RC-FOLDirect Epidemio-Statistics — Track patients' outcomes
We help SMEs and innovative companies leverage precise data, model and score risks, anticipate adverse events, and create value-driven services.
Run epidemiologic follow-ups with high response rates
Direct Epidemio-Statistics helps you design, organize, and execute long-term patient health data collection. To minimize loss-to-follow-up and variability, the follow-up mission:
- Filters patients from the target population
- Designs letters and questionnaires
- Sends, collects, and sorts the mailings
- Coordinates the investigation of lost-to-follow-up cases
Define the research question
At this preliminary stage, we help formalize the research question that the patient follow-up should answer. We can review:
- Clarity, specificity (target), and relevance of the question
- Ease of understanding (ambiguity, technical complexity)
- Measurability given resources and the study population
Define inclusion and exclusion criteria
We help define characteristics of participants to include and exclude, ensuring the sample represents the target population.
- Representativeness — will results generalize to a broader population?
- Feasibility — ability to recruit and follow patients
- Presence of confounding factors (potential bias)
- Ethics — avoiding undue exclusion of vulnerable populations
Develop the recruitment plan
Direct Epidemio-Statistics helps devise a plan to reach the appropriate sample size. This can include:
- Refine inclusion and exclusion criteria
- Narrow the target population (treatments, regions, periods)
- Recruit via multiple channels (prescriptions, social media, ads, mailings, leaflets)
- Set targets for approached and enrolled patients
- Establish an operational timeline for recruitment
Administer surveys or questionnaires
Depending on the target population, the survey collects demographics, medical history, lifestyle factors, and vital status.
- Design the survey (questions, variables, measurement instruments)
- Pilot the survey (clarity and comprehension; internal or pilot sample)
- Choose delivery mode (online, postal mail, in person)
- Obtain IRB/ethics approval or participant consent, when required
- Prepare and send surveys; follow up with non-responders
- Collect and manage data (entry, accuracy checks, integrity and security)
Search medical records
Demographics, history, treatments, tests, and other information can be essential. We can extract data from:
- Electronic health records (demographics, history, treatments)
- Laboratory tests (bloodwork, imaging, other diagnostics)
- Paper medical records (including from other facilities)
- Clinical databases (guidelines, clinical trials, others)
Investigate lost-to-follow-up cases
Loss to follow-up threatens accuracy, completeness, and generalizability. We can:
- Identify and account for lost-to-follow-up patients
- Attempt contact (phone, email, postal mail)
- Identify possible causes (moving, nursing home, history, death)
- Investigate online; with physicians, labs, municipal offices, or other facilities
Store the surveys
Paper and electronic returns must be organized, checked, secured, and ideally backed up. We can:
- Store securely to protect confidentiality
- Organize by patient (unique identifier)
- Back up surveys (digital copies or off-site)
- Check missing answers, data entry, validity, and accuracy (audit)
Create and manage a database
A database centralizes, structures, secures, and makes access more flexible. This can include:
- Design the structure (data types, relationships)
- Populate the database (medical records, prior surveys, manual entry)
- Data entry standards and quality checks
- Data backups (server, separate storage, cloud)