This is an example of how one EndoCentre manages data collection to ensure
completeness and accuracy – Hopefully it is a useful exemplar for other centres
Endometriosis Centre Process for Data collection
Patents undergoing laparoscopic surgery for the excision of rectovaginal endometriosis,
which includes dissection of the pararectal space, must have the following data entered
on to the BSGE Endometriosis database to comply with BSGE accreditation:
- Preoperative symptom and QOL questionnaires
- Surgery details
- Histology
- Complications
- Postoperative symptom and QOL questionnaires at 6,12 and 24 months post surgery.
Patients must give consent to data collection, storage and analysis by signing the
consent form on the first page of the patient symptom questionnaire. If a patient does
not consent then her data cannot be collected or stored.
Process
Pre-operative symptom and QOL questionnaires is collected direct from the patient
by the endometriosis specialist nurse, either prior to planned surgery or during
admission for surgery. In the nurses absence (leave etc.) this task must be delegated to
another member of the endometriosis team.
Surgery data is entered onto the database at the time of surgery by the surgeon who
performed it. If this is overlooked it can be added by the surgeon at three month clinic
review.
Complications data is entered by the surgeon during 3 months post op follow clinic and
surgery data re-checked.
Histology data is entered by the surgeon when patient is reviewed at 3 months follow
up, and complications data re-checked.
Postoperative symptom and QOL questionnaires at 6 months is collected and
entered by the endometriosis specialist nurse at 6 month follow up.
Postoperative symptom and QOL questionnaires at 12 months is collected and
entered by the endometriosis specialist nurse either at clinic review or by telephone.
Postoperative symptom and QOL questionnaires at 24 months is collected and
entered by the endometriosis specialist nurse either at clinic review or by telephone.
Audit and data entry checks
There are circumstances when data collection may be difficult to obtain or forgotten. A
system of checks are needed to minimise data loss.
Weekly check: Each week the Endo Nurse will review all the operation lists and check
that all cases with pararectal dissection have been entered onto database.
Monthly check: Each month the endometriosis specialist nurse will check on the ‘Due
Dates’ report within the Endometriosis Database and confirm which patients require
follow up and check they have appropriate appointments booked. If not she will arrange
a suitable appointment for clinic or telephone review.
Quarterly Audit: There is a quarterly audit of the endometriosis service and when this is
due the endometriosis specialist nurse will provide data for the audit and check the
preceding three months of data entry to ensure it is complete. Any gaps in data entry
can be filled at this time.
Annual Audit: at the end of each calendar year the lead consultant will check all the
data for the year for completeness.
To aid data collection there are useful reports on the BSGE database:
-
Centre>pararectal dissection> select date range can be listed and view
Lists cases of surgery where the pararectal space has been dissected.
-
Centre>due dates report> select date range
Lists when patients are due follow up giving a 12 week window for data entry
Any concerns about data collection, data accuracy or patient consent will be brought to
the lead consultants attention as soon as possible.
Table to show method of data entry and systems to check on data completeness
Data entered by
Data forgotten?
Regular data checks by
Endo Nurse
Preoperative
symptom and QOL
data
Endo Nurse prior to
surgery or on day
after
Nurse away or data
forgotten
Weekly check of
complete surgery data
entry, on return from
leave. Or duty
delegated to Endo
team in Endonurse
absence
Operation
Surgeon
Each week
3/12 follow up
Entered at 3 month
follow up by surgeon
Surgery data
checked by Endo
Nurse
Dr arranges 6/12
follow up with Endo
Nurse
Each Month
Weekly check of
complete surgery data
entry
Checks surgery
data complete and
adds histology and
complications data
Follow up due dates
checked by Endo
Nurse
Monthly check of due
dates for patient follow
up appointments
6/12 follow up
Endo Nurse enters
QOL, and checks
complications and
histology data
Patient doesn’t
attend
Endo Nurse re books
appt, or calls patient
1 year follow up
Endo Nurse enters
QOL data
Patient doesn’t
attend
Endo Nurse re books
appt, or calls patient
2 year follow up
Endo Nurse enters
QOL data
Patient doesn’t
attend
Endo Nurse re books
appt, or calls patient
Quarlterly Audit
Endo Nurse checks all
cases operated on for
quarterly Audit
Annual check of
data in December
Cons or Fellow checks
annual data
completeness prior to
BSGE Audit
April 2014