THE USE OF SURVEYS AS DATA COLLECTION TOOL IN ORTHODONTICS

ABSTRACT

Background: Surveys are becoming of frequent use in the field of healthcare and health-related

events; as they often help to answer questions related to grey areas of research. The systematic

collection, organization, analysis and interpretation of data to answer such questions or solve

identified problems is defined as research. Data collection is key to the quality of research

findings; hence surveys can be used in the field of orthodontics to collect useful data for

research.

The aim of this write-up is to add to the existing literature on research in the field of

orthodontics, specifically on the usefulness of surveys as a means of data collection.

INTRODUCTION

Survey research is the collection of information from a sample of individuals through their

responses to questions (1). Any activity that collects information in an organized and methodical

manner about characteristics of interest from some or all units of a population using well-defined

concepts, methods and procedures, and compiles such information into a useful summary form is

a survey (2). They aim at systematic collection, organization, analysis and interpretation of data

to answer research questions and solve identified problems (3). They are pre-determined set of

questions administered on a representative sample and are commonly used research instruments in the

field of health care (2). Surveys can be anything from a short paper-and-pencil feedback form to an

intensive one-on-one in-depth interview (4). They are methods of gathering information from individuals,

called a "sample" in order to learn something about the larger population (5). A good understanding of

surveys and their application creates the foundation to collecting meaningful data. In the field of

Orthodontics, surveys may give in- depth information on several subject areas, such as patients

satisfaction and perception about orthodontic treatment. Key information such as characteristics of a local

research population may be described using a selected small sample to represent the whole population.

Surveys can report thoughts, opinions and feelings of individuals in a population towards a particular

subject matter for example opinions of patients on a particular type of orthodontic treatment (6). The aim

of this study is to inform a population of orthodontists about different types of survey that can be

conducted in the field of Orthodontics.

TYPE OF SURVEYS THAT CAN BE CONDUCTED IN THE FIELD OF

ORTHODONTICS

Two main types of surveys can be conducted in the field of orthodontics. They are cross-

sectional and longitudinal surveys.

Cross sectional surveys

They aim at collecting data at a particular point in time, though it may take several weeks or

even months to complete and can either be analytical or descriptive.

Descriptive cross-sectional surveys aim at describing the burden of a particular disease in a

population, for example describing the burden of orthodontic treatment so that issues concerning

such treatment are said to be descriptive.

Analytical surveys on the other hand aim at investigating the association between a putative risk

and a health outcome. For example, investigating the association between severity of

malocclusion and uptake of orthodontic treatment can be said to be analytical.

Longitudinal surveys

They aim at collecting data at different point in time over a period of time. This is to allow time

to study changes that may have occurred over time. The aim is to report changes and intervention

over time. For example, in the field of orthodontics, surveys can be used to collect data that has

to do with changes in growth of the jaws a long period of time with or without intervention.
CONDUCTING SURVEYS IN THE FIELD OF ORTHODONTICS

There are certain basic steps that are necessary when conducting research in the field of

orthodontics, with the intention of using surveys to collect data.

Define your research aims

The first basic step in research is to define the research aims and objectives (7). It is helpful

conducting a literature review of the subject matter and also preliminary investigations with

participants. The aim is to identify gaps in literature that can be further researched, being

equipped with such knowledge, the research aims for the study is defined. A broad review of

orthodontic literature would give much information about the topic to be researched.

Identification of population and sample

The population is simply the members of group you are interested in while conducting research

and the sample is the subset that can best represent the population. (4) Research in the field of

orthodontics would be interested both in a population of all dentists and specialists involved in

orthodontic treatment as well as patients who are undergoing orthodontic treatment or with a

history of orthodontic treatment. In choosing a sample, the usual pattern is to select a random

sample from a frame work. A large random sample increases the likelihood that the responses

from the sample will accurately reflect the entire population. (5) The data collection mode is

equally important and requires a reliable instrument of measure.

Instrument of Measure

There are two main instruments of measure that can be used to conduct surveys: questionnaires

and interviews.

Questionnaires are sets of question that have been predetermined and require a response. They

can be open ended or close ended, while interviews are verbal conversation that can be structured

or unstructured. It is important the instrument of measure is well designed so that it achieves its

aim.

Design of the Questionnaire

In the design of a questionnaire certain factors are considered in determining its reliability as an

instrument of measure. The mode of data collection is considered a priority as it determines

structure of the questionnaire. Questionnaires may be in paper form given face to face, mailed to

participant or delivered in an electronic format via email (5). Whichever mode of collection is

eventually used, the response is the most useful information to the researcher. The effort made

by the respondent in answering the questionnaire very truthfully and honestly should be

observed. It is important to avoid asking questions that would place a heavy burden on the

respondent memory; hence questionnaires are best administered at a convenient time for

participants (8). The wording of the questionnaire should be clear and simple to allow for little

effort when responding. Researchers should use simple and clear words, avoiding the use of

unfamiliar complex or technically inaccurate words (9). The sequence of the questions usually

contributes to the flow of the questions. The questionnaire design should allow a logical flow,
simpler questions relating to demographics should be asked first, with a progression to more

detailed questions (10). The format of the questionnaire can be either open ended or close ended

depending on the level of details required, richness of information desired, personal knowledge

of the topic and whether to influence the response (2). It has been observed that some questions

can yield more accurate information than others, for example people find questions relating to

demographics relatively easier to answer than those relating to attitudes and opinions. Hence

questions should be clear and specific so that it can serve its purpose.

The structure of the question

The question stem should consist of different parts that should work together in harmony to

allow good response and should be simple and not confusing (2). The layout should be well

designed, so that it easy to read and administer.

The visual layout

The questionnaire layout should be friendly, researcher should avoid using different font size,

colour and lay out in the questionnaire design, this is to avoid respondents needing to learn and

relearn again meanings of questions being asked (4). It is best to use scales in one direction,

either negative to positive or positive to negative. The questionnaire design should have a good

visual layout. A font size of 12 or 14 makes reading of the questionnaire clear and easy to follow.

Analytical plan

The questionnaire should be designed in such a way to allow for easy analysis of responses (11).

The principal investigator in designing this questionnaire, should be interested in responses that

has to do with the focus of the research, this should form the basis for majority of questions

asked, and hence analysis of the responses would enable the research objectives to be met.

Running a Pilot Survey

Before conducting the main survey, it is wise to conduct a pilot or feasibility study, which aims

to gather useful information prior to the main study (3). The aim is to improve upon the quality

and efficiency of the main study. An initial pilot survey is done to test the understanding of the

questionnaire wording by a few participants; questions that are not clear to respondents are then

re-worded to avoid ambiguity. After the pilot survey’s feedback, the main survey is then planned

(2).

Carrying out the Main Survey

After conducting a pilot study, the researcher is better informed about the feasibility of the study,

a time frame for conducting the survey should be considered 4). It is helpful to have a work plan

for the study period, it may be helpful having a Gantt chart to work with. The mode of

administration should then be decided upon: telephone, face-to-face interviews or mailed surveys

using either postal or electronic mail (11).

Data collection

Data for the study can be collected over a period of time once the mode of data collection has

been defined.

Data analysis in Survey

Correct analysis of the survey responses allows for accurate interpretation of results; hence data

analysis must be done systematically (4). The data collected can be analyzed systematically

using the following steps;

Data validation

Data validation ensures questionnaires are completed and data is consistent, thus it is best to

avoid questions that are not answered by most respondents in the analysis as this may introduce

bias (1).
Response partitioning

The response collected should be partitioned into important aspects and themes that cover the

focus of the study. For example, a survey on the use of orthodontic services in a local population

would tend to focus on the number of orthodontic patients seen and what services were offered to

them. Homogenous partitioning of responses helps analysis to be easier and faster. For example,

homogenous partitioning of demographic data collected from participants when conducting

research in the field of orthodontics can be partitioned according to demographics such as

gender, location of practice and specialty (12).

Data coding

Data coding allows responses to be coded, simply put it allows conversion of nominal and

ordinal scale data so that it can be analyzed statistically (8). Data coding allows grouping

together of similar responses to be analyzed. Closed ended responses are easier to code than open

ended responses.

Results and Inference

Once the response from the surveys have been analyzed, the results should reveal and yield very

important and novel information about the topic of survey. For example, in the case of the study

on orthodontic services, the results should yield information on orthodontic demographics as

well type of orthodontic services being offered previously unknown. Results can be presented

in figures or tables.
Conclusion

A background knowledge on the use of surveys can be informative and assist researchers in the

field of orthodontics in the collection of meaningful data.

REFERENCES

1. Survey research. In J. Check & R. K. Schutt (Eds.). Research methods in education.

Thousand Oaks, CA: Sage Publications. 2012. 159-185 p.

2. Statistics Canada. Survey Methods and Practices. Catalogue no. 12-587-X. 2010.

3. Glasson P. Fundamentals of Survey Research Methodology [Internet]. 2005. Available

from: https://www.mitre.org/sites/default/files/pdf/05_0638.pdf

4. Kelley K, Clark B, Brown V, Sitzia J. Good practice in the conduct and reporting of

survey research. Int J Qual Heal Care. 2003;15(3):261–6.

5. Ponto J. Understanding and Evaluating Survey Research. J Adv Pr Oncol. 2015; 6:168–

71.
6. Shaughnessy J, Zechmeister E, Zechmeister J. Research Methods in Psychology. Vol. 3.

2014.

7. Draugalis JR, Coons J, Plaza CM. Best Practices for Survey Research Reports : A

Synopsis for Authors and Reviewers. Am J Pharm Educ. 2008;72:1–6.

8. Signore M, Brancato G, Carbini R, Orazio MD, Simeoni G. ISTAT Quality Guidelines for

Statistical Processes. 2012.

9. Fowler J, Floyd J. Improving survey questions: Design and evaluation. (Vol. 38).

Thousand Oaks, CA: Sage Public. 1995.

10. Statistics Canada. Quality Guidelines. Fifth Edition. Catalogue no. 12-539-X. 2009.

11. Salant P, Dillman DA. How to conduct your own survey. New York: John Wiley and

Sons. 1994.

12. Kitchenham B, Pfleeger SL. Principles of Survey Research Part 6: Data Analysis. Softw

Eng Notes. 2003;28(2):24–7.