Development of a customised data management system for a COVID-19-adapted colorectal cancer pathway

Purpose The COVID-19 pandemic posed an unprecedented challenge to healthcare systems around the world. To mitigate the risks of those referred with possible colorectal cancer during the pandemic we implemented a clinical pathway which required a customised data management system for robust operation. Here, we describe the principal concepts and evaluation of the performance of a spreadsheet-based data management system. Methods A system was developed using Microsoft Excel® 2007 aiming to retain the spreadsheets inherent intuitiveness of direct data entry. Data was itemised limiting entry errors. Visual Basic for Applications (VBA) was used to construct a user-friendly interface to enhance efficiency of data entry and segregate the data required for operational tasks. This was done with built-in loop-back data entry. Finally data derivation and analysis was performed to facilitate pathway monitoring. Results For a pathway which required rapid implementation and development of a customised data management system, the use of a spreadsheet was advantageous due to its user-friendly direct data entry capability. Its function was enhanced by UserForm and large data handling by data segregation using VBA macros. Data validation and conditional formatting minimised data entry errors. Computation by the COUNT function facilitated live data monitoring on a dashboard. During the three months the pathway ran for, the system processed 36 nodal data points for each of the included 837 patients. Data monitoring confirmed its accuracy. Conclusion Large volume data management using a spreadsheet system is possible with appropriate data definition and VBA programmed data segregation. Clinicians’ regular input and optimisation made the system adaptable for rapid implementation. ### Competing Interest Statement The authors have declared no competing interest. ### Funding Statement None ### Author Declarations I confirm all relevant ethical guidelines have been followed, and any necessary IRB and/or ethics committee approvals have been obtained. Yes The details of the IRB/oversight body that provided approval or exemption for the research described are given below: This study was an audit and did not require specific IRB approval All necessary patient/participant consent has been obtained and the appropriate institutional forms have been archived. Yes I understand that all clinical trials and any other prospective interventional studies must be registered with an ICMJE-approved registry, such as ClinicalTrials.gov. I confirm that any such study reported in the manuscript has been registered and the trial registration ID is provided (note: if posting a prospective study registered retrospectively, please provide a statement in the trial ID field explaining why the study was not registered in advance). Yes I have followed all appropriate research reporting guidelines and uploaded the relevant EQUATOR Network research reporting checklist(s) and other pertinent material as supplementary files, if applicable. Yes Availability of data and material: A data cleaned file is available as a reference Code availability: Available if contacted