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99dots.orgDashboard Guide

99DOTS contact:

E: [email protected] Updated: April 03, 2018

Table of Contents

• How to Login

• 99DOTS Menu

• Overview

• Workflow

• Maintaining Staff Details

• Adding a Staff at District Level

• Viewing/Editing a Staff at District Level

• Adding a Staff at TU Level

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• Patient Registration

• Adding a Patient

• Viewing List of Current Patients Registered and undergoing Treatment

• Viewing List of Past Patients who have undergone Treatment

• Viewing Adherence Calendar

• Viewing Patients Details

• Linking Patients to Staff

• Linking Patients to staff from Staff Details Menu

• Linking Patients to staff from Patients Page

Table of Contents Contd…

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• Patient Management• Editing a Patient’s Details

• Editing a Patient’s Medical Details

• Altering Attention Required for Patients

• Adding Notes and Setting Current Tags

• Modifying Tags for Previous Doses

• Marking/Removing Manual Doses

• Editing Treatment Center

• Adding Test Results

• Closing a Case

• Reopening a Case

• Task List

• Training Materials

• Downloading Reports

Table of Contents Contd…

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How To Login?1. Go to 99dots.org and then Click Login.

2. Enter the username and password provided to login to the 99DOTS web site.

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STEP 2

STEP 1

STEP 3

STEP 4

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Step 1: Go to 99dots.org website from you web browser.Step 2: Click LOGIN.Step 3: Enter the username and password and click the Login button.Step 4: Click Login.

Note: For RNTCP the username and password is same as the district/TU Nikshay logins.

How To Login?

99DOTS Menu

• Overview: Overview for all patients

• Task List: Various task lists (visible to ART, district, TU, PHI logins only)

• Calendar: Month wise adherence calendar of all patients

• Current Patients: List of all current patients

• Past Patients: List of all patients who are no longer on treatment

• Staff Details: Add Staff Details at District and TU Level

• Reports: Download 99DOTS Reports

• Training Materials: View and Download various training materials

• Your Roles: View your roles and responsibilities in graphical format

• Add Case: Register Patient’s on 99DOTS

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OverviewThe Overview page provides a birds eye view of adherence for all patients. It displays:

• List of patients requiring high attention• Various graphs and chart showing adherence and enrollment details

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Workflow

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Step 1

• Maintain Staff Details at District and TU level using the Staff Detailsmenu in the 99DOTS Website and also configure alert frequency for the staff to receive SMS alerts

Step 2

• Register Patient using the Add Case menu in the 99DOTS Website

Step 3

• Link TU staff to some or all patients of the TU using the Staff Details menu in the 99DOTS Website.

Step 4

• Monitor patients for adherence using the Calendar menu in the 99DOTS website. Add Notes/Tags after interacting with patients, and perform various patient management tasks from the patient details page.

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Register Patient on 99DOTS. When registering patient, select the correct District and TU to

which the patient belongs.(Slides: 24 - 52)

Add District and TU staff details. These staff will get SMS alerts for patients listed under their district and Tus TUs

based on the alert frequency configured in this step.

(Slides: 12 - 23)

From the Staff Details menu, link patients of a particular TU to the respective TU staff. TU

staff can be linked to all patients of the TU or some patients of the TU. The TU staff will get

SMS alerts for the patients they have been linked in this step.

(Slides: 53 – 59)

Perform various on-going patient management tasks such as: Edit Patient Details, Edit Attention Required, Adding Notes and

Tags, Editing Treatment Center, Marking Manual Dosage, Closing and Reopening a Case, Downloading Treatment Cards,

Reports

(Slides: 60 – 97)

STEP 1: Staff Details STEP 2: Add Patient

STEP 5: Patient Management SSTEP 4: Link Patients to TU Staff

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Maintaining Staff Details

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Adding and Editing Staff DetailsThe Staff Details menu is used to add staff working under the particular district/TU

(e.g. DPS, DTO, TB HIV Coordinator -> district level and STS, TBHVs -> TU level).

• There is an option to set SMS alert frequency and New Patient Registration

notification when you add or edit a staff details. Based on the option

selected the district and TU staff will receive SMS alerts.

• Add a Staff– go to Staff Details from the menu, click the Add Staff tab

and fill out the form to add a staff for that district.

• View/Edit staff details– go to Staff Details from the menu, and click

on the name of the staff.

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Add a Staff – District LevelGo to Staff Details from the menu, click the Add Staff tab and fill out the form to add a staff for that district, and then click Submit.

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STEP 1 STEP 2

STEP 3: Fill Form

STEP 4

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Add a Staff – District Level

Step 1: Click Staff Details from main menu.Step 2: Click Add Staff. Step 3: Fill the form and select SMS configuration settings.Step 4: Click Submit.

Add a District Staff – Important Field Descriptions.

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Field Name Field Description

Alert Frequency You can choose how frequent the staff should get SMS alert. The options are:• None: No SMS alerts are sent• Weekly: This will give you a summary of the patient adherence for the

week. These alerts come at 8 am every Friday.

Other Alerts Send Notification SMS when ART Patients are registeredIf this option is selected, the staff will receive a notification as soon as a new TB patient is registered at ART centre.

View/Edit Staff Details - District Level Details PageGo to Staff Details from the menu and click on the name of the staff. You can edit details of the staff and then click Submit.

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STEP 1

STEP 2

STEP 3: Edit Details

STEP 4

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View/Edit Staff Details - District Level Details Page

Step 1: Click Staff Details from the main menu.Step 2: Click the name of the staff to edit the details.Step 3: Edit details from the form.Step 4: Click Submit.

Add a Staff – TU LevelGo to Staff Details from the menu > Under the list of TUs, select the TU for which you need to add the staff > click Add Staff and then fill the form.

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STEP 1

STEP 2

STEP 3

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Add a Staff – TU Level

STEP 4: Fill form

STEP 5

STEP 4: Fill the form

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Add a Staff – TU Level

Step 1: Click Staff Details.Step 2: Click the name of the TU in which you want to add the TU staff.Step 3: Click Add Staff.Step 4: Fill the form, select SMS configuration settings, and link All or Some patients to the TU staff.Step 5: Click Submit.

Add a TU Staff – Important Field Descriptions.

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Alert Frequency You can choose how frequent the staff should get SMS alert. The options are:• None: No SMS alerts are sent• Daily, Patients who have not called today. This alert comes at 3:00PM.• Daily, Patients who have not called yesterday. This alert comes at

8:00AM.• Weekly: This will give you a summary of the patient adherence for the

week. This alert comes at 8 am every Friday.

Other Alerts Send Notification SMS when ART Patients are registeredIf this option is selected, the staff will receive a notification as soon as a new TB patient is registered at ART centre. \Send Notification SMS when RNTCP Patients are registeredIf this option is selected, the staff will receive a notification as soon as a new TB patient is registered at RNTCP centre. If the staff does not want the notification, remove the tick from the check box. This option is only applicable for states that have 99DOTS implemented for TB only patients also.

Add a TU Staff – Important Field Descriptions

.


Choose Patients (to be considered for alerts)

All PatientsIf this option is selected, the staff will receive SMS notification for all the patients of that TU.Some PatientsIf this option is selected, the system will allow to select the patients that needs to be linked to a particular staff. The staff will receive SMS notification only for those selected patients. Note: Only after a patient is allocated a TU, the linking of staff to some patients can be done. The patient list will be seen only if it has been allocated a TU.

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Patient Registration

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Add a PatientGo to Add Case from the menu and fill out the form to add a patient. Ensure to select the correct district , the correct primary phone number, and the weight band. It is recommended that you add multiple phone numbers as secondary numbers.

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STEP 1

STEP 2: Fill the form

STEP 3

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Add a Patient

Step 1: Click Add Case from the main menu.Step 2: Fill the form.Step 3: Click Add Case.

Step 1Fill basic details, like name, surname and address

Sr. No Field Name Field Description

1. First Name Enter the name of the patient

2. Surname Enter the surname of the patient

3. Address Enter the complete address where the patient is residing currently. Also mention the landmark of the address.

4. Age Enter the current age of the patient

5. Gender Select gender from the drop down list

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Step 2Fill contact details


1. Primary Phone Enter the mobile number of the patient which will be used most to make the toll free call. This phone should be available to the patient always. Do not suffix 0, 91, or +91.

2. Secondary Phone 1, Phone 2, Phone 3

If patient or relatives staying with patients have phone, register them as secondary numbers. Patient can call from either Primary or any of these secondary phone numbers. Note: The SMS reminder to patient will be sent to the Primary number only.

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Step 3Select correct District and TU location


1. District VERY IMPORTANT: Select the district where the patient is currently residing from the drop down list. Note: Once you add patient, this district staff will get the new patient registration SMS alert.Important: If you are using the district login to register patient, the district field will not be visible. You will only need to select the TU.

2. TU Select the correct TU. Note: Once you add patient, the TU staff (if added in staff details) will start getting SMS alerts for this patient.Important: If you are using the TU login to register patient, the district and TU field will not be visible. You will only need to select the PHI.

3. PHI Select the correct PHI.

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Step 4Select TB Category

Sr. No Field Name

Field Description

1. Nikshay Id The Nikshay Id is generated by the RNTCP department later and can be updated by editing patient details.

2. TB Number

The TB Number is allocated to the patient by RNTCP department later and can be updated by editing patient details.

3. TB Category

Select the category of the TB from the drop down list. The TU staff calling should give you the category of TB. It can be either category 1 or category 2

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Step 5Select Dates


1. Date on which patient started using 99DOTS

Select the date on which patient started calling the 99DOTS toll free number

2. Date on which patient started TB Treatment

Select the date on which patient started TB treatment. Note: This date can be either same as date on which patient started using 99DOTS or earlier than that. If both dates are same, select the same dates in both the fields.

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Step 6


1. Once you fill all the fields, click the +Add Patient button to add this patient in 99DOTS.

2. If you want to clear all the fields which you have filled, and start filling the form again, click the Clear Fields button.

Click +Add Case button

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View Current Patients List – All Current Patients in a District

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To view the complete current patient list of a district – select Current Patients from the main menu > click the All Patients in that District link to see the list of current patients in that district.

STEP-1

STEP-2

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View Current Patients List – All Current Patients in a District

Step 1: Click Current Patients from the main menu.Step 2: Click the All Patients in that District link.

View Current Patients List – TU WiseTo view the list of TU wise current patients – select Current Patients from the main menu > select the TU name to see the list of patients in that TU > Click All Patients in that TU link.

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STEP-1

STEP-2 STEP-3

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View Current Patients List – TU Wise

Step 1: Click Current Patients from the main menu.Step 2: Click the name of the TU for which you want to see the list of current patients.Step 3: Click the All Patients in that TU link.

View Current Patients List – PHI WiseTo view the list of PHI wise current patients – select Current Patients from the main menu > select the TU name > Select the PHI name to see the list of patients in that TU. Note: Patients that do not have PHI allocated will be listed under the category of Patients with Unassigned PHI.

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STEP-3

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View Current Patients List – PHI Wise

Step 1: Click Current Patients from the main menu.Step 2: Click the name of the TU Step 3: Click the name of the PHI for which you want to see the list of current patients.

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View Past Patients List – All Past Patients in a DistrictTo view the complete past patient list of a district – select Past Patients from the main menu > click All Patients in that District link to see the list of past patients in that district.

STEP-1

STEP-2

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View Current Patients List – All Past Patients in a District

Step 1: Click Past Patients from the main menu.Step 2: Click All Patients in that District link.

View Past Patients List – TU Wise

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To view the list of TU wise past patients – select Past Patients from the main menu > select the TU name > and then click All Patients in that TU link.

STEP-1

STEP-2

STEP-3

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View Past Patients List – TU Wise

Step 1: Click Past Patients from the main menu.Step 2: Click the name of the TU.Step 3: Click All Patients in that TU link.

View Past Patients List – PHI Wise

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To view the list of PHI wise past patients – select Past Patients from the main menu > select the TU name > select the PHI name to see the list of past patients in that PHI.

STEP-1

STEP-2STEP-3

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View Past Patients List – PHI Wise

Step 1: Click Past Patients from the main menu.Step 2: Click the name of the TU.Step 3: Click the name of the PHI for which you want to see the list of past patients of that PHI.

View Patients Adherence Calendar – Entire District AdherenceTo view the entire district adherence calendar for the current month – select Calendar from the main menu and then click All Patients in that District link.

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STEP-1

STEP-2

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View Patients Adherence Calendar – Entire District Adherence

Step 1: Click Calendar from the main menu.Step 2: Click All Patients in that District link.

View Patients Adherence Calendar – TU Wise

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To view the TU-Wise adherence calendar for the current month – select Calendar from the main menu > click the name of the TU > Click All Patients in that TU link.

STEP-1

STEP-2STEP-3

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View Patients Adherence Calendar – TU Wise

Step 1: Click Calendar from the main menu.Step 2: Click the name of the TU.Step 3: Click All Patients in that TU link.

View Patients Adherence Calendar – PHI Wise

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To view the PHI wise adherence calendar for the current month – select Calendar from the main menu > select the name of the TU > select the name of PHI for which you want to see the adherence calendar.

STEP-1

STEP-2

STEP-3

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View Patients Adherence Calendar – PHI Wise

Step 1: Click Calendar from the main menu.Step 2: Click the name of the TU.Step 3: Click the name of the PHI for which you want to see the adherence calendar.

View Patient Details Page

Click on the relevant patient’s name from the Current Patients or Calendar page.

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View Patient Details Page

Step 1: Click Calendar OR Current Patients from the main menu.Step 2: Find the patient for whom you want to do any patient management task from the dashboard.Step 3: Click the name of the patient to open the patient page.

Linking Patients to Staff

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Link Patient’s to Staff from Staff Details Menu

You can choose if you want a particular staff added under a TU to get SMS notification for all patients of that TU or only some patients of the TU.

• Go to the Staff Details menu.

• From the list of TU staff, click on the name of the TU staff.

• Under the Choose Patients (to be considered for alerts) section, select from one of the following two options:

• All Patients: Select this option if you want the staff to get SMS notification for all the patients of the TU.

• Some Patients . Select this option if you want the staff to get SMS notification for only some patients of the TU.

• If you chose Some Patients, you will get the list of patients in that TU. Note: Only patients who have been allocated the TU will appear in the list. If TU allocation is pending for any patient, it will not be listed. Ensure that all patients are allocated TU before linking them to the TU staff.

• Select the patient/s to link to the staff.

• Click the Save button.

NOTE: You cannot link patients to District Staff. In case any district staff also wants notification of All/Some Patients of a particular TU then add the district staff under that TU and then follow the same procedure as mentioned above.

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STEP 1

STEP 2

STEP 3

STEP 4

STEP 5

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Step 1: Click Staff Details from the main menu.Step 2: Click the name of the TU staff.Step 3: Select the Some Patients option.Step 4: Select (click on the checkbox to select) the patient/s whom you want to link to this TU staff.Step 5: Click Submit.

Link Patient’s to Staff from Patients Page

You can link patient to a TU staff who will receive SMS notification regarding patients adherence. Note that you cannot link district staff to some individual patients of a TU. If any district staff wants to be linked to some patients only, then you need to add them under that respective TU staff and then link them to the patients.

• To link patients to staff: go to patient page, select the Staff tab. Here you see the list of staff who are already linked to this patient. If no staff is linked, you can link them by clicking the Edit Staff Mapping button > Select the TU staff you want to link to this patient > Click the Submit Changes button.

Important: The list of TU staff will appear only if they are added in the Staff Details page under the respective TU and they are set to Some Patients option. You can link multiple staff to a single patient.

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STEP 1

STEP 2

STEP 3

STEP 4

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Step 1: Form the patient page, click Staff.Step 2: Click Edit Staff Mapping.Step 3: Select (click on the checkbox) the TU staff whom you want to link this patient to.Step 4: Click Submit Changes.


Patient ManagementNote: Most of these Patient Management tasks are done from the patient’s details page. For more information on how to navigate to the patient’s detail page, see View Patient Details Page.

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Edit Patient DetailsGo to the patient’s page. Select the Details tab and then click Edit Details to change patient details. After editing details, click Submit Changes.

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STEP 1

STEP 2

STEP 3: Edit DetailsSTEP 4

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Edit Patient Details

Step 1: From the patient page, click Details.Step 2: Click Edit Details.Step 3: Edit the details in the form.Step 4: Click Submit Changes.

Edit Patient Medical DetailsGo to the patient’s page. Select the Medical Details tab and then click Edit Details to change the patient’s medical details. Here you can add the TB Number, Nikshay Id, and other details. After editing details, click Submit Changes.

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STEP 1

STEP 2

STEP 3: Edit Details

STEP 4

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Edit Patient Medical Details

Step 1: From the patient page, click Medical Details.Step 2: Click Edit Details.Step 3: Edit the details in the form.Step 4: Click Submit Changes.

“Attention Required” for Patients

• Attention required signifies the level of follow-up which is required for the patient. It can be set as low, medium, or high.

• Automatically set to HIGH for new patients.

• Patients who have missed recent doses without explanation are also changed to HIGH. Whenever this happens a note is added by the 99DOTS server.

• This can also be toggled by users by going to the patient’s individual page and clicking on Change Attention Required.

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Altering “Attention Required” for Patients

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Go to the patient’s page. Select the Adherence tab and then click Change Attention Required > edit the attention required > click Submit.

STEP 1

STEP 2

STEP 3

STEP 4

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Altering “Attention Required” for Patients

Step 1: From the patient page, click Adherence.Step 2: Click Change Attention Required.Step 3: Select the attention required from the Change Attention Required to field.Step 4: Click Submit.

Adding Notes and Setting Current Tags

• To add a note and set the current tags for the patient: Click on the Tags and Notes Tab after going to the relevant patient’s page and then click on Alter Tags / Add Note

• Tags help add more information for doses and patient behavior.

• Current tags are sticky and are automatically added for future doses.

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Go to the patient’s page. Select the Tags & Notes tab and then click Alter Tags/Notes . Select the Tag you want to add or enter any note you want to add and then click Submit.

STEP 1 STEP 2

STEP 3STEP 4

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Step 1: From the patient page, click Tags & Notes.Step 2: Click Alter Tags/Add Note.Step 3: Select the tag from the Select Patient Tags field, add any notes you want to enter.Step 4: Click Submit.

Modifying Tags for Previous Doses

• Besides setting the current tags (which carry forward to future does), it is also possible to edit tags for past doses.

• To do this click on Add/Remove Tags in the Adherence Tab. After selecting all the required days, you can add the relevant tag(s).

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Go to the patient’s page. Select the Adherence tab and then click +Add/Remove Tags. Select the date for which you want to alter tags > Click Confirm altering tags button > Modify the tag, add notes > Click Add THESE tags button.

STEP 1STEP 2

STEP 3

STEP 4

STEP 5

STEP 6

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Step 1: From the patient page, click Adherence.Step 2: Click Add/Remove Tags.Step 3: Select the date for which you want to add/modify tags.Step 4: Click Confirm altering tags.Step 5: Add/Edit the tags from the Choose tags field and add any Additional notes if required.Step 6: Click Add THESE tags.

Marking/Removing Manual Doses

• For days on which the patient has not called, it is possible to mark the dose as “manually taken”. This will turn the dose color to light green.

• This should be done after verifying with the patient that he/she had taken the medicine but had not called.

• To mark/remove manual doses, click Mark/Remove Manual Doses, and select the relevant days.

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Go to the patient’s page. Select the Adherence tab, then click +Mark/Remove manual doses and select the relevant days to mark/remove manual doses. Click the Confirm altering manual doses button > add notes > click the Mark as Manual button.

STEP 1

STEP 2


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STEP 3

STEP 4

STEP 5

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Step 1: From the patient page, click Adherence.Step 2: Click Mark/Remove manual doses.Step 3: Select (click on the box) the date/s for which you want to mark manual dose for this patient.Step 4: Click Confirm altering manual doses.Step 5: Add any additional notes if required.Step 6: Click Mark as Manual.

Editing Treatment Center

When a person changes his/her address due to which the treatment center has to be changed there is a provision to edit the current treatment center.

• Go to the page of the patient

• Select Treatment Centers > Click Edit Details > Select the new center where the patient needs to be transferred and then click Submit Changes.

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Go to the patient’s page. Select the Treatment Centers tab, click Edit Details, modify the treatment center and then click Submit Changes.

STEP 1

STEP 2

STEP 3:

STEP 4

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Step 1: From the patient page, click Treatment Centers.Step 2: Click Edit Details.Step 3: Edit the details in the form.Step 4: Click Submit Changes.

Adding Test Results

Depending on the stage of treatment, various medical test results can be added for a patient. Based on the stages of treatment, following test results can be added:

• Pretreatment

• End IP/Extended IP

• 2 Months CP

• End Treatment

• Other

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Adding Test Results

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Go to the patient’s page. Select the Test Results tab, click Add Test Results, select the treatment stage at which test was conducted, fill the form and then click Submit.

STEP 1

STEP 2 STEP 3

STEP 4

STEP 5

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Adding Test Result

Step 1: From the patient page, click Test Results.Step 2: Click Add Test Results.Step 3: Select the treatment stage at which test was conducted.Step 4: Fill the test results form.Step 5: Click Submit.

Closing a Case

• Once a patient is no longer on treatment, the case can be closed.

• To do this, go to the Close Case Tab.

• The Treatment Outcome and the end date (<=today) have to be set. A note can also be added optionally.

Note: If you change the ART Center/District/TU to something outside your jurisdiction, you will lose access to that patient - so please be CAREFUL.

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Closing a Case

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Go to the patient’s page. Select the Close Case tab, then select the Treatment Outcome reason and then click Submit. STEP 1

STEP 2

STEP 3

STEP 4

STEP 5

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Closing a Case

Step 1: From the patient page, click Close Case.Step 2: Click the Close Case button.Step 3: Select Treatment Outcome.Step 4: Set patient’s End Date and add any notes if required.Step 5: Click Submit.

Reopening a Case

• A closed case can also be reopened if the patient gets back on treatment.

• For patients no longer on treatment, there is a new tab called Reopen Case.

• After changing the end date (>today) and adding a note (optional) the patient can be put back on treatment.

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Reopening a Case

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From the Past Patients list, go to the patient’s page. Select the Reopen Case tab, and then click Reopen Case. Enter the new end date and click Submit.

STEP 1

STEP 2

STEP 3 STEP 4

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Reopening a Case

Step 1: From the patient page, click Reopen Case.Step 2: Click the Reopen Case button.Step 3: Set patient’s End Date and add any notes if required.Step 4: Click Submit.

Task ListThe Task Lists menu is used to view pending task that the staff needs to complete with respect to Patient Management. Currently the following tasks are available:• High Attention – List of all high attention required patient’s

needing immediate follow up and action.• End Date Passed – List of all patient’s with their treatment

end date passed. The staff needs to either extend the treatment end date or close the case with appropriate treatment outcomes.

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Viewing Task ListGo to Task Lists from the menu, click one of the task list to view the list of patient’s under it.

STEP 1

STEP 2

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Viewing Task List

Step 1: From the main menu, click Task Lists.Step 2: Click the type of task for which you want to see the patient list. Depending on the selection, you will see a list of patient.• High Attention – List of all high attention required patient’s

needing immediate follow up and action.• End Date Passed – List of all patient’s with their treatment end

date passed. The staff needs to either extend the treatment end date or close the case with appropriate treatment outcomes.

Training MaterialsThe Training Materials menu is used to view and download various training materials available. The training materials are divided as per the deployment type and is further divided into Videos and Documents.

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Viewing Training MaterialsGo to Training Materials from the menu, select the deployment type, and then select the document type to view/download.

STEP 1

STEP 2

STEP 3

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Viewing Training Materials

Step 1: From the main menu, click Training Materials.Step 2: Select the type of deployment.Step 3: Select the type of document to view the list of materials available to view/download.

Downloading ReportsGo to Reports from the main menu and then select the report to download.

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STEP 1

STEP 2

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Downloading Reports

Step 1: Click Reports from the main menu.Step 2: Select the option from the Report Time Range section. Based on the selection you make here, you will get further options to download either Detailed report or Summary report.

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