A Method for Rapid Acquisition of Data From Dispersed Individuals

Abstract

We have developed a data-collection system that we believe has wide applicability in dispersed organizations that have different local information systems infrastructures. A questionnaire was developed using commonly available software tools and was implemented several times across a dispersed network of individuals to rapidly collect, organize, and analyze information with a minimum of secretarial time and administrative cost. A common e-mail database was created identifying all of the medical directors and care management directors in the Blue Cross Blue Shield system. Initial polling of these individuals yielded specific questions of interest, and a final questionnaire was developed. The focus of the project centered on the evaluation of disease state management initiatives within each of the plans and on the ongoing use and future potential for various medical management initiatives. A questionnaire was developed using a Microsoft Excel spreadsheet with the ultimate development of a database in mind. All of the questions, whether single or multiple answers, were mapped from question response sections to a hidden specified range created to import the flat file answer block into a database. Individual cells containing answers to questions were each mapped to a hidden area of the spreadsheet arrayed as a series of rows. As each questionnaire was returned to the central site, data was imported from the hidden range name into a Microsoft Access database. The process of collecting extensive information on a questionnaire-by-questionnaire basis took approximately 20 seconds of time per questionnaire. A final report was ultimately created composed of some 24 pages of detailed information on managed care across the participants, representing some 90% of the member organizations. Secretarial costs were needed only for final transcription of the report.