| Programme Metadata | |
| Field | Value |
|---|---|
| Ministry | Ministry of Health, Malawi |
| Programme | MW-PrEP — Pre-Exposure Prophylaxis |
| Form type | Visit Log (tabular register, 15 rows per spread) |
| Version | v3.2 |
| Released | 2026-06-09 |
| Paper size | 840 × 297 mm (A3 landscape, two-page spread) |
| Pages | Page 1 (client details, visit details, readiness assessment) · Page 2 (treatment, outcomes, comments) |
| Rows per form | 15 client rows per physical form |
| OCR platform | QED ScanForm |
| Pipeline | dbt · ClickHouse · Metabase dashboard |
MW-PrEP Visit Log
Programme
MW-PrEP | Visit Log
Version v3.2 · Released 2026-06-09
MW-PrEP | Visit Log
Version v3.2 · Released 2026-06-09
Note
This is live documentation. It is automatically regenerated each time modifications are made to the source XLSForm or pipeline configuration. The content on every tab always reflects the currently deployed form version. Data is hosted and managed in compliance with Malawi national health data protection requirements.
Visit Log Overview
Form Purpose
The MW-PrEP Visit Log is the primary clinical encounter record for the Malawi Ministry of Health Pre-Exposure Prophylaxis (PrEP) programme. At each client visit, a health worker completes one row of the register, capturing the client’s identity, clinical readiness indicators, the PrEP products dispensed, contraception and STI screening results, and the visit outcome. The completed log is then photographed and digitised automatically by the ScanForm platform.
The form supports three operational objectives:
- Continuity of care — providing a longitudinal record of each client’s PrEP journey, including product type, adherence intent, side effects, and next appointment date.
- Programme monitoring — generating the routine visit, outcome, and product dispensing counts required for PEPFAR MER reporting and Malawi MoH monthly summaries.
- Clinical safety — flagging clients with organ risk factors, side effects, or HIV positive outcomes for clinical review and appropriate action.
Context of the Form
The MW-PrEP Visit Log is deployed across PrEP service delivery points in Malawi, including OPD clinics, ANC services, STI clinics, family planning units, mobile outreach sites, and community distribution points. It is part of a broader suite of PrEP programme registers commissioned by the Malawi Ministry of Health and implemented with support from implementing partners.
The form was designed as a ScanForm paper register — completed by hand in the facility, then digitised on-site by a field worker using a smartphone camera. The ScanForm platform performs OCR on the photographed pages and applies automated data quality checks before the data enters the analytics pipeline.
The Visit Log (v3.2) is the tabular version of the PrEP encounter form. A companion Visit Card format exists for individual client tracking at higher-volume sites; both formats feed the same analytics pipeline and are documented together in the DQA and Indicators tabs.
Visit Log in the System of Programme Tools
The MW-PrEP Visit Log sits at the centre of a linked system of programme registers and forms:
| Linked Form | Relationship | Shared Identifier |
|---|---|---|
| PrEP Register | Source of PrEP Registration ID; records client initiation and initial clinical assessment. Visit Log rows are linked back to the Register to verify sex, age, and initiation date. | prep_reg_id (PRP-XXXXX-XXX-XX) |
| HTS Initial Register | Records the HIV testing event that referred the client to PrEP. Visit Log rows carry the HTS Link ID to enable cross-form linkage and sex/age consistency checks. | hts_link_id (HTS-XXXXX-XXX-XX-X) |
| Pregnancy Registry | Supplementary form for pregnant PrEP clients. Linked by PrEP Registration ID. Pregnancy outcomes and EDD data are joined with Visit Log records in the pipeline. | prep_reg_id |
| PrEP Daily Inventory | Clinic-room CAB-LA vial stock record. Not linked by client ID — linked by facility and date to reconcile dispensing data from the Visit Log against physical stock movements. | Facility + date |
| PrEP Pharmacy Inventory | Pharmacy-level weekly vial stock record. Used alongside the clinic-room inventory to reconcile the full supply chain from warehouse to client injection. | Facility + week |
How Data Flows
Completed Visit Log pages are photographed in the field using the ScanForm mobile application. The image is transmitted to the ScanForm server, where OCR models extract digit box values and oval bubble selections for each of the 15 client rows. Automated in-phone validation checks run immediately on the OCR output — if a required field is missing or a single-select bubble has multiple marks, the field worker is prompted to correct the paper form and retake the photo before submission. Once submitted, the data passes through the dbt pipeline, which applies server-side cross-record consistency and clinical logic checks, and produces the clean and refinery tables that power the Metabase dashboard and PEPFAR reporting outputs.
- Deployment: Physical register books are pre-printed and distributed to PrEP service delivery points by implementing partners. Each book contains multiple pages; each page is one double-sided A3 spread (Visit Log pages 1 and 2).
- Completion: Health workers (nurses, clinical officers, or trained lay providers) complete one row per client visit using ballpoint pen. Instructions for correcting mistakes are printed on Page 1 of the form.
- Digitisation: Field workers photograph each completed page spread using the ScanForm mobile application, typically at the end of each clinic session or working day. Images are uploaded over mobile data or Wi-Fi.
📄 Paper Visit Log
→
📸 Photographed by field worker
→
🔍 OCR + in-phone validation
→
⚙️ dbt pipeline + DQA checks
→
📊 Metabase · PEPFAR · MoH
Form Summary
| Form Sections at a Glance | |||
| Section | No. of Fields | Page | Key Variables |
|---|---|---|---|
| Identifiers | 2 | Page 1 | prep_reg_id, hts_link_id |
| Client Details | 3 | Page 1 | client_name, physical_address, phone_number (handwritten) |
| Visit Details | 5 | Page 1 | visit_date, Year, delivery_point, age, sex_disagg |
| Readiness Assessment | 6 | Page 1 | kidney_risk, liver_risk, bp_sys, bp_dias, height, weight |
| STI Screening | 1 | Page 2 | sti_screening |
| Side Effects | 1 | Page 2 | side_effects |
| PrEP Given | 5 | Page 2 | prep_injectable_option, tdf_3tc_given, oral_prep_intention, len_tabs_given |
| Condoms Given | 3 | Page 2 | condom_m_given, condom_f_given, lubes_given |
| Contraception Assessment | 1 | Page 2 | contraception_assess |
| Visit Outcome | 2 | Page 2 | visit_outcome, appointment_date |
| Administrative / QC | 9 | Both | discard_row, book_number, page_number, implementation_error, comment |
How to Use This Documentation
Tip
Navigate using the tabs at the top of this page. Each tab covers a different aspect of the form:
- Data Dictionary 📋 — all form fields, their types, required status, constraints, OCR model configuration, and identifier linkage rules. Start here to understand what each variable means and how it is captured on paper.
- Data Quality Assessment ✅ — two-layer DQA documentation: client-side validation rules applied on the device immediately after photographing (before submission), and server-side checks applied after upload to the central database. Use this tab to understand what errors are caught automatically and which checks affect which records.
- Indicators 📊 — formal definitions of all reported indicators, including PEPFAR MER routine indicators, Malawi MoH programme indicators, and custom operational metrics. Each indicator includes its exact numerator, denominator, disaggregation dimensions, and the source dbt model column names.
Generated automatically from MW-PrEP Visit Log v3.2 source files. Last updated: 2026-06-09.