The Issue of Collecting Data During Screenings
Since our founding in 2015, one of the biggest issues that we have faced is collecting and interfacing with patient data that we collect during our screenings. In this analysis, we will share some of the lessons we learned from trying various methods to collect data and see if we can figure out a solution that is simple, secure, and scalable. We will first identify our ideal features, what we need, and finally break down each method into its pros vs cons. From paper forms to Google Forms, let’s see if it’s even possible to find a solution that fits our needs and community.
What We Want
To begin, the first thing we did was to list out ALL the things we want from in regards to our Data Collection Method:
1. Safe & Secure
Our #1 absolute priority is for the data that we collect to be safe & secure. So having something like paper data forms lying around after the event because someone forgot to destroy them may pose a potential danger that we do not want to risk.
2. Simple & Seamless
The method that we use must be easy for our health screeners & volunteers. That means having volunteers record data on paper and then having them log them on our database may pose an unnecessary Point of Friction (POF) that could result in data being unrecorded after an event. Anything that is complex will need to be built into our training program so volunteers will be prepared to know exactly what to do in case an issue arises. Besides making the data collection process simple for our health screeners, we also want to make the experience easy for our patients as well. That means no long lines for residents waiting to get screened
3. Standardized & Searchable
Not only must the storage be safe, secure, and HIPAA compliant, we also want our patients/residents to be able to log in and search
4. Systematic & Scalable
As a global nonprofit, we MUST find a solution that is not only standardized across all chapters, but also scalable as well. That means every chapter will need to learn the exact same method to keep everything standardized.
5. Inexpensive
Finally, as a nonprofit, we rely primarily on donations to fund our work. Therefore, the solution must be as inexpensive as possible.
What We Do NOT Want
It's also important to state some things we do NOT want. For example, we want to look professional while collecting screenings to using our phones to collect data, while convenient, may leave a bad impression on patients/residents. Therefore...
No Phones
No Additional Work Outside of the Screening Event (unless absolutely necessary)
No Complex Systems
What We Need
Now that we discussed what we want, it’s time to decide what we ABSOLUTELY NEED. Things like allowing patients to log in and search for their records on the internet are more of a luxury that an absolute must for our nonprofit. Therefore, here’s what would need:
Safe & Secure
Simple & Seamless
Standardized, Systematic & Scalable
What We Can Use
In this section, we will break down all the possible methods we can use and compare their pros & cons.
Paper Spreadsheet
Pros | Cons |
Simple | Not secure |
Standardized, Systematic & Scalable | Need to transfer to computer |
Can be easily misplaced | |
| |
Carbonless Copy Paper
When applying pressure to this paper while writing, you will be able to make a duplicate of the sheet and give it to the patient!
Pros | Cons |
Simple | Not secure |
Standardized, Systematic & Scalable | Once scaled, can become expensive |
Provide a copy to patients! | Need to transfer to computer |
| Potential Health Hazard (BPA) |
Offline G-Sheets
Utilize Google Sheets to collect data. Each student will first need to make a copy or tab of the template and use their computer to record data. After the event and returning online, volunteers will need to upload or turn back on "online" mode to merge changes. Then a research coordinator will need to copy and paste all the data
Pros | Cons |
Safe & Secure | Need to make multiple copies of template |
Fairly Simple | Requires merging of data afterward |
Standardized, Systematic & Scalable | Template easily modified |
| Require setting to offline mode before going offline |
Offline Open Data Collection Platform (ODK Collect)
Traditionally, our screenings consist of various stations (EKG, BP, BG, etc.) with patients moving from station to station done the line.
To utilize this Offline Data Collection Platform, we must fundamentally change how we do screenings from having patients move from station to station to having the equipment or screener move from station to station.
The reason? One health screener can only open one patient record form at a time and must stick with that patient throughout the whole process of screenings. Thus, our traditional "assembly-line" screening setup may not work as well.
Pros | Cons |
Safe & Secure | Require downloading app onto computer |
Relatively Simple & Seamless | Require downloading questions in advance |
Standardized, Systematic & Scalable | Requires some training |
Used by the WHO, Red Cross, and many global world health organizations | |
Free! | |
No Internet Connection Needed | |
Directly fill in using a computer | |
Database automatically collects some data like location, date/time, etc | |
One-click online upload | |
Customized question types & answer choices. | |
What do you think is the best solution? Feel free to pick more than one!
- Paper Spreadsheet
- Carbonless Copy Paper
- Offline G-Sheets
- Offline Open Data Collection Platform
You can vote for more than one answer.
So what's the best solution?
Honestly...we don't really know. Although we've been in this industry for years, there seems to always be new and fresh software and products we discover every day that can help make our screening experience better. If you know of any or have any comments, please leave them below as we would love to hear from you! Hopefully, this post gave more insight into our data collection process, and hopefully one day we can find a solution that meets all our wants and needs!