Instructions for HIV Testing and Counseling Sites

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1 Instructions for HIV Testing and Counseling Sites Topics: 1. How to print HIV Test Forms a. CTS Purple bubble Forms b. PEMS/CTR Forms 2. How to generate local form ID using: a. MS Excel b. MS Word (Mail Merge feature) 3. How to track local IDs, and why? a. HIV Testing ID Tracking Sheet 4. What to do once the official CDC Forms arrive 5. Frequently Asked Questions (FAQs)

2 How to print/copy HIV Test Forms To begin, you will need to determine which HIV test forms are needed. If your jurisdiction uses the CTS purple bubble forms, you will need to copy an unused blank form. Unfortunately, CDC can t provide a PDF copy of this form. If an unused blank form isn t available, please contact your state health department for a form. CTS Purple bubble forms 1. Obtain unused form 2. On unused form, blackout the pre-printed form id 3. Photocopy forms as needed (you may create 2-sided copies or 1 sided copies and post back of form instructions in a central location for viewing) PEMS Forms 1. Obtain appropriate unused form (Form A, B, C, D, or Supplemental B) a. Use blank form or contact CDC for PDF copy of forms (for PC printing) b. On unused form, blackout the pre-printed form id (applies only for photocopies of Form A and B. PDF version do not have IDs) c. Photocopy or print forms as needed (you may create 2-sided copies or 1 sided copies and post back of forms instructions in a central location for viewing)

3 How to create local form IDs Now that you have your forms photocopied (or printed), you will need to create a unique ID for each form. To create the ID stickers, you will need MS Word and MS Excel. Let s begin with setting up a MS Excel Spreadsheet. The spreadsheet will contain the beginning and ending numbers you want to use for your local IDs. MS Excel Spreadsheet 1. Open Excel 2. Name cell A1: FORM ID 3. Save spreadsheet as: Form_IDS.xls 4. In cell A2, begin 10 digit number sequence (or desired number sequence). For example, the numbers can be , , or whatever numeric format necessary. (Since these numbers will not be transmitted to CDC, they only need to be unique within your state.) HINT After you enter the first 3 numbers, you can have Excel automatically create additional numbers in sequence, to do this move your cursor to the bottom right corner of the last cell highlighted until your cursor looks like a BOLD plus (+) symbol. Once cursor looks like the + symbol, press and hold your left mouse button and drag the cursor down the column (See Picture 1). You can release the mouse button after you reach the desired series number (See Picture 2). 5. Save and close spreadsheet

4 Picture 1 Picture 2

5 MS Word Document (Mail Merge) To create the ID stickers, you will need to use the mail merge feature in MS Word. Before you begin, you will need to have Avery labels (or equivalents) on hand. MS Word Document (Mail Merge) 1. Open MS Word 2. Save as: Forms_Labels.doc 3. On the menu bar, go to Tools then Letters and Mailings then Mail Merge a. Depending on which version of MS Word you are using either a Mail Merge Wizard will open or Mail Merge option will appear on the right side of your screen. 4. The first option in the Mail Merge process is Select Document Type a. Choose Labels b. Click Next 5. Next option is Select starting document a. Here you can select the Avery labels being used by clicking label options. Under label options, you can select the type of printer to be used and the type and size labels to be printed. (See Picture 3) Picture 3 6. Once you have chosen your labels, press OK and then click next. 7. Now choose the recipients (or Form IDs) for your labels. Select use an existing list and click Next. 8. A window will open asking for the location of the existing list. You will need to open the Excel file that contains the series of form ids. 9. The next window should highlight SHEET1 where the forms IDS are stored. Press Ok

6 10. The next Window will list all the forms ids listed under the header FORM ID. By default all the form ids on SHEET1 will be checked (meaning they will be printed), you can de-select any form ids you do not wish to print at this time. For example, if you created 100 form ids but only want to print the first 25, you will need to de-select form ids The next option is to arrange your labels, choose the more items option. 12. The Insert Merge Field window opens. Confirm the database fields button is selected. If so, click Insert then Close HINT - Before you print a large quantity of form ids, you may need to adjust the placement of Form ID on the label. You can adjust the placement of the label using the enter or space bar key. 13. Once you have the form id properly placed on the label, click the update all labels button. 14. Click Preview Your Labels. If the labels look okay, click Complete Mail Merge 15. Click Print. Next you can select if you want to print either all labels, current label, or a certain series of labels (from/to). 16. Attach newly printed IDs to form (and other documentation) in the appropriate place. NOTE If your jurisdiction requires a certain amount of labels per test for various reasons such as in-take form, CTS form, lab specimen, and other documentation, you will need to print a series of numbers for that required amount. For example, if you are using Avery labels #5267 (which are 80 labels per page) and 4 labels will be needed per test, you will need to print the same series of numbers on 4 different Avery label pages for a total of 320 labels with 80 unique numbers.

7 How to track local IDs (and why) Since data collected using photocopied/printed CTS forms with local IDs will not be scanned or entered into the HIV Counseling and Testing System, each testing facility will need to document which local IDS have been used and to copy over all information when the CDC forms arrive. In order to keep a history of which local IDs correspond to which CDC IDs, please use the HIV TEST ID TRACKING SHEET provided. How to use the HIV TEST ID TRACKING SHEET 1. The first three columns are only used for photocopied/printed forms with locals IDS. a. When a local ID is used, please write the date the ID was used, the employee initials or number filling out tracking sheet, and either write or attach a label with the local ID used. 2. The last three columns are only used after the CDC forms arrive and information is copied from the forms with locals IDS to forms with the official CDC IDs. a. After the CDC forms arrive and data is transcribed, please write down the date the data was copied to the CDC forms, the employee initials or numbers that transcribed the data and either write or attach a label with the CDC form used. Why is this necessary? The ID tracking sheet is important in case data in the HIV CTS database ever needs to be changed and a test is referred to using the local ID verses the CDC ID (or vice versa).

8 HIV Test ID Tracking Sheet Use this sheet to track all locally generated form id numbers until the official CDC HIV Counseling and Testing Forms arrive. PLEASE TREAT THIS DOCUMENT AS CONFIDENTIAL. Once the CDC forms arrive, please transcribe all testing information to the CDC forms. Please be sure to accurately document the CDC form ID number on this sheet. The local form ID and copied sheets will not be entered or scanned into the HIV Counseling and Testing System, only the official CDC forms. However, for record keeping purposes, each testing site will need to keep this list of local form ID numbers and their equivalent CDC ID. If there are any questions, please contact your state health department contact. Date Employee Initials/Number Local Form ID Date Employee Initials/Number CDC Form ID EXAMPLE 01/22/07 MF /22/07 MF

9 What to do once the CDC forms arrive? Once the CDC forms arrive, please transcribe all test data from the photocopied/printed CTS forms because only CDC forms with official IDs will be scanned/entered into the HIV Counseling and Testing System. Please be sure all tracking documentation is completed as described in How to track local IDs section. After CDC forms arrive: 1. Transcribe data as instructed 2. Complete HIV Test ID Tracking Sheet 3. Send official CDC Form to State Health Department for processing

10 Frequently Asked Questions? 1. How long will we have to do this? CDC is actively trying to get forms from the closed warehouse. We do not anticipate this process taking longer than 30 days. 2. Why do we need to fill out the HIV Test ID Tracking Sheet? This is important because the lab sample or other local documentation will have an ID that will not enter the HIV Counseling and Testing System Database so if changes ever have to be made tracking sheet will detail which local ID corresponds to the official CDC form. This allows changes to be made to an official record with no mistakes or guessing. 3. What should I do if the CDC forms arrive but I m still waiting for a test result? You should hold all forms until a test result is available. Once the forms have a test result and an official CDC forms is available, you can transcribe and the document the information as instructed and forward to the state health department for processing. 4. Will this form shortage happen again in the future? Although we can t predict the future, CDC will be implementing steps to ensure that no disruption of services should happen again if a storage warehouse closes unexpectedly. 5. Which Avery labels do I need to use? You may use any Avery or equivalent labels. 6. My testing site doesn t have the budget for extra paper or Avery labels? Please contact your state health department HIV Coordinator/Program Manager or your project officer. 7. The instructions provided were confusing or I m unsure about a step in creating the labels? Please contact your state health department HIV Coordinator/Program Manager. If they can t provide an answer, ask that your question(s) be forwarded to the CDC for clarity. 8. How long should my testing site to keep this HIV Test ID Tracking Sheet? Your testing site should keep a copy of the tracking sheet indefinitely, unless instructed otherwise.

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