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Republic of the Philippines Department of Health OFFICE OF THE SECRETARY October 1, 2020 DEPARTMENT MEMORANDUM No. 2020-0436 TO: ALL UNDERSECRETARIES AND ASSISTANT SECRETARIES; DIRECTORS OF BUREAUS AND CENTERS FOR HEALTH DEVELOPMENT: MINISTER OF HEALTH — BANGSAMORO AUTONOMOUS REGION IN MUSLIM MINDANAO; EXECUTIVE DIRECTORS OF SPECIALTY HOSPITALS; CHIEFS OF MEDICAL CENTERS, HOSPITALS, SANITARIA AND INSTITUTES; PRESIDENT OF THE PHILIPPINE HEALTH INSURANCE CORPORATION; ALL DISEASE REPORTING UNITS: ALL LOCAL GOVERNMENT __UNITS: ALL HOSPITAL FACILITIES: ALL LICENSED COVID-19 TESTING LABORATORIES; AND OTHERS CONCERNED SUBJECT: Minimum Data Requirements of COVID-19-Related Information Systems I. BACKGROUND The Department of Health continuously recalibrates its strategies to mitigate the effects of COVID-19 pandemic. Among its top priority is to further strengthen COVID-19 surveillancg}. The current COVID-19 endemic has highlighted the need for timely, accurate, and relevant in ~ surveillance and epidemiologic information on COVID-19 casesand their close contacts the country. Such must be underscored in all levels from the disease reporting units (DRUs)or hospitals, local epidemiology and surveillance units (LESUs), regional epidemiology and surveillance units (RESUs) and the Epidemiology Bureau. To facilitate the submission of important COVID-19 information, and to ensure the interoperability of existing COVID-19-related information systems, the following shall serve as the minimum data fields for the COVID-19 Case Investigation Form (CIF) and COVID-19 information systems. Il. GENERAL GUIDELINES minimum 1. All COVID-19 related information systems shall include the specified data requirements. 2. The revised Case Investigation Form (CIF) shall contain the specified minimum data requirements. 3. Disease reporting units shall complete these data when filling out the Case Investigation Form (CIF) in accordance with Department Circular No. 2020-0318 entitled “Mandatory Submission of Accurate, Complete, and Timely COVID-19 Case Data __ Line 651-7800 local 1108, 1111, 1112, 1113 Building 1, San Lazaro Compound, Rizal Avenue, Sta. Cruz, 1003 Manila e Trunk Direct Line: 711-9502: 711-9503 Fax: 743-1829 @ URL: http://www.doh.gov.ph; e-mail: [email protected] through the COVID Document Repository System (CDRS) and Laboratory Information System API.” Hil. SPECIFIC GUIDELINES l. Table 1 shows the minimum required data fields and their corresponding data type, description (in relation to the information system), format, and description. The Case Investigation Form is meant to be administered as an Interview by a health care worker or any personnel of the Disease Reporting Unit. This is not a Self- Administered Questionnaire. 1 CIF from . Disease Reporting Units are only allowed to obtain copy of accomplished a patient. All items must be filled out or must have a check mark on the appropriate box. Items with asterisks (*) are required fields and must be filled in completely and properly. | Never leave an item blank, just write N/A or not applicable. The Guidelines in Filling Out The Case Investigation Form Version 7 for COVID-19 shall be read prior to accomplishing the revised CIF. Table 1. Minimum Required Data Fields for COVID-19-related Information System Field Name Data Type Description Format Description I. Patient Information Disease String Reporting National The name ofthe facility Reporting Unit Health Health Facility (i.e. hospital, Facility Registry laboratory, health Format center, etc.) that is reporting the case. PhilHealth no. Integer(12) PhilHealth XXXX-XXXX- A 12 digit number, as Number XXXX reflected in the PhilHealth Number Card/Identification Card/Member Data Record (MDR). When Date of » Date Date of mm/dd/yyyy the interview Interview Interview with the case was conducted. Full name String 1. Last Name The nameof the case 1. Last Name 2. First being interviewedasit 2. First Name Name (and appearsin their birth (and Suffix) Suffix) certificate. 3. Middle Name 3. Middle |Name Birthday Date Date of Birth mm/dd/yyyy The birth date of the case as it appears in their birth certificate. Age Integer(3) Age The age in years of the case in whole number. Sex String Sex (Male, Female) The sex of the case asit (Checkbox) appears in their birth certificate. Current Address String 1. House PSGC Format This refers to the in the Philippines No./ Lot present address of the and Contact Building/ case. _ Information No. For cases who live in 2. Street/Pu- closed settings such as 1. House No./ rok/Sitio prisons, residential Lot/ Bldg/ 3. Barangay facilities, retirement 2. Street/Purok/ 4. Municipa- communities, care Sitio lity/ City homes, camps etc., use 3. Barangay 5. Province the address of the 4. Municipality/ institution where the City case currently resides. 5. Province (XX) XXXX- The current telephone Home Phone No. | String Telephone XXXX number (with area code) of the case at home. Cellphone No. String Cellphone XXXX-XXXXXXX The cellphone number of the case or any cellphone number where he/she can be contacted immediately. Email Address String Email xxx@emailser The email address of Address vice. the case which he/she com uses most frequently. When had Date of First Date Date of First mm/dd/yyyy thecase first Consult Consult a COVID-19 related consultation with a health professional. Date of Date Date of mm/dd/yyyy When the case was Admission Admission admitted in a hospital or isolation/quarantine facility. Indicate earliest date of admission if patient was |1) admitted in multiple health facilities. Disposition at String Disposition e Admitted in Disposition of the Time of Report. (Checkbox) at Time of hospital patient at the time of Report (indicate report. hospital, date and time admitted) e Admitted in isolation/ quarantine facility (indicate facility, date and time Date admitted) e In home isolation or quarantine (indicate date and time started) e Discharged to home e Discharged (Date of discharge mm/dd/ yyyy) e Others Health Statusat String Patient’s e Asympto- Health status of the Consult (Checkbox) Health Status matic patient at the time of the e Mild interview. Moderate Severe Critical Classification String Case Suspect The classification of the (Checkbox) classification Probable patient at the time of at consult Confirmed interview. Non- COVID-19 Case II. Case Investigation Details Wo Health Care String Health Care Yes, No Refers to medical, allied Worker (Checkbox) Worker medical, and other necessary personnel String Yes, name and regardless of the nature location of of employment assigned health facility in hospitals, and health facilities who are directly catering to or exposed to persons who are classified as either suspect, probable or confirmed COVID-19 cases. Returning String Returning Yes, No A Returning Overseas Overseas (Checkbox) Overseas Filipino is a Filipino Filipino Filipino citizen whots returning String Indicate to the Philippines from © Country of abroad. There are two Origin (2) categories: 1.Overseas Filipino Workers (OF Ws) - are overseas Filipinos whose primary reason for being outside the country or for leaving the country is due to a contract of enployment in a foreign nation or a vessel flying another nation’s flag. 2.Non-Overseas Filipino Workers (Non- OFWs) - are overseas Filipinos whose primary reason for being outside the country is not due to a contract of employment in a foreign nation or a vessel flying another nation’s flag. Foreign National String Foreign Yes, No A Foreign National Traveler (Checkbox) National Traveler is a person Traveler whois not a naturalized String Indicate citizen of the country in Country of which they are Y, Origin living/traveling. Locally Stranded String Locally Yes, No A Locally Stranded Individual/ (Checkbox) Stranded Individual is a foreign APOR/ Traveler Individual/ national or Filipino String APOR/ Yes, indicate citizen (e.g. Traveler city/mun/prov_ construction and of origin domestic workers, tourists, students, among others) in a specific locality within the Philippines who have expressed intention to return to their place of residence/home origin. APOR — Authorized Persons Outside Residence Lives in Closed — String Lives in Yes, No If the case currently Settings (Checkbox) closed resides in a closed settings setting such prisons, String Yes, specify residential facilities, the type and retirement communities, the name of care homes, camps etc. the institution Date of Onset of Date Date Onset mm/dd/yyyy The date when the signs Illness of Illness (i.e. objective clinical finding as determined by a licensed physician) of illness first appeared and/or when the symptoms(e.g. fever, cough, sore throat, dyspnoea etc.) were first felt. Test Done String Type of Test @ RT-PCR Type of COVID-19 test (Checkbox) Done (OPS) done. e RT-PCR (NPS) e RT-PCR (OPS and NPS) e RT-PCR |_|(specimen y“ type) e Antigen Test e Antibody Test e Others, specify Date Collected Date Date mm/dd/yyyy The date when the Specimen specimen was collected Collected for testing. Results String Results of Pending Results of the COVID- (Checkbox) Test Positive 19 test conducted. Conducted Negative Equivocal Antibody Test e IgM (+) IgG (-) e IgGs) IgM (-) e IgM (+) IgG (+) e IgM (-) IgG (-) Other test, specify result Outcome String Outcome e Active Outcomeofthe (Checkbox) @ Recovered COVID-19 suspect/ , Date of probable/confirmed Date Recovery case. (mm/dd/yyyy) e Died, Date of Death (mm/dd/yyyy), Cause of Death (Immediate, Antecedent, Underlying) Ill. Contact Tracing History of String History of Yes, No, If the patient has history to known exposure to (Checkbox) Exposure to Unknown of exposure known probable known probable and/or 4hat and/or confirmed Date probable confirmed COVID-19 COVID-19 case and/or Yes, date of case 14 days before the 14 days before confirmed LAST contact onset of signs and the onset of signs COVID-19 (mm/dd/yyyy) symptoms orif and symptoms or case 14 days asymptomatic, 14 days if asymptomatic, before the before swabbing or 14 days before onset of signs specimen collection.