PS1-35: Transition to Electronic In-clinic Data Capture of Questionnaires Increases Collection Rates

Abstract

Background/Aims

Geisinger bariatric surgery patients complete questionnaires at various points throughout the program as part of their standard care. Until recently, this was done using paper copies completed at home, resulting in unacceptably low response rates. Opportunities to capture missed responses exist, but are difficult to identify in a busy medical clinic. The purpose of this study is to improve patient questionnaire completion rate using in-clinic capture while minimizing the impact on clinic efficiency.

Methods

Planning meetings for implementation of the in-clinic collection process involved various stakeholders including researchers, clinicians, nurses, and front desk staff. Several options were considered for location (waiting room versus patient room) and for collection tool (tablets versus touch screens). The stakeholders agreed to implement a process using touch screens in the patient room. This process was piloted and patient interaction with the tool was evaluated. A 15 minute visit was prepended to the patients regularly scheduled visit to allow time for completion. Specialized software was used to implement and collect the touchscreen responses. Historical collection rates were compared to the pilot results.

Results

During the pilot, 50 of 52 patients (96%) completed the touchscreen questionnaires. Mean time for completion of 140 questions was 15 minutes, which fell within the estimated time of our prepended visit. Time for the nurse to introduce the tool was under 2 minutes. While 38% of patients described some issue with using the tool, all patients rated the ease of use as ‘Easy’ or ‘Very Easy’. Specific issues included patients understanding of the questions and first time use of a touch screen. The completion rate during the pilot was significantly higher than the historical completion rate (96% versus 65%, P <0.0001).

Conclusions

Capture of in-clinic electronic questionnaires is feasible, but requires full support from providers, nurses, and front desk/scheduling staff. Long term integration may provide higher capture rates, which may result in improved patient care (i.e. allow the providers to directly address any issues raised by the responses) and better research.