Randomized trial showed requesting medical records with a survey produced a more representative sample than requesting separately.

Partin MR, Burgess DJ, Halek K, Grill J, Vernon SW, Fisher DA, Griffin JM, Murdoch M. Randomized trial showed requesting medical records with a survey produced a more representative sample than requesting separately. Journal of clinical epidemiology. 2008 Oct 1; 61(10):1028-35.

Related HSR&D Project(s)

• RCD 03-174 – Implementation Research of Quality Measures in GI
• IIR 04-042 – Assessing and Addressing Patient Colorectal Cancer Screening Barriers

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Abstract:

OBJECTIVES: The objective of the study was to compare the effect of two approaches to requesting medical records on survey response rates, sample representativeness, and the quality of self-reported screening. STUDY DESIGN AND SETTING: Eight hundred ninety veterans aged 50-75 years from the Minneapolis VA Medical Center were randomly assigned to (1) records request included with a colorectal cancer screening survey ("with-survey" group) or (2) request in a separate mailing following a completed survey ("after-survey" group). Analyses compared response rates, the proportion and characteristics of patients providing records, and the validity of self-reported screening, by group. RESULTS: Response rates did not vary by group (with-survey 76%; after-survey 78%, P = 0.45). 54% of with-survey and 47% of after-survey participants provided complete medical records (P = 0.06). In the with-survey group, patients with complete medical records were significantly more likely to be married and to have a diagnosis of posttraumatic stress disorder; in the after-survey group, they were more likely to be aged 65-75 years, Caucasian, to have a family history of colorectal cancer, and to report being screened. Validity of self-reported screening did not vary significantly by group. CONCLUSION: The with-survey approach did not significantly reduce response rates or the quality of self-reported screening and produced a higher number and more representative sample with complete records.