Minimum Data Requirements of COVID-19-Related Information Systems

September 14, 2020

DOH DEPARTMENT MEMORANDUM NO. 2020-0397

 

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 surveillance. The current COVID-19 endemic has highlighted the need for timely, accurate, and relevant surveillance and epidemiologic information on COVID-19 cases and their close contacts in 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. HTcADC

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.

II. GENERAL GUIDELINES

1. All COVID-19 related information systems shall include the specified minimum 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 through the COVID Document Repository System (CDRS) and Laboratory Information System API."

III. SPECIFIC GUIDELINES

1. Table 1 shows the minimum required data fields and their corresponding data type, description (in relation to the information system), format, and description.

2. 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.

3. Disease Reporting Units are only allowed to obtain 1 copy of accomplished CIF from a patient.

4. 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.

5. 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 Reporting Unit	String	Reporting Health Facility	National Health Facility Registry Format	The name of the facility (i.e., hospital, laboratory, health center, etc.) that is reporting the case.
PhilHealth No.	Integer(12)	PhilHealth Number	xxxx-xxxx-xxxx	A 12 digit number, as reflected in the PhilHealth Number Card/Identification Card/Member Data Record (MDR).
Date of Interview	Date	Date of Interview	mm/dd/yyyy	When the interview with the case was conducted.
Full name	String	1.   Last Name		The name of the case being interviewed as it appears in their birth certificate.
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 (Checkbox)	Sex	(Male, Female)	The sex of the case as it appears in their birth certificate.
Current Address in the Philippines and Contact Information 1.  House No./Lot/Bldg.	String	1.  House No./Lot/	PSGC Format	This refers to the present address of the case.
Home Phone No.	String	Telephone	(xx) xxxx-xxxx	The current telephone 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 Address	[email protected]	The email address of the case which he/she uses most frequently.
Date of First Consult	Date	Date of First Consult	mm/dd/yyyy	When the case first consulted a health professional.
Date of Admission	Date	Date of Admission	mm/dd/yyyy	When the case was admitted in a hospital or isolation/
Disposition at Time of Report	String (Checkbox)	Disposition at Time of Report	•   Admitted in hospital (indicate hospital, date and time admitted)	Disposition of the patient at the time of report.
			•   Admitted in isolation/quarantine facility (indicate facility, date and time admitted)
	Date		•   In home isolation or quarantine (indicate date and time started)
			•   Discharged to home
			•   Discharged (Date of discharge mm/dd/yyyy)
			•   Others
Health Status at Consult	String (Checkbox)	Patient's Health Status	•   Asymptomatic	Health status of the patient at the time of the interview.
Date of Onset of Illness	Date	Date Onset of Illness	mm/dd/yyyy	The date when the signs (i.e., objective clinical finding as determined by a licensed physician) of illness first appeared and/or when the symptom/s (e.g., fever, cough, sore throat, dyspnea, etc.) were first felt.
Date of Specimen for PCR testing collected	Date	Date Specimen for PCR Collected	mm/dd/yyyy	The date when the specimen for PCR testing was collected.
Classification	String (Checkbox)	Case classification at consult	•    Suspect	The classification of the patient at the time of interview.
II. Case Investigation Details
Health Care Worker	String (Checkbox) String	Health Care Worker	Yes, No Yes, name and location of health facility	Refers to medical, allied medical, and other necessary personnel regardless of the nature of employment assigned 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 Overseas Filipino/Foreign National Traveler	String (Checkbox) String	Returning Overseas Filipino/Foreign National Traveler	Yes, No Indicate Country of Origin	A Returning Overseas Filipino is a Filipino citizen who is returning to the Philippines from abroad. There are two (2) categories:
				1. Overseas Filipino Workers (OFWs) — are overseas Filipinos whose primary reason for being outside the country or for leaving the country is due to a contract of employment 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.
				A Foreign National Traveler is a person who is not a naturalized citizen of the country in which they are living/traveling.
Locally Stranded Individual	String (Checkbox) String	Locally Stranded Individual	Yes, No Yes, indicate city/mun./prov. of origin	A Locally Stranded Individual is a foreign national or Filipino citizen (e.g., construction and 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.
Lives in Closed Settings	String (Checkbox) String	Lives in closed setting	Yes, No Yes, specify the type and the name of the institution	If the case currently resides in a closed settings setting such prisons, residential facilities, retirement communities, care homes, camps, etc.
Test Done	String (Checkbox)	Type of Test Done	•   RT-PCR (OPS)	Type of COVID-19 test done.
Date Collected	Date	Date Specimen Collected	mm/dd/yyyy	The date when the specimen was collected for testing.
Results	String (Checkbox)	Results of Test Conducted	•   Pending	Results of the COVID-19 test conducted.
			Antibody Test
Outcome	String (Checkbox) Date	Outcome	•   Active	Outcome of the case.
III. Contact Tracing
History of exposure to known probable and/or confirmed COVID-19 case 14 days before the onset of signs and symptoms	String (Checkbox) Date	History of Exposure to known probable and/or confirmed COVID-19 case 14 days before the onset of signs and symptoms	Yes, No, Unknown Yes, date of LAST contact (mm/dd/yyyy)	If the patient has history of exposure to known probable and/or confirmed COVID-19 case 14 days before the inset of signs and symptoms.
Exposure to place with known COVID-19 community transmission 14 days before the onset of signs and symptoms	String (Checkbox) Date	History of Exposure to place with a known COVID-19 community transmission 14 days before the onset of signs and symptoms	Yes, No, Unknown exposure Yes, specify place (Checkbox) and provide details such as name of establishment, transport service venue, location, etc. and date of visit in MM/DD/YYYY)	If the patient has history of exposure to place with a known COVID-19 community transmission 14 days before the onset of signs and symptoms.

 

Furthermore, the attached revised Case Investigation Form shall be used as the standard form for COVID-19 notifiable disease reporting. In addition, the guide to accomplishing the revised CIF shall be used to fill out the said form. aScITE

For strict compliance.

(SGD.) FRANCISCO T. DUQUE III, MD, MScSecretary of Health

ATTACHMENTS

Case Investigation Form

Guidelines in Filling Out the Case Investigation Form Version 7 For Covid-19