UgandaEMR User Manual
  • Introduction
  • Terminologies
  • System Setup and Configuration
    • UgandaEMR 1.x Installation
    • UgandaEMR 2.x Installation
    • UgandaEMR 3.x Installation
    • Linux Installation
    • Post-installation Configuration
  • Backup and Restoration
    • Linux backup
  • Upgrading UgandaEMR
    • Trouble Shooting
  • Configuring your installation
  • Managing User Accounts
  • Provider Management
    • Creating a New Provider
    • Making an existing user a provider
  • Patient Management
    • Finding Patient
    • Patient Registration
  • Fingerprint
    • Configuration
    • Search by Patient Fingerprint
    • Add Patient Fingerprint
  • Entering Client Information
    • HIV Testing Services Client Card
    • ART Card
    • HIV Exposed Infant Card
    • HIV Counseling and Testing Client Card
    • Maternal and Child Health Cards
    • Safe Male Circumcision
    • Outpatient Form
  • Reporting
    • UgandaEMR Reports
    • Cohort Builder
    • Data Export
    • Sending Report to DHIS2
    • Sending Metrics Report
    • Audit tool Reports
    • Troubleshooting Report Tips
  • Data Quality Checks
  • Patient Provider Notifications
    • Configurations
    • Message Customization
    • Patient Enrollment
    • Patient De-registration
  • Patient Flags
  • Program Workflows
    • Differentiated Service Delivery Models (DSDM)
    • HIV Recency Testing
    • ART Regimen Lines
    • Tuberculosis
    • COVID19
  • Troubleshooting Tips
  • Uninstalling UgandaEMR
    • Unistalling UgandaEMR older versions
  • Point of Care (POC)
    • Installation and Configuration
      • Roles
    • Work Flows
      • Reception
      • Triage
      • Clinician
        • HIV Clinic
      • Laboratory
      • Pharmacy
  • Data Exchange
    • ART Access Integration
    • Viral Load Integration
    • Send Aggregate Reports
    • Patient Data Upload
      • Uploading Viral Load Results
  • UgandaEMR Mobile
    • Introduction
    • Download Patients
  • Release Notes
    • 1.0.14
    • 1.0.16
    • 1.0.17
    • 2.0.0
    • 2.1.0
    • 3.0.0
    • 3.0.4
    • 3.1.0
    • 3.1.3
    • 3.2.0
    • 3.3.0
    • 3.3.7
    • 3.4.1
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On this page
  • Summary Page
  • Enter a New Summary Page
  • Transfer In
  • Edit an Existing Summary Page
  • Health Education Page
  • ART Encounter Page
  • Limiting Visits on a Specific Day and Public Holidays
  • Viral Load Data
  • Common Errors
  • Timeout when entering data
  • Contact System Administrator on Saving Encounter
  • Unable to determine the number of patients scheduled due to error on the ART Clinical Assessment form

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  1. Entering Client Information

ART Card

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Last updated 3 years ago

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This section describes how to enter data from the ART card.

Summary Page

Enter a New Summary Page

  1. Go to the patient dashboard

  2. Create a past visit with the same date as the HIV enrolled date on the blue card

  3. The visits page is displayed, with the current visit displayed along with a link to the summary page

  4. Click the link to the HMIS 122a HIV Care ART Card - Summary Form to enter the summary page

Transfer In

A transfer occurs when a patient who is currently in care in one facility, moves to start receiving care from your facility.

  1. The HIV Enrolled Date for the client is the date when they first come to your facility to receive care and is the date they are entered in the Pre-ART Register and assigned a number.

  2. In this case the ART Start Date can be earlier than the HIV Enrolled date

  3. Set the Eligible for ART and the Eligible and Ready dates to be the same date as the HIV Enrolled Date to overcome a validation check in UgandaEMR 2.0.0

For a patient enrolled into care on April 7, 2018, started ART on September 12, 2018, then transferred into a facility on July 1, 2019. The dates are as follows:

  • HIV Enrolled Date - July 1, 2019

  • Eligible for ART - July 1, 2019

  • Eligible and Ready - July 1, 2019

  • ART Start Date - September 12, 2018

Edit an Existing Summary Page

Only one summary page can be entered for each patient, so creating a new summary page will load the existing page for the patient.

Health Education Page

To capture the health education info, follow the steps below;

ART Encounter Page

To capture the ART Card Encounters, follow the steps below;

  1. Because the encounter chart has a very long table,it was split into four sections(or tables).

  2. Click the Enter Form button to save the encounter record

Limiting Visits on a Specific Day and Public Holidays

The default configuration restricts the maxiumum number of patients who can be seen on a day to 100 and disables the ability to set a predefined public holiday.

Changing the default number of patients who can be seen per day

  1. Login as a user with administrator privileges

  2. Click legacy administration link as circled in the image below

  3. Click the "Save" button in the bottom right hand corner

Viral Load Data

The recommendation for entering viral loads is as follows:

  1. Enter the viral load in the first encounter after the results have been received at the facility

  2. The viral load information is entered on the ART Encounter page from the results slip in the bottom left hand corner as follows:

  • Date Viral Load Taken - the date when the patient was bled for viral load

  • Viral Load Results:

    • Detected - a viral load result was detected which enables the Viral Load field to enter the copies found

    • Not Detected - no viral load detected

    • Sample Rejected - there are issues with the sample so the patient has to be bled again

  • Viral Load - the copies per ml

Common Errors

Timeout when entering data

Should the page fail to save, due to a timeout session/when you have spent more than a 20 minutes without saving, do the following:

Contact System Administrator on Saving Encounter

Should the Encounter fail to Save indicating the above message in the top right Corner of the screen, do the following

  1. Uninstall the existing version of Firefox

  2. Download and Install the latest version of firefox.

  3. Restart the computer and launch UgandaEMR

  4. Enter the Encounter Data and Save

Unable to determine the number of patients scheduled due to error on the ART Clinical Assessment form

  1. Application: Edits Existing Encounters

  2. Application: Schedules Appointments

  3. Application: Schedules And Overbooks Appointments

  4. Data Entry

  5. System Developer

  6. Provider

Go to the patient dashboard and click Add Past Visit link as described in the chapter entitled Entering Client Information > Visits > Add Past Visit. to access the steps.

Click the HMIS 122a HIV Care ART Card-Health Education Form

You should see the health education form like this

Select the Attending Clinician

Enter the details as shown. Be sure to select the Yes checkbox so as enter date and comment

Scroll to the bottom and hit the Enter Form button

Once added successfully, you should see a page showing the most recent health education form added

Go to the patient dashboard and click Add Past Visit link as described in the chapter entitled Entering Client Information > Visits > Add Past Visit. to access the steps.

Click the *HMIS 122a HIV Care ART Card-Encounter Form

You should see the Encounter form looking like this

Capture the first section as below

Capture the second section as below

Capture the third section as below

Capture the fourth section as below - TBD add entry of detectable and undetectable viral loads results

You should see a new page

Click on the visit circled on the left to see the saved encounter record

Under Maintenance in the middle column, select Settings

Click Ugandaemr in the left hand column, and select the "Maximum Patients Per Day " variable

Scroll to the upper most part of the page, Enter your username and password

Scroll to the bottom and hit the Enter Form button

Once added successfully, you should see a page showing the most recent Encounter form added

On data entry, the user may get an error unable to determine the number of patients scheduled due to error. as shown below. This is because the user does not have the necessary privillages. Follow the steps as explained here

Click here
Click here
Adding user roles
ART Encounter Viral Load section
Patient Visit Details
ART card - HIV enrolled date
Start and End Dates for Past Visit
Health Education Facade
Attending Clinician
ART Card Summary Page
Health Education Success
Encounter Page link
Art Card Encounter section 1
Health Encounter Enter Form
Health Education Basics
Select Health Education Form
Art Card Encounter Section 2
Legacy System Adminstration Link
Art Card Encounter Section 4
Encounter Page After saving
Art Card Encounter Section 3
Art Card Encounter Saved Page
Login
Settings Link
Art Card Encounter
Health Encounter Enter Form
Session Timeout
Health Education Success
Unable to determine patients scheduled on a particular day
Maximum Patients Per Day settings