hibbs is a program of the global health informatics partnership introduction to form design regional...
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HIBBs is a program of the Global Health Informatics Partnership
Introduction to Form Design
Regional East African Centre for Health Informatics(REACH-INFORMATICS)
Wabuti BonifaceJune 2011
Developing Paper Data Collection Forms
Learning objectives
Tips for designing data collection formsImportance of these tipsEncounter, Visit and Patient typesDetermining what data needs to be
collectedExamplesQuestions ??????????
Tips in designing data collection forms
Clearly define the objectives/purposes/end products Reporting Research Clinical care Administrative
Consider how much information should be collected.
Work backwards using a reporting toolInvolve all players
Tips in designing data collection forms
Include the title of the review or a unique identifier.
Include a revision date, version number for the data collection form.
Provide space to record the name (or ID) of the person who is completing the form.
Leave space for notes near the beginning of the form.
Use of open format questions.
Tips in designing data collection forms
Closed format questionsInclude assessment (or verification) of
eligibility of the study near the beginning of the form. Early sections of the form can be used for the process
of assessing eligibility.
Record the source of each key piece of information collected, including where it was found in a report.
Tips in designing data collection forms
Code information in the same way regardless of source
Use tick boxes or coded responses to save time.
If there are many possible answers, use a pick list
Structure interview questions in a way that they call for confirmatory answers rather than open-ended patient response.
Tips in designing data collection forms
Have documented standard operating procedures that guide the use of the form, its development and review.
Plan to pilot the forms at different stages to get user feedback and before development of the database.
Have references like the concept (data) dictionary to define, create and store questions and their coded answers.
Tips in designing data collection forms
Include required (must fill) fields on your data collection form, for example: Unique ID, Name, Encounter Date, Provider, Encounter Location.
Have a clear purpose (and a clear answer) for every question.
Avoid asking for technical information that the participant is not likely to have.
Tips in designing data collection forms
Avoid abbreviations and, if you must use them, then provide a glossary.
Provide a complete script for the interviewer that clearly differentiates instructions and questions.
Avoid inappropriate or repetitive questions and provide for avenues of explaining the need for sensitive information.
Tips in designing data collection forms
Use prepared introductory and transitional statements to make the questions flow smoothly.
Avoid questions that do not relate to the person.
In clinical trials, factor in collection of important information e.g., quality of life data, symptoms, side effects, and adverse events.
Have word questions identical for every respondent
Tips in designing data collection forms
Use language that everyone can understandTime frames should be clearly specified. Avoid questions that combine two questions,
for example, “Are you able to do things like run and swim without difficulty?”
Include appropriate unitsGive appropriate range values for the unitsUse existing data collection tools when
developing new ones.
Grouping of questions
It is important to group related questions together because it determines: How the variables will be defined and stored in the
database The flow of answering the questions, the order of
questions and there answers How the form will be programmed How the data will be entered How to identify missing data How the data will be cleaned How it will be extracted.
Encounter, Visit, and Patient types
Encounter
An encounter is a meeting with a health care provider, where the client receives any type of service.
There may be several types of encounters Initial/first visits Return/revisit/follow-up visits
Encounter types determine: The frequency of care The information to be captured and when to capture. The type of care
Visit typesEncounters can be further coded by the
patient appointment type Scheduled Unscheduled
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Patient types
Patients may also be classified by a variety of characteristics, for example: Age
Pediatric Adolescent Adult
Treatment status Inpatient Outpatient
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Example Forms
ChallengesGetting experts to help define concepts to
be added in the dictionaryDifferent existing concept mappingsGetting approvals for designed or reviewed
formsScheduling urgent changesDrug concepts dynamics
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Questions????????
Group ExerciseYou are asked to come up with a primary care
encounter form. They plan to fill out the paper form which later will be entered into electronic form.
Come up with a very short reporting tool/template with 5 indicators
List out all of the possible questions and expected answers that will help provide data to fill out your reporting tool.
Now group the related questions together and start to layout how the form will look like on paper.
Did you??????Include required fields?Number the questions?Include the title of the form?Add version number, revised date, and page
number in the footer?Save your form in a meaningful naming
convention?Make sure the flow of the questions make
sense?
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ReferencesPirie, Phyllis L. Principles of Forms Design and
Interviewing for Data Collection. SoCRA Source. February 2004, p.19-24.
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HIBBs is a program of the Global Health Informatics Partnershipwww.ghip.net
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