How and What to encode in the Data Collection Form, and how to save file in .csv format and attached the file with same file name

Committee on Registry of Childhood Diseases - (ICD 10 Registry)



Important Reminders:
DO NOT CHANGE the format of the data collection form.


All data should only be in one sheet (sheet 1). DO NOT FILL UP other sheets.

To ADD more rows just place your cursor on the bottom line, while pressing
on the left button of your mouse, drag the line downwards.


Hospital, Chapter, Month/Yr, and No. of Discharges are on row #3

Hospital: Type your hospital code on column B. You can find your hospital
code by clicking on the link Hospital list in the ICD-10 Registry page.

Chapter: Type chapter you belong to on column H.

Month/Yr: Type month/year (e.g. January 2017) on column K.
Please make sure the format is mmm-yy (e.g. Jan-17).

No. of Discharges: Type it on column M. The number entered here should
be the last number of your data entry and not the last number of the row
in the grid. There should be a difference of 5 between your last data entry
and the row number in the grid.


(A) Number: Enter 1, 2, 3 and so on. First data entry should be labeled #1
and this corresponds to row #6 in the grid. REMEMBER that use only
one row per data entry. You may use abbreviation for your diagnosis.


(B) Patient Initials: Enter initials of the patient.


(C)Type of Patient: Enter only either Old or New. This is important for those diseases that may are may be chronic (Congenital, or acquired eg. CHD, Lupus, GN, etc), this should be in reference to the secondary diagnosis.


(D) Sex: Enter only either Male or Female


(E) Weight: Enter the number only (e.g. 14), no need to type kg


(F, G, H) Date of birth/ Date admitted/ Date discharged:
For dates (e.g., June 15, 2015) it should be in mm/dd/yyyy format (06/15/2015). Please take note of the date separator “/”.


(I) Outcome: Enter only either Discharged or Died. No other entries should be made in this column. If patient was HAMA, TPR, THOC, please enter Discharged.


(J) Primary diagnosis: Why patient was admitted in the hospital. Enter disease name. Only one diagnosis should be entered.


(K) ICD no.: Enter the ICD no. for the primary diagnosis. Only one ICD no. should be entered.


(L) IF there is a Secondary diagnosis: Fill up the Secondary diagnosis column. Please make sure that the secondary diagnosis does not duplicate the primary diagnosis.
If the patient has a chronic disease, you should enter it here. Only one secondary diagnosis should be entered.


(M) ICD no.: Enter the ICD no. for the secondary diagnosis. Only one ICD no. should be entered. Indicate in the type of patient if this is a new diagnosis or an old patient (previously known case).


If you don’t know the ICD no. of the disease you entered, go back to the
ICD-10 Registry page and click on the link ICD Search.

The following page will appear and click on the Search Disease and its ICD

The ICD-10 Version: 2016 will appear. You can type disease name on the search field


Philippine Modification on ICD-10

Additional ICD no. for Acute Gastroenteritis, Dengue Hemorrhagic Fever and Pneumonia according to degree of dehydration, grading and severity, respectively;

Acute Gastroenteritis with mild dehydration              A09.0 E86.0
Acute Gastroenteritis with moderate dehydration      A09.0 E86.1
Acute Gastroenteritis with severe dehydration          A09.0 E86.2
Gastroenteritis, with no signs of dehydration            A09.3/

Updated coding for Dengue in the WHO ICD

Dengue without warning signs          A97.0
Dengue haemorrhagic fever grades 1 and 2
Dengue haemorrhagic fever without warning signs

Dengue with warning signs          A97.1
Clinical warning signs are: abdominal pain or tenderness, mucosal bleeding, lethargy and /or restlessness, rapid decrease in platelet count, increase in hematocrit. Other signs can include: persistent vomiting, visible fluid accumulation, liver enlargement more than 2 cm.
Dengue haemorrhagic fever with warning signs

Severe Dengue          A97.2
Clinical signs include: 1. Severe plasma leakage leading to shock (Dengue shock syndrome – DSS) and/or fluid accumulation with respiratory distress; 2. Severe bleeding as evaluated by clinician; 3. Severe organ involvement: Liver AST or ALT >=1000, CNS: impaired consciousness (encephalitis), involvement of other organs, as myocarditis or nephritis
Severe dengue fever
Severe dengue haemorrhagic fever

Dengue, unspecified          A97.9
Dengue fever [DF] NOS

Community acquired Pneumonia II          J18.91
Community acquired Pneumonia III          J18.92
Community acquired Pneumonia IV          J18.93


After filling up the form, save your file as follows. Click Save As CSV (Comma delimited) (*.csv)

Image 1

Save file in .csv format

Enter in the File Name – Name of your hospital and month year of the file you are submitting (e.g. UST – May 2015). And on the Save as type – CSV (Comma delimited)
(*.csv). Click Save.

If you have save the file in excel format, you have to convert the file to .csv format, first highlight all the cells that have data and click on the Find and Select button and the Replace button

On the Find what: type the comma symbol, ‘ , ‘ and on the Replace with: type dot
symbol, ‘.’ Click Replace All

Image 1

Search comma and Replace to dot

Save as type: Select CSV (Comma delimited) (*.csv). Click Save. You are now ready to
check your files for errors.