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

Area of Science:

• Health Services Research
• Medical Record Management
• Cancer Screening

Background:

• Accurate medical records are crucial for research validity.
• Optimizing methods for obtaining patient records is essential for study success.

Purpose of the Study:

• To compare two methods of requesting medical records: integrated with a survey versus a separate mailing.
• To evaluate the impact of these methods on survey response rates, sample representativeness, and self-reported screening quality.

Main Methods:

• 890 veterans (aged 50-75) from Minneapolis VA Medical Center were randomized.
• Groups: 1) Records request with colorectal cancer screening survey, 2) Records request mailed after survey completion.
• Analyses focused on response rates, record provision proportion/characteristics, and self-reported screening validity.

Main Results:

• Response rates were similar between groups (76% vs. 78%, P=0.45).
• A higher proportion of the 'with-survey' group provided complete medical records (54% vs. 47%, P=0.06).
• Self-reported screening validity did not differ significantly between groups.

Conclusions:

• Integrating medical record requests with surveys is effective.
• This approach does not negatively impact response rates or data quality.
• It yields a more representative sample with complete medical records.