Monitoring & Improving

Monitoring Decision Aid Delivery and Improving the Process:

To promote reliable decision aid delivery, it is important to monitor progress to help meet project goals. The implementation team should be tracking delivery, identifying deviations from the planned workflow, addressing barriers and revising the workflow as needed. Using dashboards can help with monitoring and reporting to participants and to leadership. Here are some steps to consider:

  • Develop tracking tool or template with key information to monitor progress
  • Assign task of tracking delivery (or pulling reports of delivery if available in EHR) to someone on the implementation team.
  • Set aside time for implementation team to review decision aid delivery data and follow up with individual sites or clinicians if unusual activity is noticed (either good or bad) to identify best practices and/or challenges.
  • Set up periodic (e.g. weekly, monthly, quarterly) communication to provide feedback to frontline staff and clinicians about decision aid delivery and to share best practices across sites.
  • Often feedback is more frequent at the beginning of the project and can move to be less frequent once the workflow becomes more established.
  • Recognize successes publicly to reinforce importance of the work.


Click here for information on tracking, reporting, and collecting data for decision aid delivery. Contained within this document are the following two items:

  1. Data Dashboard Feedback Description: We created a dashboard to track decision aid delivery over time for the Orthopedic Shared Decision Making Learning Collaborative. This dashboard was updated each month to keep sites aware of their progress in relation to other sites. We utilized the Shiny package to program our dashboard in R, but similar graphs could just as easily be developed within simpler programs such as Excel.
  2. Data Reporting Codebook and Data Collection Spreadsheet: Sites who participated in the Learning Collaborative used the spreadsheet to collect data on decision aid delivery.

Continue Learning About the Implementation Toolkit:

  1. Leadership Support
  2. Workflow Design
  3. EHR Integration
  4. Scale-Up Strategy
  5. Decision Aid Delivery
  6. Monitoring & Improving