Appendix 11. Treatment availability monitoring

The Excel file TREATMENT AVAILABILITY MONITORING (see Toolbox) contains several worksheets, some of them protected.

This file is used to:
– continuously monitor treatment availability at each facility for each district;
– identify locations where quick re-supply is needed;
– plan the supply of kits based on the epidemiological surveillance data and donation forms.

Using the worksheets

– Use one file for each region. Each file includes:
• an automatic summary worksheet for the region;
• fifteen “District” worksheets, named A through O. Do not create new worksheets.
– Fill in only the yellow boxes. Do not enter data into other boxes as this may modify the automatic calculations and generate errors.
– When doing the weekly update to the file, change the week number in the file name.

“District” worksheets

– When using for the first time:
• Begin with the “District A” worksheet.
• Enter the year, the name of the region, the name of the district and the total population.
• Enter the source of the information (e.g., national surveillance system).
• Enter the week number when treatment distribution began. Subsequent week numbers display automatically for all of the districts and for the region.
• Treatment of uncomplicated cases: for each facility (health centre or hospital, if the latter offers outpatient treatment), enter its name and the total population served. The total population of the district is calculated automatically.
• Treatment of complicated cases: only the district hospital or an inpatient unit receives these treatments. These are accounted for in a separate table.
• Enter the name of the district on the tab.

– Each week:
• Enter the number of cases and deaths for each health facility from the epidemiological data collection sheets. The totals and the case fatality rate are calculated automatically for each facility and for the district.
Note that if there are no cases, enter “zero” cases. Do not write “zero” cases if there is no data.
When the case fatality rate is over 5%, the corresponding cells display in red.
• Enter the number of treatments distributed from the donation forms.
Note: enter zero if there was no distribution during the week.
The number of treatments available at each facility and for the district is calculated automatically.
Number of treatments available = the total number of treatments distributed minus the cumulative number of cases reported over the same period.

– Weekly data analysis
• If the case fatality rate is high, conduct a visit to the facility to determine the causes.
• The quantity of available treatments should be equal to or greater than the estimated number of cases expected for the week (or the period corresponding to the distribution frequency).
• The quantity of treatments needed is estimated according to the appearance of the epidemic curve, the vaccinations done or planned, and the supply interval.
• Write the analysis in the weekly analysis cell: abnormally high CFR, causes, availability, priorities, necessary follow-up, etc.

“Region” worksheet

When using for the first time, enter:
– the total population of the region;
– the name of the region on the tab.

The worksheet automatically calculates:
– the cumulative number of cases and deaths and the case fatality rate for the districts and the hospitals;
– the number of treatments distributed and available for each district and for the hospitals.

This worksheet is protected and generated automatically from the worksheets for each district.