How to register a viral load test request¶

Register a sample that has a paper request form and no Sample ID, so it gets a Sample ID and joins the testing queue.

For samples that arrive in a package with a manifest, do not register them one by one. See How to receive samples sent on a manifest.

Before starting¶

A completed paper request form
Permission to add test requests

Forms per test type¶

Each test type has its own Add New Request form.

Test type	Menu
HIV viral load	HIV VIRAL LOAD → Request Management → Add New Request
Early infant diagnosis	EARLY INFANT DIAGNOSIS (EID) → Request Management → Add New Request
Tuberculosis	TUBERCULOSIS → Request Management → Add New Request
Custom Tests	OTHER LAB TESTS → Request Management → Add New Request

The steps below follow one country's viral load form. Other country forms use different labels and fields. The other test types have their own forms. For example, the EID form identifies the child by Infant Code, and the Custom Tests form starts with Test Type. Fields marked with a red asterisk are mandatory.

Choose where the request is registered, then follow its steps from top to bottom.

At the testing labAt a health facility (STS)

Go to HIV VIRAL LOAD → Request Management → Add New Request.
If the lab prints barcode labels, leave Print Barcode Label ticked.

Clinic Information¶

Choose the State/Province.
Choose the District/County. The list shows only the districts of the chosen province.
Choose the Clinic/Health Center that collected the sample.

If the facility is missing from the list

The facility is not created yet, or it is not linked to viral load testing. Ask the administrator to add it. See How to administer InteLIS.
Choose the Implementing Partner and the Funding Source, if the paper form gives them.
Choose the Testing Lab.

Patient Information¶

Enter the ART (TRACNET) No. exactly as it appears on the paper form. InteLIS shows the patient's earlier requests: No. of times Test Requested for this Patient, Last Test Request Added On LIS/STS and Sample Collection Date for Last Request.

If the last request has the same collection date as the paper form

The sample is probably registered already. Do not save a second request. Search for the patient in View Test Requests first.
Enter the Date of Birth.

If the paper form has no date of birth

Enter If DOB unknown, Age in Years. For a patient under one year old, enter If Age < 1, Age in Months.
Enter the Patient Name (First Name, Last Name).
Choose the Sex.

Sample Information¶

Enter the Date of Sample Collection from the paper form, not the date of data entry. InteLIS fills the Sample ID. It cannot be typed.
Enter the Sample Dispatched On date.
Choose the Sample Type.
Enter the Date Sample Received at Testing Lab.

Treatment and indication¶

Fill Treatment Information from the paper form: Date of Treatment Initiation, Current Regimen, Date of Initiation of Current Regimen and ARV Adherence.
Choose the Indication for Viral Load Testing: Routine Monitoring, Repeat VL test after suspected treatment failure adherence counselling or Suspect Treatment Failure.
Leave Laboratory Information empty. It is filled when the result is captured. See How to capture viral load results.

Save¶

Select Save to return to the request list, or Save and Next to open a new form for the next paper form.

If Save and Next carries details over to the new form

The lab is configured to copy the request into the next form. Check every carried-over field against the next paper form before saving.

If no barcode printer is listed

Select Change/Retry to pick the printer.
Go to HIV VIRAL LOAD → Request Management → View Test Requests.
Search for the patient identifier or the Sample ID. The request shows the status Sample Registered at Testing Lab.

To correct a mistake, select Edit on the row.

Next, add the sample to a batch. See How to batch samples for testing.

Go to HIV VIRAL LOAD → Request Management → Add New Request.
If the facility prints barcode labels, leave Print Barcode Label ticked.

Clinic Information¶

Choose the State/Province.
Choose the District/County. The list shows only the districts of the chosen province.
Choose the Clinic/Health Center that collected the sample.

If the facility is missing from the list

The facility is not created yet, or it is not linked to viral load testing. Ask the administrator to add it. See How to administer InteLIS.
Choose the Implementing Partner and the Funding Source, if the paper form gives them.
Choose the Testing Lab the sample goes to.

Patient Information¶

Enter the ART (TRACNET) No. exactly as it appears on the paper form. InteLIS shows the patient's earlier requests: No. of times Test Requested for this Patient, Last Test Request Added On LIS/STS and Sample Collection Date for Last Request.

If the last request has the same collection date as the paper form

The sample is probably registered already. Do not save a second request. Search for the patient in View Test Requests first.
Enter the Date of Birth.

If the paper form has no date of birth

Enter If DOB unknown, Age in Years. For a patient under one year old, enter If Age < 1, Age in Months.
Enter the Patient Name (First Name, Last Name).
Choose the Sex.

Sample Information¶

Enter the Date of Sample Collection from the paper form, not the date of data entry. InteLIS fills the Sample ID. It cannot be typed.
Enter the Sample Dispatched On date.
Choose the Sample Type.
Leave Date Sample Received at Testing Lab empty. The testing lab fills it.

Treatment and indication¶

Fill Treatment Information from the paper form: Date of Treatment Initiation, Current Regimen, Date of Initiation of Current Regimen and ARV Adherence.
Choose the Indication for Viral Load Testing: Routine Monitoring, Repeat VL test after suspected treatment failure adherence counselling or Suspect Treatment Failure.

Save¶

Select Save to return to the request list, or Save and Next to open a new form for the next paper form.

If Save and Next carries details over to the new form

The installation is configured to copy the request into the next form. Check every carried-over field against the next paper form before saving.

If no barcode printer is listed

Select Change/Retry to pick the printer.
Go to HIV VIRAL LOAD → Request Management → View Test Requests.
Search for the patient identifier or the Sample ID. The request shows the status Sample Currently Registered at Health Center.

To correct a mistake, select Edit on the row.

Next, send the samples to the testing lab. See How to send samples to a testing lab on a manifest.