Administer and collect medical questionnaires with Google documents: a simple, safe, and free system

Abstract

Aim: Questionnaires are an invaluable resource for clinical trials. They serve to estimate disease burden and clinical parameters associated with a particular study. However, current researchers are tackling budget constraints, loss of funding opportunities, and rise of research associated fees. We aimed at exploring alternative avenues taking advantage of the free Google docs software for questionnaire administration. This presents an opportunity to reduce costs while simultaneously increasing efficiency and data fidelity.

Material and methods: Google documents were used as a platform to create online questionnaires that were automatically hosted via a unique URL. Password protected access to the URL link and a unique study ID gave patients around the clock access from anywhere in the world. Unique study ID ensured confidentially of all self-reported data. Patient responses were secured using a "Cloud" database where the data was automatically sorted, scaled and scored by custom Excel formulas. Researchers downloaded real-time questionnaire responses in multiple formats (e.g. excel) which was then analyzed with a statistical software of choice.

Results: This simple workflow provided instant questionnaire scores that eliminated the use for paper-based responses and subsequent manual entry of data. Ease of access to online questionnaires provided convenience to patients leading to better response rates and increase in data fidelity. The system also allowed for real time monitoring of patient's progress on completing questionnaires. Online questionnaires had 100% completion rate compared to paper-based questionnaires.

Conclusions: Google docs can serve as an efficient and free platform to administer questionnaires to a clinical population without sacrificing quality, security, and fidelity of data.

Keywords: Applied Informatics; Clinical outcomes; Google Docs; Online Questionnaires; Research Study.

Conflict of interest statement

Conflict of Interest: The author(s) declare that they have no conflict of interest'.

Figures

Figure 1. The startup screen

(A) To begin the process of creating your online questionnaire sheet(s), press “Drive” (red arrow). (B) This will take you to the main welcome screen.

Figure 2. Creating the questionnaire form

(A) On the left hand side of your screen, press the button labeled “Create” (black arrow). (B) A drop down menu appears, please press on the button labeled “Form” (purple arrow).

Figure 3. Choose title and theme

The name of the desired paper questionnaire (black arrow) should be typed in prior to the conversion to the online version. For this example, we are using the CFS severity score.

Figure 4. Naming of the questionnaire

A sub-screen appears. The name of the desired paper questionnaire (black arrow) should be typed in prior to the conversion to the online version. For this example, we are using the CFS severity score.

Figure 5. Adding questions and responses to the questionnaire

(A) Pink arrow points to the add item button to start the process. (B) Blue arrow shows the question type, in this case it will be “Grid”. Purple and green arrows show where to place the questions and associated answers.

Figure 6

Addition of rows and columns. Black, red and green arrows point to the expansion of the question sub screen.

Figure 7. The completion of the first question

(A) After completion of the questionnaire press the blue done button (yellow arrow). Also click the “Required question” box to make sure patients answer the questions in the future. (B) Once complete, the questionnaire will be easy to read and highly organized.

Figure 8. Transferring questionnaire data to spreadsheets

(A) Red arrow shows the start of moving the data over. (B) Press create to transfer data to a spread sheet. (C) View responses will summarize and show the data collected.

Figure 9

Creating the 3 tab spreadsheet to begin the “Vlookup” process.

Figure 10

Forming equations for the Vlookup table.

Figure 11

The cells that are highlighted for the Vlookup table.

Figure 12

Permanent link to give to patients (blue arrow).