Entering HIV Testing Data into EvaluationWeb

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1 Entering HIV Testing Data into EvaluationWeb User Guide Luther Consulting, LLC July, 2014/v2.2 All rights reserved.

2 Table of Contents Introduction... 3 Accessing the CTR Form... 4 Overview of the CTR Form... 7 Completing the ID and Agency Sections... 8 Completing the Client Section... 9 Completing the HIV Test Information Section Completing the Behavioral Risk Section Completing the Activity and Local Sections Completing the Referrals Section Completing the Surveillance and HIV Incidence Sections Submitting a Form Viewing and Editing a Submitted Form Printing and Exporting a Submitted Form Setting Default Responses in the CTR Form Getting Help Entering HIV Testing Data into EvaluationWeb Page 2 of 30

3 Introduction What is the CTR form used for? The EvaluationWeb CTR form is used to enter HIV Testing data collected by staff at health departments, community-based organizations (CBOs), and other agencies. Who enters data into the form? Health department and CBO staff with administrator or non-administrator EvaluationWeb accounts may enter data into the CTR form. When is data entered? Agencies using direct data entry (DDE) can enter their HIV Testing data into the CTR form at any time. Due dates for data entry are shown in the table below. Data Was Collected First 6 months of the year Last 6 months of the year September 15 th Due Date March 15 th of the following year When does a completed CTR form lock? A completed CTR form which has been submitted to the database can be modified for 120 days, at which point it becomes locked and can no longer be modified. However, if you edit and resubmit the form during the 120-day period, the 120-day countdown restarts from the date you resubmitted the form. To request that a form be unlocked, you may send a request to the Luther Consulting Supportive Services help desk. (See Getting Help for contact information.) When is data entered? Agencies using direct data entry (DDE) can enter their HIV Testing data into the CTR form at any time. Due dates for data entry are shown in the table below. Data Was Collected First 6 months of the year Last 6 months of the year September 15 th Due Date March 15 th of the following year Entering HIV Testing Data into EvaluationWeb Page 3 of 30

4 Accessing the CTR Form Accessing the form Perform the following steps to access the CTR form. Step Action 1. Log in to EvaluationWeb. (See the Logging in to EvaluationWeb course or the Logging in to EvaluationWeb Quick Reference for instructions.) Result: The Choose a program dialog box opens. Note: Depending on how your account and how your agency are set up in EvaluationWeb, you may not see the Choose a program window after logging in. If you do not, skip to Step Click the Choose a program arrow, and then select the program you want to enter data for. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 4 of 30

5 Accessing the form, (continued) Step 3. Click OK. Action Result: The Select Intervention window opens. Note: Depending on how your account and how your agency are set up in EvaluationWeb, you may not see the Select Intervention window after logging in. If you do not, skip to Step Click the HIV Testing icon in the Select Intervention window. Result: The EvaluationWeb page opens. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 5 of 30

6 Accessing the form, (continued) Step Action 5. Click the Data Entry button in the EvaluationWeb window. 6. Click the Enter Test Information button. Result: The CTR form displays. Entering HIV Testing Data into EvaluationWeb Page 6 of 30

7 Overview of the CTR Form Form sections The CTR form is divided into several sections. The following table briefly describes each section. ID Agency Client Section HIV Testing Information Behavioral Risk Activity Local Referrals (for HIV-positive clients with either a preliminary or confirmed diagnosis) HIV Incidence Description For entering the Form ID, the unique alphanumeric ID used to identify data for a single HIV testing event Note: Form IDs may be auto-generated for your jurisdiction or agency. For entering data used to identify your agency, site locations, and program announcement For entering demographic and other information about the client associated with the HIV testing event For entering data about the HIV testing event For entering risk factor information about the client For recording activities that took place in conjunction with, or after the HIV testing event, including providing information to the client, giving a referral, or initiating discussions For local use For recording details about referrals provided to the client For recording the self-reported details about a client s HIV incidence history Entering HIV Testing Data into EvaluationWeb Page 7 of 30

8 Completing the ID and Agency Sections ID section In the ID section, type the system and program-required code or identification number for a specific HIV testing event. Notes: Form IDs may be auto-generated for your jurisdiction or agency. In this case you may need to record the Form ID on agency documentation you use locally. For many items in the CTR form, you can place your pointer over the name of an item to display information. Agency section In the Agency section, type or select the appropriate values. Entering HIV Testing Data into EvaluationWeb Page 8 of 30

9 Completing the Client Section Client section part 1 In the first part of the Client section, type or select the appropriate values. Note: You can select more than one value for Client Race. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 9 of 30

10 Completing the Client Section, Continued Client section, part 2 In the second part of the Client section, select the appropriate values. Additional options for Previous HIV Test? If you select Yes in the client section for Previous HIV Test?, the following options appear. Select the appropriate value. Entering HIV Testing Data into EvaluationWeb Page 10 of 30

11 Completing the HIV Test Information Section HIV Test Information section In the HIV Test1 section of the HIV Test Information section, type or select the appropriate values. Additional options for Result Provided If you select No in the HIV Test Information section for Result Provided, an additional question appears: If result not provided, why? Select the appropriate value. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 11 of 30

12 Completing the HIV Test Information Section, Continued Additional options for Show HIV Test If you select Yes for Show HIV Test 2 in the HIV Test Information section, the HIV Test 2 section displays, which shows information options for a second HIV test. Complete this section the same way you did for HIV Test 1. Note: Information for up to three HIV tests can be entered under a single Form ID. Warning: If you select Yes for Show HIV Test 2, and then you add information for Test 2, then you go back and change your answer to No for Show HIV Test 2, later when you submit the form, the information you entered for HIV Test 2 will not be saved to the database. The same is true for the HIV Test 3 section. Entering HIV Testing Data into EvaluationWeb Page 12 of 30

13 Completing the Behavioral Risk Section Behavioral Risk In the Behavioral Risk section, select the appropriate value. Additional risk factors In the Behavioral Risk section, if you select Client completed a behavioral risk profile, the following risk factor options appear. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 13 of 30

14 Completing the Behavioral Risk Section, Continued Additional risk factors, (continued) Note: Selecting Yes for the several of the options for In past 12 months, client has identified the following will cause more options to appear: Entering HIV Testing Data into EvaluationWeb Page 14 of 30

15 Completing the Activity and Local Sections Activity section In the Activity section, click in each activity field to select activities. Note: You do not have to make a selection all four Activity fields. Local section In the Local section, type any information that is appropriate for your agency. Note: You are not required to complete the Local Use fields. Entering HIV Testing Data into EvaluationWeb Page 15 of 30

16 Completing the Referrals Section Referrals section Note: Referrals in the CTR form are for HIV-positive clients with either a preliminary or confirmed diagnosis In the Referrals section, select the appropriate values. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 16 of 30

17 Completing the Referrals Section, Continued Additional Referrals section options Depending on how you answer some questions in the Referrals section, more options may appear. First Level Question Second Level Question Third Level Question Was client referred to HIV medical care? o No o Yes o Don t know Was client referred to Partner Services? o No o Yes o Don t know Was client referred to HIV Prevention services? o No o Yes o Don t know If you select Yes, the following questions and options appear: If yes, did client attend the first appointment? o Pending o Confirmed Accessed service o Confirmed Did not access service o Lost to follow-up o No follow-up o Don t know If you select No, the following question and options appear: If no, why? o Client already in care o Client declined care If you select Yes, the following question and options appear: If yes, was client interviewed for Partner Services? o No o Yes o Don t know If you select Yes, the following question and options appear: If yes, did client receive HIV Prevention Services? o No o Yes o Don t know If you select Confirmed Accessed service, the following question and options appear: If yes, was the first appointment within 90 days of the HIV Test? o No o Yes o Don t know If you select Yes, the following question and options appear: If yes, was client interview within 30 days of receiving their result? o No o Yes o Don t know Entering HIV Testing Data into EvaluationWeb Page 17 of 30

18 Completing the Surveillance and HIV Incidence Sections Surveillance section In the Surveillance section, select the appropriate value. HIV Incidence section In the HIV Incidence section, type or select the appropriate values. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 18 of 30

19 Completing the Surveillance and HIV Incidence Sections, Continued Additional HIV Incidence section options Depending on how you answer some questions in the HIV Incidence section, additional options may appear. First Level Question Second Level Question Action Has client ever had a previous positive HIV Test? o No o Yes o Don t know o Declined to answer Has client ever tested negative? o No o Yes o Don t know o Declined to answer Has client used or is client currently using antiretroviral medication (ARV)? o No o Yes o Don t know o Declined to answer If you select Yes, the following appears: Date first positive HIV Test If you select Yes, the following appears: Date last negative HIV test If you select Yes, the following appear: o Medication 1: o Medication 2: o Medication 3: o Medication 4: o Date ARV began? o Date of last ARV use? Type or select the date. (MM/DD/YYYY) Type or select the date. (MM/DD/YYYY) Type or select the appropriate medications and dates. (MM/DD/YYYY) Entering HIV Testing Data into EvaluationWeb Page 19 of 30

20 Submitting a Form Submitting a form Once you have completed all the sections of the CTR form, you are ready to commit the data to the database. Step 1. Click Submit Form. Action Result: The Data Submitted dialog box appears. 2. Click OK. Result: The dialog box closes and the information on your form is submitted. Important: CTR forms lock 120 days after they are submitted or modified, at which point they can no longer be modified. To request that a form be unlocked, send a request to the Luther Consulting Supportive Services help desk. (See Getting Help for contact information.) Entering HIV Testing Data into EvaluationWeb Page 20 of 30

21 Viewing and Editing a Submitted Form Viewing a form Perform the following steps to view a submitted form. Step Action 1. In the EvaluationWeb window, click Data Entry. 2. Click View Test Information. Result: The Form ID tab appears and displays a list of previously submitted forms. 3. Does the Form ID you want to view appear in the list of Form IDs? If yes Go to Step 4. If no Skip to Step 5. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 21 of 30

22 Viewing and Editing a Submitted Form, Continued Viewing a form, (continued) Step Action 4. Click the View ID button for the Form ID you want to view. Result: The form displays on the View Info tab. Scroll to view the form s data. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 22 of 30

23 Viewing and Editing a Submitted Form, Continued Viewing a form, (continued) Step Action 5. Use filtering to find and select your Form ID: A. Click the Please enter Form ID box and start typing a Form ID in the box. B. Click the desired Form ID in the list. C. Click the Submit Form ID button. Result: The selected form opens on the View Info tab. Scroll to view the form s data. Note: You must click a Form ID in the list (as seen Step B above) before you click the Submit Form ID button. If you click the Submit Form ID button before clicking an ID, you will receive a message saying the Form ID does not exist. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 23 of 30

24 Viewing and Editing a Submitted Form, Continued Editing a form Note: EvaluationWeb lock CTR forms 90 days from the Session Date, at which point changes can no longer be made. To have a locked CTR form unlocked, or to have a form deleted, EvaluationWeb users with administrator accounts can use the Administrator function to send a request to Luther Consulting. Once you display a form on the View Info tab, perform the following steps to edit a submitted form. Step 1. Click the Edit Test tab. Action Result: The submitted form appears in editing mode. 2. Edit any values as necessary. 3. When finished, click Submit Form at the bottom of the form. Entering HIV Testing Data into EvaluationWeb Page 24 of 30

25 Printing and Exporting a Submitted Form Printing a form Perform the following steps to print a form. Step Action 1. Click the View Info tab. 2. At the bottom on the form, click Print Form. Result: The form opens in preview mode. 3. In the Print dialog box, make appropriate selections. 4. Click Print to initiate printing. Exporting a form to PDF Perform the following steps to export a form to PDF format. Step Action 1. Click the View Info tab. 2. At the bottom on the form, click Export to PDF. Result: The form opens in a PDF window. Entering HIV Testing Data into EvaluationWeb Page 25 of 30

26 Setting Default Responses in the CTR Form Accessing the defaults window You may set default responses for items in the CTR form that often have the same response for many testing events. Follow the steps below to access the defaults setting window. Note: Any defaults you set apply only to the forms you work on. They do not apply to other staff members at your agency. Step Action 1 Log in to EvaluationWeb, and then access the main EvaluationWeb page. (See Accessing the Form for instructions.) 2 Click the Other button. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 26 of 30

27 Setting Default Responses in the CTR Form, Continued Accessing the defaults window, (continued) Step 3 Click the Set Defaults button. Action Result: The defaults window opens in a tabbed interface with the Client Defaults tab active. Setting your defaults Follow the steps below to set default responses for your CTR forms. 1 Click the Client Defaults tab in the defaults window. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 27 of 30

28 Setting Default Responses in the CTR Form, Continued Setting your defaults, (continued) 2 Make selections for all items in the window that you want create default responses for. Notes: You may select more than one value for Default Race. Do not select responses for items that you do not want to have default setting; leave them blank. 3 Click the Set Defaults button at the bottom of the window. Result: The Data Submitted dialog box appears. 4 Click OK. Result: The dialog box closes, and your client default settings are saved. Continued on next page Entering HIV Testing Data into EvaluationWeb Page 28 of 30

29 Setting Default Responses in the CTR Form, Continued Setting your defaults, (continued) 5 Click the Testing Defaults tab. 6 Make selections for all items in the window that you want create default responses for. 7 Click the Set Defaults button at the bottom of the window. Result: The Data Submitted dialog box appears. 8 Click OK. Result: The dialog box closes and your testing default settings are saved. 9 Click the Client Risk Defaults tab. 10 Make selections for all items in the window that you want create default responses for. Note: You may select more than one value for Default Additional Risks. 11 Click the Submit Defaults button at the bottom of the window. Result: The Data Submitted dialog box appears. 12 Click OK. Result: The dialog box closes and your client risk default settings are saved. Entering HIV Testing Data into EvaluationWeb Page 29 of 30

30 Getting Help Getting Help Contact the Luther Consulting Supportive Services help desk for assistance with EvaluationWeb, including username and password issues. Address: Toll-Free Phone: Option 1 Hours of Operation Monday Friday, 8:30 a.m. to 5:30 p.m. ET Entering HIV Testing Data into EvaluationWeb Page 30 of 30

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