Building personalized spreadsheet database for surgical training: a resident’s experience

Abstract

Background: Data gathering and documentation of experiences are challenging tasks in Training Institutions. Organized data pave way to the creation of databases that have multiple practical applications. Databases accumulate retrievable information that have valuable data on case specific experiences, demography, and treatment outcomes. Training institutions should have a reliable database that is readily available, customizable, and easy to use. The proponents of this study present our experience in constructing a personalized spreadsheet database for surgical training in the Section of Pediatric Surgery.

Significance: This study ought to share our methodology and learning experience in constructing a personalized spreadsheet database for training that may be utilized by other institutions as a guide in data organization.

Objectives: Generally, this study aims to present our methodology on building personalized spreadsheet database for training. Specifically this study ought to present a) Electronic Device Selection, b) Software platform selection; c) data framework organization; d) data recording schemes; e) data forms auto-fill and entry selection; f) data filtration and retrieval; g) data computation formulas and statistical analysis; and h) practical applications in training.

Methods: This study employed a descriptive retrospective study design of our experience in spreadsheet database construction. The proponents of this study designed the database for the Southern Philippines Medical Center (SPMC), Section of Pediatric Surgery Training Program in the year 2020. For our main electronic device, we used the Apple Ipad Pro 2018 11inch model. Main software platform used was the Apple Numbers Software version 10.0. Data framework organization included case procedures of the training program from 2015 to 2019. Data recording was designed via Apple Numbers Spread Sheet and Forms Maker. Data recording forms were created for additional cases in the year 2020. Recorded data variables were patterned from the Philippine Society of Pediatric Surgeons (PSPS) Annual Report requirements for Training. Data filtration and retrieval system were designed using the Apple Numbers data Categorization and Filtration features. Basic Auto-computation formulas were used for quantitative data of interest such as case frequency, patient age, length of hospital stay, and postoperative duration. Practical applications of the database were presented such as periodic census reports; case frequency and demography; patient case review; census data analysis; and as a research tool.

Results: A personalized spreadsheet database was created for the Section of Pediatric Surgery in SPMC. Five years worth of valuable data on our procedures were incorporated into spreadsheets as one database. All entries were organized into retrievable data that can be rearranged unto any preferred category or  filtered into any variable of interest. Entry of new cases was made easier using the Apple Numbers Form Maker. Quantitative data for any given inquiry was retrievable using computation formulas, data categories, and data filtration features of the database. Practical applications of the database were presented.

Conclusion: The proponents of this study recommend that the best database for a training institution is a self-constructed one. Spreadsheets as platforms require no special skill or training on software building. Creation of a spreadsheet database to organize, categorize, filter, and even analyze data is achievable. Our approach in building a personalized spreadsheet database for our training program demonstrates that such a challenge is a plausible one.