gms | German Medical Science

Introduction: The Medical Consultancy (FBM) department was reaching for a literature screening procedure that is comfortable, low in errors and easily applicable in a 4-eyes principle.

Session structure: In the first round of teamwork participants will use prior experiences and knowledge in order to brainstorm list of requirements, discuss market analysis and awarding procedure, development and design process, as well as implementation and evaluation. Through a short presentation in the second round we will give insights into our practical experiences and lessons learned. Then participants will again work in teams to link their ideas of the first round with the presented content in the second. A round-table discussion in the plenary will be the work up. The key-questions will be “What has been clarified – but above all: What is still open?”

Methods: Based on experiences from a market search and analysis of screening tools [1], the FBM compiled a tender including mandatory and optional functions and defining user roles for the department. In this context, an analysis of department-specific workflows proved to be useful. Evidence Prime (EP) was chosen as a suitable supplier based on (within the tendering procedure) published criteria. For the following development phase, we built up a shared understanding of organisational processes, which is essential for creating a customized tool. EP provided descriptions of the process, as well as materials (mock-ups, design notes) to reconstruct some interesting “aha!” moments from the design process. After pilot testing and implementation, an evaluation survey to capture feedback on the authentic user experience was conducted. From Dec. 2020 until Aug. 2021 the FBM managed 230 rapid reviews. The WALTA tool was used 180 times by 39 users. Detailed results will be presented at the meeting in March 2022.

Objectives: Both developers and users need teams that are well organised, have strong communication skills, are creative, curious and motivated. Flexible attitudes are a good basis for changes in processes that may be necessary. Through unexpected questions, the FBM gained interesting insight into their processes and the chance to optimise.

Keywords: evidence based medicine, screening and study selection, software development, evaluation