Case Study: Automated Longitudinal Research

The Research

5-day online diary study

Oracle Life Sciences was tasked with collecting user experience data around the safety and performance of a patient monitoring system used by healthcare facilities. To collect the data the team designed a 5-day online diary study, which required participants to document their experiences with the software product at the end of each workday.

 

The Challenge

Varying participant schedules

Given the wide variety of healthcare worker schedules and the sample size, the team faced the challenge of ensuring that data was collected each workday while the participants’ experience with the product was still fresh. Sending daily notifications and reminders to each participant based on their individual schedules would have been an enormous administrative burden. Additionally, participants were required to complete each day’s diary entry before they could proceed to the next, which added another layer of complexity to managing the study.

 

The Solution

Fully automated diary scheduling and management

• Registration Survey

A separate registration survey was created to recruit participants through a generic link distributed via QR code at hospitals. Once registered, participants received a unique link for the diary survey sent at their preferred start date.

• Automated Diary Scheduling and Management

Jibunu’s system allowed participants to provide their next working day at the end of each completed diary entry. Using this information, the platform automatically sent emails to each participant, reminding them when the next day’s diary was ready to be completed. This ensured that participants received timely reminders, aligned with their specific schedules.

• Skip ahead Prevention

To prevent respondents from completing the diaries early, Jibunu implemented time-based stop points within the online diary. The stop points prevent skipping ahead and automatically unlock on the day the respondent specified as their next working day. 

 

The Process

Discovery meetings, goal setting, and ongoing communication

The collaboration involved discovery meetings to define the objectives and technical requirements for the online diary study. As the project progressed, there was continuous communication, and progress check ins to ensure that the functionality of the automated scheduling system aligned with the client’s needs. Jibunu also crafted customized email templates, leveraging prior experience and incorporating the client team feedback. This collaborative approach enabled agile adjustments and ensured the final solution aligned with all research goals.

 

The Results/Impact

Reduced workload while increasing efficiency and ensuring high-quality results

The automated scheduling and management system implemented by Jibunu significantly enhanced the efficiency and accuracy of the research. By eliminating the need for manual scheduling, the client was able to capture timely and accurate feedback from healthcare professionals, despite their varying work schedules.

Compliance with the study’s daily completion requirements was greatly improved, as participants received reminders exactly when needed based on their individual workdays. Additionally, the skip-ahead prevention mechanism ensured that data was collected in the correct sequence, preserving the integrity of the study. Overall, the automation led to more reliable data collection, reduced administrative burden, and a more seamless participant experience, allowing Oracle Life Sciences to focus on deriving actionable insights rather than managing logistics.

 

Client Testimonial