Enhancing Medicine Information Services: A Future-Proof, Low-Cost Data Management Strategy

Aim: A state-wide obstetric medicines information service (OMIS) is offered as a free telephone service by pharmacists at a tertiary women’s and newborn hospital. The methods for recording OMIS enquiries used included hard-copy tools, Microsoft Excel® spreadsheets, and Microsoft Access® databases, had significant limitations which hindered service delivery and user efficiency. The study aimed to develop an electronic tool which is easily accessible across various electronic devices, with secure data storage and access. Method: The database used by other medicine information services were explored. Electronic Data Capture (REDCap®), was deemed the most appropriate tool, as a secure, web-based application, was selected for its simplicity, and robust functionalities. Results: The REDCap® system was used to develop, test, and review the efficient capture and reporting on essential components of OMIS enquiries. 6 months post implementation, a user satisfaction survey was circulated to all pharmacists who deliver and supervise the service. The REDCap® feature considered most satisfactory were the simultaneous multi-user access functionality, ease of entering data and time efficient in data entry with drop-down selection. The integration of REDCap® and Microsoft Power BI® enabled continuous and efficient reporting of data collected. Data displayed on dashboard could be filtered to obtain relevant report effectively, including call count by caller type, calls received by month, patient type, and location of caller. Conclusion: The implementation of REDCap® and PowerBI® in data management in the medicine information service has significantly improved data accuracy, user satisfaction, and reporting efficiency.