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How to maintain the request form lists

Add, correct and retire the options offered in the dropdown lists of the request forms. Each module keeps its own lists. A few lists are shared by every module.

An option a user cannot find on the request form is almost always inactive, or was added under a different module.

Before starting

  • An account with administrator rights

Where each list is

Each test the installation runs has its own tab on ADMIN → Test Settings. Each tab lists that test's pages.

Test Settings tab Lists
HIV Viral Load Sample Types, Test Reasons, Results, Rejection Reasons, Test Failure Reasons, Recommended Corrective Actions, ART Regimen
EID Sample Types, Test Reasons, Results, Rejection Reasons, Recommended Corrective Actions
COVID-19 Sample Types, Test Reasons, Results, Rejection Reasons, Recommended Corrective Actions, Comorbidities, Symptoms, QC Test Kits
Hepatitis Sample Types, Test Reasons, Results, Rejection Reasons, Comorbidities, Risk Factors
TB Sample Types, Test Reasons, Results, Rejection Reasons, Recommended Corrective Actions
CD4 Sample Types, Test Reasons, Rejection Reasons
Custom Tests Test Type Configuration, Sample Types, Test Reasons, Rejection Reasons, Test Failure Reasons, Symptoms, Test Result Units, Test Methods, Test Categories

The lists that serve every module sit under ADMIN → Reference Lists: Geographical Divisions, Implementation Partners and Funding Sources. Lab Storage sits under ADMIN → Settings.

A sample type added on the HIV Viral Load tab does not reach the EID form. Add it on the tab of each test that needs it.

Add an entry

Choose the installation type, then follow its steps from top to bottom.

  1. Go to ADMIN → Test Settings, select the test's tab, then select the list. For example, ADMIN → Test Settings, the HIV Viral Load tab, then Sample Types. For a shared list, go to ADMIN → Reference Lists and select the list.

  2. Select the add button at the top right of the list. It is named after the list, such as Add VL Sample Type.

    Add button on each list
    List Button
    HIV Viral Load tab Add VL Sample Type, Add VL Sample Rejection Reasons, Add VL Test Reasons, Add VL Results, Add VL ART Regimen, Add VL Test Reason (on Test Failure Reasons), Add Recommended Corrective Actions
    EID tab Add EID Sample Type, Add EID Sample Rejection Reasons, Add EID Test Reasons, Add EID Results
    COVID-19 tab Add Covid-19 Sample Type, Add Covid-19 Sample Rejection Reasons, Add Covid-19 Test Reasons, Add Covid-19 Results, Add Covid-19 Symptoms, Add Covid-19 Co-morbidities, Add New Covid-19 QC Test Kit
    Hepatitis tab Add Hepatitis Sample Type, Add Hepatitis Sample Rejection Reasons, Add Hepatitis Test Reasons, Add Hepatitis Results, Add Hepatitis Co-morbidities, Add Hepatitis Risk Factors
    TB tab Add TB Sample Type, Add TB Sample Rejection Reasons, Add TB Test Reasons, Add TB Results
    CD4 tab Add CD4 Sample Type, Add CD4 Sample Rejection Reasons, Add CD4 Test Reasons
    Custom Tests tab Add Sample Type, Add Testing Reason, Add Test Failure Reason, Add Symptoms, Add Sample Rejection Reasons, Add Test Result Units, Add Test Methods, Add Test Categories, Add Test Type
    Reference Lists Add New Geographical Divisions, Add Implementation Partners, Add Funding Sources

  3. Enter the name of the entry, and its code where the form asks for one.

  4. Set the status to Active.
  5. Select Submit.
  6. Open the request form. The entry appears in its dropdown.
Adding a district

On Geographical Divisions, leave Parent Geographical Division blank when adding a province. Set it to the province when adding a district. A district with no parent appears under no province on the request form.

On a standalone installation

On a standalone installation, Geographical Divisions and the lists on the Custom Tests tab (except Test Type Configuration) show no add button. They are maintained on the STS only.

A LIS shows these lists without add buttons. The lists come from the STS.

  1. Ask the STS administrator to add the entry on the STS.
  2. Once it is added, select Force Remote Sync at the bottom right of any LIS page.
  3. Open the request form. The entry appears in its dropdown.
Lab Storage is maintained by the lab

Lab Storage is maintained by the lab: on the LIS, or on the STS by a testing-lab user. ADMIN → Settings → Lab Storage belongs to the lab. Select Add Lab Freezer/Storage there to add a freezer.

Retire an entry

Set entries inactive instead of deleting them. An inactive entry leaves the form, and stays readable on the records that already use it.

  1. Open the list, as in step 1 of Add an entry.
  2. In the entry's row, set the status to Inactive.
  3. Select OK to confirm.
  4. Open the request form. The entry is no longer offered.
If the row has no status list

Select Edit on the row, set the status to Inactive, and select Submit. On a LIS, the status cannot be changed. Retire the entry on the STS. On a standalone installation, retire entries on the Custom Tests tab on the STS.

Renaming or removing a province or district

The facilities under it lose their link, and the location filters on every report stop matching. Agree the change with the national team first.

To fold a duplicate province or district into another, use Merge Geographical Divisions on the Geographical Divisions list. It is on the STS only.

Set up a Custom Test

A Custom Test is a test type that is not one of the built-in modules. It is defined under ADMIN → Test Settings, on the Custom Tests tab, under Test Type Configuration.

  1. Add at least one entry under Test Methods. Every result group needs one. Add units under Test Result Units if results carry a unit.
  2. Add the sample types, test reasons and rejection reasons it needs, under the matching lists on the Custom Tests tab.
  3. Go to ADMIN → Test Settings, select the Custom Tests tab, then select Test Type Configuration.
  4. Select Add Test Type and define the test, or select Import Test Type to load one exported from another installation.

Confirm it worked

Change Check
New entry It appears in its dropdown on the request form
Retired entry It leaves the form and stays readable on an existing record
New district It appears under its province on the request form
New Custom Test It appears in the Custom Tests request form