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

16

Patient types

Patients may also be classified by a variety of characteristics, for example: Age

Pediatric Adolescent Adult

Treatment status Inpatient Outpatient

17

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

24

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?

27

ReferencesPirie, Phyllis L. Principles of Forms Design and

Interviewing for Data Collection. SoCRA Source. February 2004, p.19-24.

The work is provided under the terms of this Creative Commons Attribution-ShareAlike 3.0 Unported License (“CCPL" or "license"). The work is protected by copyright and/or other applicable law. Any use of the work other than as authorized under this license or copyright law is

prohibited.

HIBBs is a program of the Global Health Informatics Partnershipwww.ghip.net

Thank You!