| Variable Summary — MW-PrEP Visit Log v3.2 | |
| Category | Count |
|---|---|
| Total variables (excluding system metadata) | 38 |
| Required | 22 |
| Optional | 16 |
| OCR-processed (digit boxes / oval bubbles) | 33 |
| Handwritten only (scanned but not extracted) | 5 |
Data Dictionary
Data Dictionary
This section defines all variables recorded on the MW-PrEP Visit Log v3.2 — their names, labels, types, formats, constraints, and ScanForm OCR configurations. Variables are organised by XLSForm group, matching the physical layout of the two-page register.
Summary
Identifiers
Important
IDs link PrEP visit records across forms and across time. Errors in IDs break linkage. Both identifier fields are mandatory and use restricted character sets with check-digit positions to reduce transcription errors.
Note
ID format note: Both IDs are printed on the form with pre-filled letter prefixes (PRP- and HTS-). Only the variable character boxes are OCR-processed. The restricted OCR model string_restricted_BFGHJPVWXZ is applied to the final check-digit position(s), limiting recognised characters to B F G H J P V W X Z to reduce confusion between visually similar characters (e.g. 0/O, 1/I). Verification level is verified — the verifier is shown these fields only when OCR confidence is below threshold.
Client Details
Handwritten client contact information recorded once per client row. These fields are printed on Page 1 of the register. ScanForm scans but does not perform OCR extraction on these fields — they are for visual reference only.
Visit Details
Core visit information recorded on Page 1. Captures the visit date, facility/community delivery point, client age, and sex/pregnancy status.
Note
Delivery Point codes are printed in the header of Page 1 for reference:
| Code | Facility | Code | Community |
|---|---|---|---|
| 11 | OPD | 15 | Mobile |
| 2 | ANC | 21 | Outreach |
| 4 | STI | 17 | Other |
| 20 | Family Planning | ||
| 12 | Other (DIC, etc.) |
Readiness Assessment
Clinical readiness checks recorded on Page 1, including risk factor screening and vital signs. All fields are mandatory.
STI Screening
Single-field section on Page 2 capturing the result of STI screening at the visit.
Side Effects
Records whether the client reported any side effects at this visit. If Yes is selected, the clinician must document details in the Comments field and submit a Suspected Adverse Drug Reaction Form.
PrEP Given
Records the type and quantity of PrEP products dispensed at the visit on Page 2. Covers injectable PrEP, oral TDF/3TC tablets, Lenacapavir tablets, and oral PrEP intention.
Condoms Given
Records the quantities of male condoms, female condoms, and lubricants dispensed at the visit. All three fields are mandatory.
Contraception Assessment
Single-field section on Page 2 recording the outcome of the family planning / contraception assessment for the visit.
Visit Outcome
Records the clinical outcome of the visit and the next appointment date. The visit outcome field includes stop-PrEP sub-reasons printed on the form for clinician guidance.
Administrative & Quality Control Fields
Fields used for scan management, data quality control, and record traceability. These fields appear on both pages of the form and are processed at the page and row level.
OCR Models Reference
The table below summarises all OCR models used in this form and the character sets they detect.
| OCR Models Used in MW-PrEP Visit Log v3.2 | ||
| OCR Model | Characters Detected | Used For |
|---|---|---|
| int | Digits 0–9 | Age, BP, height, weight, tablet counts, condom counts, book/page numbers |
| date_dd | 2-box integer 1–31 | Day component of visit date and appointment date |
| date_mm | 2-box integer 1–12 | Month component of visit date and appointment date |
| date_nearby_yy | 2-box integer: current year ±1 | Year component of appointment date (last 2 digits) |
| two_digits_20 / int | Fixed '20' then OCR'd digits | Year field — first 2 digits pre-printed, last 2 OCR'd |
| select_one_or_zero | Oval: X or no X; max one X per question | All select_one fields (sex, outcomes, risk factors, STI, side effects, etc.) |
| string | Letters A–Z | Character positions in PrEP Registration ID and HTS Link ID |
| string_restricted_BFGHJPVWXZ | Letters B F G H J P V W X Z only | Check-digit positions in PrEP Registration ID and HTS Link ID |
| _location_int | Integer constrained to valid location codes | Delivery Point code |
| _row_int | Integer constrained to valid row values | Positions 12–13 of HTS Link ID |
Verification Levels
ScanForm uses two verification levels to determine when a field is shown to a human verifier:
| Level | Meaning | Fields in This Form |
|---|---|---|
| verified | Field is shown to the verifier only when OCR confidence is below threshold (uncertain result). When OCR is confident, the field is hidden automatically. | prep_reg_id, hts_link_id, visit_date, Year, appointment_date |
| certain | Field is hidden from the verifier when OCR is certain. Most structured fields use this level. | All remaining OCR-processed fields |
Tip
Why do IDs and dates use verified instead of certain? These fields have the highest linkage impact. Even when OCR confidence is high, a verifier reviews them to catch errors that might otherwise go undetected and break cross-form record linkage.
Generated automatically from MW-PrEP Visit Log v3.2 source files. Last updated: 2026-06-09.