How do I Develop a Workflow for Data Capture

Once you have decided the purpose of PRO data collection, which PROM(s) to collect, and your timeline for data capture, you and your colleagues should develop the protocol for data collection. If electronic data capture is an option for you, then you will need to assess whether the AJRR platform or another system meets your needs. Again, questions to discuss:

 What does our current EHR platform provide? Is the infrastructure sufficient for data capture? Do our clinics or affiliated practice groups share the same EHR?
 Do the AJRR tools help us meet those aims?
 What do other orthopaedic charting vendors offer in regards to PROs?
 What are your patient population characteristics? Will they have access to complete the forms electronically?
 Are PROMs in paper form suitable for our aims for data collection? Do we have a process for integrating that information into AJRR?
 What follow-up time points will be the most manageable to capture in clinic? Or do we only want to collect off site via a secure patient portal? Or both?
 Will there be adequate time set aside for clinical staff to manage the surveys, track patient enrollment, monitor data completion quality and rates, and follow up on problems?
 How do we train our staff on the data collection processes?
 How do we frame the PRO discussion with patients and when? At time of first visit, after TJR procedure has been scheduled, at the time of the pre-operative TJR class?
 Will the care team want to review the PROM scores with patients at clinic visit?

AJRR has developed two simple workflow diagrams (one for paper format collection and one for electronic capture) to help visualize the whole process from data collection to utilization of data. Although most institutions would prefer to collect PROMs via electronic surveys, this may not be an option for some participants. Understanding your patient flow from pre-op to post-op follow-up will help guide your institution on how to collect PROMs at defined time points. As shown by the bold arrows in the following diagrams, the most streamlined method for real time data submission and access is with the use of the AJRR platform.

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