ODK for scanning patient contact reports

Support
1

Hello all,
I'm part of Rock Medicine (http://www.rockmed.org/) in the San Francisco Bay area. RM provides medical coverage at concerts and large events. We staff about 750 events/year, provide basic services to roughly 60,000 people/year, and medical care to a fraction, maybe 5,000.

Currently we use paper forms (a recent version is attached)to record patient encounters. They work fairly well, but it's a pain to extract data after events, because someone has to manually enter everything into the computer.
I haven't found any applications that meet current maintenance, so I am looking for a program that could scan the form, and copy data to a spreadsheet.

Is ODK able to scan forms like this? What are its scan capabilities and limitations? What would have to be done to modify this forms that it could be scanned by ODK?

The relevant information that we want to extract is: The diagnosis, the drugs that the patient is taking, the times, the supplies that were used, and the disposition (their exit status).
I took a stab at modifying the form to make it look a little more scanner–friendly (RockMedScanPCR), but I don't know if this is what ODK needs.

Does anyone familiarity or experience with the use of ODK for scanning patient reports or medical records in the US? Are there other programs that can scan forms like this and extract data?

The American Red Cross in SF is in a similar boat as Rock Med, because they're also trying to free themselves from working with large quantities of paper forms.

If there is a a better forum for this question, please redirect me.

Thank you for your help!

rockmedPCR.pdf (36.5 KB)

rockmedPCR2.pdf (15 KB)

RockMedScanPCR.docx (38.7 KB)

2

Use ODK XLSForm, Collect, and Aggregate (http://opendatakit.org/use/)
if you want to replace the paper with a mobile solution. This is ideal
if you want mobile workers to be documenting encounters on device. ODK
will give you accurate and real-time data collection with rich data
types like location, images, etc. http://vimeo.com/38123850 is a video
from a user that demonstrates what ODK enables.

Use Captricity (http://captricity.com) if you want a turn key web
service to convert data that's on paper to a big spreadsheet. This is
ideal if you want to keep your paper process, but what to digitize all
the data (by scanning all the forms at the end of the day, or using
Captricity's phone client to take a picture of each form).
http://vimeo.com/68647706 has an overview. I know the Captricity team
very well and glad to do an intro if you'd like.

Use ODK Scan if you want something like Captricity, but still alpha,
on-device, open source, and integrated with ODK Collect.
https://www.youtube.com/watch?v=drbdICgJOhI.

Yaw

··· -- Need ODK help? Go to http://nafundi.com for custom features, form design, implementation support, and user training for ODK.

On Fri, Jul 12, 2013 at 1:44 PM, kg6wph@gmail.com wrote:

Hello all,
I'm part of Rock Medicine (http://www.rockmed.org/) in the San Francisco Bay area. RM provides medical coverage at concerts and large events. We staff about 750 events/year, provide basic services to roughly 60,000 people/year, and medical care to a fraction, maybe 5,000.

Currently we use paper forms (a recent version is attached)to record patient encounters. They work fairly well, but it's a pain to extract data after events, because someone has to manually enter everything into the computer.
I haven't found any applications that meet current maintenance, so I am looking for a program that could scan the form, and copy data to a spreadsheet.

Is ODK able to scan forms like this? What are its scan capabilities and limitations? What would have to be done to modify this forms that it could be scanned by ODK?

The relevant information that we want to extract is: The diagnosis, the drugs that the patient is taking, the times, the supplies that were used, and the disposition (their exit status).
I took a stab at modifying the form to make it look a little more scanner–friendly (RockMedScanPCR), but I don't know if this is what ODK needs.

Does anyone familiarity or experience with the use of ODK for scanning patient reports or medical records in the US? Are there other programs that can scan forms like this and extract data?

The American Red Cross in SF is in a similar boat as Rock Med, because they're also trying to free themselves from working with large quantities of paper forms.

If there is a a better forum for this question, please redirect me.

Thank you for your help!

--

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3

Checkout captricity. I think that's the solution you are looking for.

Thanks,

Matt

··· On Friday, July 12, 2013, wrote:

Hello all,
I'm part of Rock Medicine (http://www.rockmed.org/) in the San Francisco
Bay area. RM provides medical coverage at concerts and large events. We
staff about 750 events/year, provide basic services to roughly 60,000
people/year, and medical care to a fraction, maybe 5,000.

Currently we use paper forms (a recent version is attached)to record
patient encounters. They work fairly well, but it's a pain to extract data
after events, because someone has to manually enter everything into the
computer.
I haven't found any applications that meet current maintenance, so I am
looking for a program that could scan the form, and copy data to a
spreadsheet.

Is ODK able to scan forms like this? What are its scan capabilities and
limitations? What would have to be done to modify this forms that it could
be scanned by ODK?

The relevant information that we want to extract is: The diagnosis, the
drugs that the patient is taking, the times, the supplies that were used,
and the disposition (their exit status).
I took a stab at modifying the form to make it look a little more
scanner–friendly (RockMedScanPCR), but I don't know if this is what ODK
needs.

Does anyone familiarity or experience with the use of ODK for scanning
patient reports or medical records in the US? Are there other programs that
can scan forms like this and extract data?

The American Red Cross in SF is in a similar boat as Rock Med, because
they're also trying to free themselves from working with large quantities
of paper forms.

If there is a a better forum for this question, please redirect me.

Thank you for your help!

--

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4

Hello All,

Let me first start by saying what an impressive app ODK Scan is! This has
the potential to eliminate the tedious data entry step for surveys that
still stick with paper forms as the means of collection.

I'm just getting started with ODK Scan and trying to pilot it for a paper
survey I just collected. I'm following the ODK Scan - setup and technical
guidehttps://opendatakit.googlecode.com/files/ODK%20Scan%20-%20setup%20and%20technical%20guide.pdf but
I'm having some trouble accessing the link to the Template Maker to create
the .json template - pg.53 from the guide provides this link but it doesn't
work: http://rwinkwavu.cs.washington.edu:8082/proto/TemplateMaker/

I also found this link on the ODK wiki:
https://code.google.com/p/opendatakit/wiki/ScanXLSFormDocumentation but the
ODK Scan XLSForm converter link sadly doesn't work either.

Does someone have the Template Maker that you could share or post its
working link?

And one other question, I'm wondering whether it's possible for ODK Scan to
recognize if a form is binary (filled vs. unfilled bubbles) if the data
types are represented by a different symbol such as A vs. B or X vs. O?
This would be very useful if people are trying to digitize past surveys who
can't go back and redesign their survey to filled vs. unfilled bubbles.

Thanks in advance for any help you can provide. I look forward to seeing
where ODK Scan progresses in the future!

Cheers,
Andrew

5

I've CC'd Nikki on this thread.

Nikki has been developing ODK Scan -- a tool to support a hybrid
paper-and-digital forms-based workflow. This is not yet released.

It uses a specially-formatted paper form which can be scanned by the ODK
Scan app running on a phone or tablet.

Your workers could fill in a paper form then someone in the field could
photograph it with their cell phone; ODK Scan converts it into an ODK
Collect form. If there are free-form text fields, the field worker would
then transcribe those using ODK Collect before submitting the completed
form to an ODK Aggregate server. There is no OCR.

This still retains the transcribing step, but if you cannot simply switch
to an all-electronic tablet-based approach, and need the paper for other
legal or tracking purposes, it may be something to look into.

Mitch

··· On Sat, Jul 13, 2013 at 9:20 AM, Matt Berg wrote:

Checkout captricity. I think that's the solution you are looking for.

Thanks,

Matt

On Friday, July 12, 2013, wrote:

Hello all,
I'm part of Rock Medicine (http://www.rockmed.org/) in the San Francisco
Bay area. RM provides medical coverage at concerts and large events. We
staff about 750 events/year, provide basic services to roughly 60,000
people/year, and medical care to a fraction, maybe 5,000.

Currently we use paper forms (a recent version is attached)to record
patient encounters. They work fairly well, but it's a pain to extract data
after events, because someone has to manually enter everything into the
computer.
I haven't found any applications that meet current maintenance, so I am
looking for a program that could scan the form, and copy data to a
spreadsheet.

Is ODK able to scan forms like this? What are its scan capabilities and
limitations? What would have to be done to modify this forms that it could
be scanned by ODK?

The relevant information that we want to extract is: The diagnosis, the
drugs that the patient is taking, the times, the supplies that were used,
and the disposition (their exit status).
I took a stab at modifying the form to make it look a little more
scanner–friendly (RockMedScanPCR), but I don't know if this is what ODK
needs.

Does anyone familiarity or experience with the use of ODK for scanning
patient reports or medical records in the US? Are there other programs that
can scan forms like this and extract data?

The American Red Cross in SF is in a similar boat as Rock Med, because
they're also trying to free themselves from working with large quantities
of paper forms.

If there is a a better forum for this question, please redirect me.

Thank you for your help!

--

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--
Mitch Sundt
Software Engineer
University of Washington
mitchellsundt@gmail.com

6

To set up your own copies of these tools, follow these instructions:
http://code.google.com/p/opendatakit/wiki/ScanWebApps

(just added -- let me know if anything is unclear).

Mitch

··· On Wed, Jul 31, 2013 at 10:40 PM, Andrew Pham wrote:

Hello All,

Let me first start by saying what an impressive app ODK Scan is! This has
the potential to eliminate the tedious data entry step for surveys that
still stick with paper forms as the means of collection.

I'm just getting started with ODK Scan and trying to pilot it for a paper
survey I just collected. I'm following the ODK Scan - setup and technical
guidehttps://opendatakit.googlecode.com/files/ODK%20Scan%20-%20setup%20and%20technical%20guide.pdf but
I'm having some trouble accessing the link to the Template Maker to create
the .json template - pg.53 from the guide provides this link but it doesn't
work: http://rwinkwavu.cs.washington.edu:8082/proto/TemplateMaker/

I also found this link on the ODK wiki:
https://code.google.com/p/opendatakit/wiki/ScanXLSFormDocumentation but
the ODK Scan XLSForm converter link sadly doesn't work either.

Does someone have the Template Maker that you could share or post its
working link?

And one other question, I'm wondering whether it's possible for ODK Scan
to recognize if a form is binary (filled vs. unfilled bubbles) if the data
types are represented by a different symbol such as A vs. B or X vs. O?
This would be very useful if people are trying to digitize past surveys who
can't go back and redesign their survey to filled vs. unfilled bubbles.

Thanks in advance for any help you can provide. I look forward to seeing
where ODK Scan progresses in the future!

Cheers,
Andrew

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Mitch Sundt
Software Engineer
University of Washington
mitchellsundt@gmail.com

7

There are a few comments I thought I should add here.

  • You can provide training data to create arbitrary classifiers for Scan
    (see: https://github.com/UW-ICTD/ODKScan-core#adding-new-training-data),
    however creating training data is tedious and you might not be happy with
    the results.

  • XLSXGenerator is available online through the repository's gh-pages
    branch here:
    http://uw-ictd.github.io/XLSXGenerator/
    so you don't need to run a server to use it.

  • The Template Maker is really hard to use because of the level of
    precision required when marking up forms. It has not been maintained and
    I'm not certain it still generates compatible templates for the last
    version of Scan.

Regards,
-Nathan

··· On Wednesday, July 31, 2013 10:40:03 PM UTC-7, Andrew Pham wrote: > > Hello All, > > Let me first start by saying what an impressive app ODK Scan is! This has > the potential to eliminate the tedious data entry step for surveys that > still stick with paper forms as the means of collection. > > I'm just getting started with ODK Scan and trying to pilot it for a paper > survey I just collected. I'm following the ODK Scan - setup and technical > guide but > I'm having some trouble accessing the link to the Template Maker to create > the .json template - pg.53 from the guide provides this link but it doesn't > work: http://rwinkwavu.cs.washington.edu:8082/proto/TemplateMaker/ > > I also found this link on the ODK wiki: > https://code.google.com/p/opendatakit/wiki/ScanXLSFormDocumentation but > the ODK Scan XLSForm converter link sadly doesn't work either. > > Does someone have the Template Maker that you could share or post its > working link? > > And one other question, I'm wondering whether it's possible for ODK Scan > to recognize if a form is binary (filled vs. unfilled bubbles) if the data > types are represented by a different symbol such as A vs. B or X vs. O? > This would be very useful if people are trying to digitize past surveys who > can't go back and redesign their survey to filled vs. unfilled bubbles. > > Thanks in advance for any help you can provide. I look forward to seeing > where ODK Scan progresses in the future! > > Cheers, > Andrew > > >
8

I've CC'd Nikki on this thread.

Nikki has been developing ODK Scan -- a tool to support a hybrid paper-and-digital forms-based workflow. This is not yet released.

It uses a specially-formatted paper form which can be scanned by the ODK Scan app running on a phone or tablet.

Your workers could fill in a paper form then someone in the field could photograph it with their cell phone; ODK Scan converts it into an ODK Collect form. If there are free-form text fields, the field worker would then transcribe those using ODK Collect before submitting the completed form to an ODK Aggregate server. There is no OCR.

This still retains the transcribing step, but if you cannot simply switch to an all-electronic tablet-based approach, and need the paper for other legal or tracking purposes, it may be something to look into.

Mitch

Checkout captricity. I think that's the solution you are looking for.

Thanks,

Matt

Hello all,

I'm part of Rock Medicine (http://www.rockmed.org/) in the San Francisco Bay area. RM provides medical coverage at concerts and large events. We staff about 750 events/year, provide basic services to roughly 60,000 people/year, and medical care to a fraction, maybe 5,000.

Currently we use paper forms (a recent version is attached)to record patient encounters. They work fairly well, but it's a pain to extract data after events, because someone has to manually enter everything into the computer.

I haven't found any applications that meet current maintenance, so I am looking for a program that could scan the form, and copy data to a spreadsheet.

Is ODK able to scan forms like this? What are its scan capabilities and limitations? What would have to be done to modify this forms that it could be scanned by ODK?

The relevant information that we want to extract is: The diagnosis, the drugs that the patient is taking, the times, the supplies that were used, and the disposition (their exit status).

I took a stab at modifying the form to make it look a little more scanner–friendly (RockMedScanPCR), but I don't know if this is what ODK needs.

Does anyone familiarity or experience with the use of ODK for scanning patient reports or medical records in the US? Are there other programs that can scan forms like this and extract data?

The American Red Cross in SF is in a similar boat as Rock Med, because they're also trying to free themselves from working with large quantities of paper forms.

If there is a a better forum for this question, please redirect me.

Thank you for your help!

--

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Mitch Sundt
Software Engineer
University of Washington
mitche...@gmail.com

Thanks for your advice.
I don't think we're ready to move to a completely mobile solution, because we would need to sync devices so that everyone could access patient data at once. We would also need to print or export data so that we could transfer it to EMS when we transfer patients. We don't have Wifi, and we don't have a budget for data plans.

I'll check out Captricity and give you some feedback soon.
Cost is always an obstacle, which is why we were looking for open-source solutions that could be developed by volunteers or programmers-for-hire.

ODK Scan has an installation guide
https://code.google.com/p/opendatakit/downloads/detail?name=ODK%20Scan%20-%20setup%20and%20technical%20guide.pdf and is available for download,
so I assumed that it had been released. I'm going to test it on an Android device as soon as I get my hands on one. Does it lack features?
I saw that Nicola was the first author on the publications lists, http://mwt.cs.washington.edu/odk-scan/, so I emailed her at the end of May, but maybe it didn't get through.

··· On Monday, July 15, 2013 10:19:22 AM UTC-7, Mitch Sundt wrote: > On Sat, Jul 13, 2013 at 9:20 AM, Matt Berg wrote: > On Friday, July 12, 2013, wrote:
9

Mitch,

Thanks for your clear instructions on how to set it up! I really appreciate
it.

Andrew

··· On Thursday, August 1, 2013 11:20:12 PM UTC+6, Mitch Sundt wrote: > > > To set up your own copies of these tools, follow these instructions: > http://code.google.com/p/opendatakit/wiki/ScanWebApps > > (just added -- let me know if anything is unclear). > > Mitch > > > > On Wed, Jul 31, 2013 at 10:40 PM, Andrew Pham <andrew....@gmail.com wrote: > >> Hello All, >> >> Let me first start by saying what an impressive app ODK Scan is! This has >> the potential to eliminate the tedious data entry step for surveys that >> still stick with paper forms as the means of collection. >> >> I'm just getting started with ODK Scan and trying to pilot it for a paper >> survey I just collected. I'm following the ODK Scan - setup and >> technical guide but >> I'm having some trouble accessing the link to the Template Maker to create >> the .json template - pg.53 from the guide provides this link but it doesn't >> work: http://rwinkwavu.cs.washington.edu:8082/proto/TemplateMaker/ >> >> I also found this link on the ODK wiki: >> https://code.google.com/p/opendatakit/wiki/ScanXLSFormDocumentation but >> the ODK Scan XLSForm converter link sadly doesn't work either. >> >> Does someone have the Template Maker that you could share or post its >> working link? >> >> And one other question, I'm wondering whether it's possible for ODK Scan >> to recognize if a form is binary (filled vs. unfilled bubbles) if the data >> types are represented by a different symbol such as A vs. B or X vs. O? >> This would be very useful if people are trying to digitize past surveys who >> can't go back and redesign their survey to filled vs. unfilled bubbles. >> >> Thanks in advance for any help you can provide. I look forward to seeing >> where ODK Scan progresses in the future! >> >> Cheers, >> Andrew >> >> >> -- >> -- >> Post: opend...@googlegroups.com >> Unsubscribe: opendatakit...@googlegroups.com >> Options: http://groups.google.com/group/opendatakit?hl=en >> >> --- >> You received this message because you are subscribed to the Google Groups >> "ODK Community" group. >> To unsubscribe from this group and stop receiving emails from it, send an >> email to opendatakit...@googlegroups.com . >> For more options, visit https://groups.google.com/groups/opt_out. >> >> >> > > > > -- > Mitch Sundt > Software Engineer > University of Washington > mitche...@gmail.com >