Treatment Defaulter Management Template

Facilities track their own defaulters, but districts rarely have one current, combined view across every facility. Nobody can say with confidence whether the defaulter rate is improving, or which facilities need support. Tools that try to fix this often collapse different conditions into a single status, hiding the detail that matters: a client can be defaulting on TB while still adherent on ART, or the reverse. The Defaulter Management Tool is an automated monitoring system, not a spreadsheet with a few formulas. It provides population-based rates, month-to-month trend detection, and a status system aligned to programme guidelines, running natively in Excel with no new software or IT rollout required.

Key Features

•  Independent condition tracking: TB and HIV/ART are tracked and status separately, so co-infected clients are never masked by one combined result.
• Traffic-light status, automatically: Active, At Risk, Defaulter/LTFU, and Untraceable/Disengaged, colour-coded against fixed thresholds from South African National Guidelines, WHO, and PEPFAR.
• Trend detection built in: every client's current record is compared to their own last one: New Defaulter, Continuing Defaulter, or Returned to Care, with zero manual work.
• Deduplication that protects your numbers: a client with more than one visit in a month is only ever counted once, so recurring visits never inflate your caseload or defaulter rate.
• Real denominators, not headcounts: every percentage (HIV+, TB+, co-infected, drug-resistant TB, overall defaulter rate) is calculated against your actual uploaded population, monthly and cumulatively.
• Facility-ready output: a lean, automatically generated defaulter list, ready to send on with no manual compiling.
•  Monthly Trend Log: see whether the defaulter rate and caseload are rising or falling over time, not just a single snapshot.
• Customisable framework: ships configured for TB/HIV, but the same architecture adapts to other treatment or retention programmes, including non-communicable diseases like diabetes and hypertension. Threshold and variable customisation for other conditions available on request.
• Ready to explore immediately: a separate Sample Data sheet with 500+ realistic records, so every feature is visible before you enter a single real number. Handles up to 10,000 cumulative records.

The tool is currently aligned to South African guidelines. Purchase includes customisation of what is currently in the tool to suit your programme, including changing what is being tracked and adapting the relevant guideline settings, for example from HIV to diabetes, at no additional cost.

Adding more variable labels, changing variables beyond the existing tool structure, or changing output calculations will be quoted separately.