Field Agent Training Handbook for SCD Patient Tracking
Complete training guide for field agents using Tracka — role overview, app navigation, patient registration, data collection, offline usage, and patient engagement.
Chapter 1.Role Overview
Field agents are the backbone of the Tracka system, serving as the link between patients and healthcare. Responsibilities include identifying and registering new SCD patients, conducting follow-up visits, collecting clinical data at the point of care, facilitating referrals, and providing basic health education. Each agent serves a defined catchment area with a target of 50 to 100 active patients, reporting to a supervising facility and field supervisor.
Success requires clinical knowledge about SCD, technical proficiency with the mobile app, strong interpersonal skills for patient engagement, and reliability in maintaining visit schedules. This handbook provides comprehensive training in each of these areas.
Chapter 3.Patient Registration
Every new SCD patient should be registered promptly. Required fields include full name, date of birth (or estimated age), sex, confirmed genotype (or “suspected” pending testing), geographic location (cascading state/LGA/ward dropdowns), and at least one contact method. The system generates a unique patient ID and calculates a fingerprint hash to prevent duplicates.
If a potential duplicate is detected based on name, date of birth, and location, you will be alerted before the registration proceeds. Verify that the flagged record is a different person before confirming. Taking time for accurate registration is critical — errors cascade through all subsequent patient interactions.
Chapter 4.Data Collection
Visit forms adapt based on visit type: routine follow-up, acute assessment, or medication review. Key routine data points include current symptoms and health status, medication adherence, pain crises or hospitalizations since last visit, current weight, and recent lab results. Always ask about medication side effects and document responses accurately.
Enter data during or immediately after the encounter while details are fresh. Never fabricate or estimate clinical values — leave fields blank rather than guessing. Use the notes field for qualitative observations. Double-check entries before saving, particularly medication dosages and laboratory values where errors can have clinical consequences.
Chapter 5.Offline Usage
The app works fully without internet — register patients, conduct visits, and enter data exactly as when online. Before heading to the field, check the sync indicator: green means all data is synchronized, orange with a number shows pending uploads. Sync happens automatically on WiFi or mobile data, or trigger manual sync by pulling down on the home screen.
While offline, you cannot receive new notifications, see other agents' updates, or search patients not downloaded to your device. These resume when connectivity returns. Never delete the app or clear data while records are pending synchronization — this could cause data loss.
Chapter 6.Data Quality
Your supervisor reviews quality reports weekly. Targets include 95%+ required field completion, entry within 24 hours of encounters, and zero fabricated records. Common errors to avoid: entering the wrong patient (always verify identity), transposing digits, selecting wrong dropdown options, and submitting incomplete forms. Records can be edited within 24 hours; after that, contact your supervisor.
Your data quality score is visible on your dashboard and is a key performance indicator. Consistently high quality reflects professionalism and directly contributes to better patient outcomes.
Chapter 7.Patient Engagement
Building trust is fundamental. Always introduce yourself, be punctual, listen actively, and respond with empathy. Educate patients on medication adherence, warning signs requiring urgent care (fever above 38.5C, severe pain, difficulty breathing, sudden pallor), adequate hydration, and keeping scheduled appointments.
Respect confidentiality at all times. Conduct visits privately when possible. Never discuss conditions with neighbors or other patients. Obtain consent before collecting data and explain how information will be used. A patient who trusts you provides more accurate information and engages more actively in their care.
Chapter 8.Supervision
Your supervisor provides weekly data quality reviews, monthly one-on-one meetings, quarterly field observation visits, and peer learning facilitation. Proactively communicate challenges — technical issues, clinical questions, safety concerns, or logistical problems. Supervisors monitor activity metrics through the platform and provide targeted support.
Performance criteria include visit completion rate (target 90%+), data quality score (target 95%+), patient satisfaction feedback, and timely escalation of clinical concerns. Consistent high performance creates advancement opportunities as supervisors, trainers, or program coordinators.