Collecting high-quality Patient-Reported Outcome Measures (PROMs) in clinical settings requires a systematic approach focused on technology integration, patient engagement, and streamlined workflows. To ensure optimal PROM collection, healthcare organisations should implement electronic data capture systems, establish clear collection protocols, provide adequate patient education, and integrate PROM collection into existing clinical workflows. Using BCB Clinical Information Management Systems together with MyHealth digital service for patients allows for automated data collection, reducing manual input and ensuring consistent, high-quality patient data that can be transformed into actionable clinical insights.
Understanding PROMs and their importance in clinical settings
Patient-Reported Outcome Measures (PROMs) are standardised questionnaires completed by patients to assess their health status, functional ability, and quality of life from their own perspective. These valuable instruments capture the patient experience directly, without interpretation by clinicians or others. PROMs fall into several categories, including generic (e.g., SF-36), disease-specific (e.g., EORTC QLQ-C30 for cancer), domain-specific (e.g., pain scales), and utility measures (e.g., EQ-5D).
PROMs have become essential components of evidence-based healthcare because they provide unique insights that clinical assessments alone cannot capture. They contribute significantly to:
- Clinical decision-making by highlighting patient priorities and concerns
- Research validity through standardised patient-centred outcomes
- Quality improvement initiatives by identifying gaps in care
- Value-based healthcare models that incorporate patient perspectives
When collected systematically, high-quality PROMs create a more complete picture of treatment efficacy and patient experience, ultimately supporting more personalised and effective care pathways.
What are the key challenges in PROM data collection?
Effective PROM collection faces several significant obstacles that can compromise data quality and utility. Patient compliance represents a primary challenge, with response rates often declining over time, particularly in longitudinal studies or chronic disease management. This non-response bias can seriously undermine data validity and research conclusions.
Workflow integration presents another substantial hurdle. Many clinical settings struggle to incorporate PROM collection into busy clinical workflows without disrupting patient care or overburdening staff. Without seamless integration, data collection becomes inconsistent and incomplete.
Additional challenges include:
- Data standardisation issues across different systems and settings
- Selection of appropriate measures that balance comprehensiveness with respondent burden
- Potential biases in self-reported information, including recall bias and social desirability bias
- Technical limitations in existing electronic health record systems
- Resource constraints for implementation and ongoing management
Addressing these challenges requires thoughtful planning, appropriate technology, and organisational commitment to patient-centred data collection.
How can digital tools improve PROM collection efficiency?
Digital technologies significantly enhance PROM collection by automating processes, improving accessibility, and increasing response rates. Electronic patient portals provide secure platforms where patients can complete questionnaires at their convenience, either before appointments or remotely from home. These digital interfaces can be designed to be intuitive and responsive, adapting to various devices and accessibility needs.
Mobile applications further extend collection capabilities by enabling real-world evidence gathering in patients’ natural environments. Our MyHealth digital PROM service exemplifies this approach, providing patients with user-friendly interfaces while automatically integrating responses into clinical systems.
Key technological enhancements include:
- Automated reminder systems that significantly improve completion rates
- Skip logic and adaptive questioning that reduces respondent burden
- Real-time data validation to ensure completeness and accuracy
- Seamless integration with clinical information management systems
- Multilingual capabilities to accommodate diverse patient populations
By minimising manual data entry and streamlining collection processes, these digital tools not only improve data quality but also reduce administrative burden on clinical staff.
What best practices ensure high response rates for PROMs?
Maximising PROM response rates requires thoughtful implementation strategies that focus on patient experience and engagement. Timing assessments appropriately is crucial—collecting baseline data during clinic visits and follow-up assessments at clinically meaningful intervals improves relevance for both patients and providers. Selecting the right measures also significantly impacts participation, with shorter, more focused instruments generally achieving higher completion rates than lengthy questionnaires.
Creating patient-friendly interfaces substantially improves engagement. Clear instructions, simple layouts, progress indicators, and appropriate font sizes all contribute to a positive user experience that encourages completion. Additionally, providing multiple access options (mobile, tablet, computer) accommodates different patient preferences and circumstances.
Other evidence-based strategies include:
- Explaining the purpose and value of PROMs to patients
- Incorporating personalised feedback that shows patients how their data contributes to their care
- Using conditional logic to minimise irrelevant questions
- Setting up automated, tactful reminder systems
- Training staff to provide appropriate assistance when needed
By implementing these practices, healthcare organisations can significantly improve response rates while maintaining data quality.
Implementing and sustaining successful PROM collection systems
Creating sustainable PROM collection systems requires careful integration into existing clinical workflows and organisational processes. Implementation should begin with thorough stakeholder engagement, including clinicians, administrators, IT staff, and patients, to ensure the system meets diverse needs and expectations. Establishing clear roles and responsibilities for PROM administration, monitoring, and review prevents critical tasks from falling through the cracks.
Comprehensive staff training is essential for long-term success. All team members should understand not only the technical aspects of the collection system but also the clinical value of the data being gathered. This understanding increases commitment to consistent implementation and proper patient guidance.
