Assessing the capture of sociodemographic information in electronic medical records to inform clinical decision making

Abstract

There is a growing need to document sociodemographic factors in electronic medical records to produce representative cohorts for medical research and to perform focused research for potentially vulnerable populations. The objective of this work was to assess the content of family physicians’ electronic medical records and characterize the quality of the documentation of sociodemographic characteristics. Descriptive statistics were reported for each sociodemographic characteristic. The association between the completeness rates of the sociodemographic data and the various clinics, electronic medical record vendors, and physician characteristics was analyzed. Supervised machine learning models were used to determine the absence or presence of each characteristic for all adult patients over the age of 18 in the database. Documentation of marital status (51.0%) and occupation (47.2%) were significantly higher compared to the rest of the variables. Race (1.4%), sexual orientation (2.5%), and gender identity (0.8%) had the lowest documentation rates with a 97.5% missingness rate or higher. The correlation analysis for vendor type demonstrated that there was significant variation in the availability of marital and occupation information between vendors ( χ ² > 6.0, P < 0.05). Variability in documentation between clinics indicated that the majority of characteristics exhibited high variation in completeness rates with the highest variation for occupation (median: 47.2, interquartile range: 60.6%) and marital status (median: 45.6, interquartile: 59.7%). Finally, physician sex, years since a physician graduated, and whether a physician was a foreign vs a Canadian medical graduate were significantly associated with documentation rates of place of birth, citizenship status, occupation, and education in the electronic medical records. Our findings suggest a crucial need to implement better documentation strategies for sociodemographic information in the healthcare setting. To improve completeness rates, healthcare systems should monitor, encourage, enforce, or incentivize sociodemographic data collection standards.