who are on treatment are being considered defaulters • CHW are sent out to the community to ‘check’ on the patient without needing to – taking away from those patients that DO need help • THIS is bringing the ART program to a halt!!

44. Additional reports available (not shown) • Illustrated reports • Workload report • User Access Report

45. Built in Help Functionality • Help document • Accessed from the Help tab • Explains how to use TIER.Net • i.e. searching for a patient, how to enter information, how to generate reports etc.

46. Built in Help Functionality • Click on Help > Help Contents

47. Built in Help Functionality

48. Help Function Select a topic from the contents list Hyperlinks – click on a hyperlink (blue underlined text) to open the content