Documentation, Records and Quality Assurance Logs

Effective HIV testing relies on careful documentation. While processes differ, both nominal and anonymous testing sites are required to document their testing activities. Training modules are available on completing both the nominal and anonymous HIV test requisition forms. Sites are also encouraged to use a standardized intake form for each client, which will help the testing counsellor in completing the requisitions. A sample intake form is available here.

In addition, sites are responsible for maintaining the following quality assurance records. These records must be appropriately completed, filed and safely stored for 10 years.

Daily Log – Completed as each test kit is used, this log is a record of all of the HIV POC testing at your site. All staff must be trained on how to compete the log correctly. This training is part of the training modules on Requisitions and Reporting.
Download as Excel, Word and PDF– 8.5 X 14

Monthly Summary – This monthly reporting is one of the primary responsibilities of the quality assurance lead. Brief training on monthly reporting is available.
Download as Excel only (this is not intended to be a print document)

Environmental monitoring log – This log should be printed and posted in the POC test kit storage area. Learn more about kit storage and use.
Download as Excel, Word and PDF – 8.5 X 11

Quality Control Log – This log is a record of your regular evaluation of test kits using positive/negative controls. Learn more.
Download as Excel, Word and PDF – 8.5 X 11

Incident Log – To record the investigation you do when an unexpected testing outcome occurs. Learn about responding.
Download as Excel, Word and PDF – 8.5 X 14

Tools such as checklists for comprehensive and express testing may also be helpful to ensure testing consistency, both as training tools and, if desired, as a record of each appointment. The comprehensive testing checklist is intended for clients unfamiliar with the testing process, while an express testing approach is now being adopted at some sites, for those who test routinely.