Stroke Cohort Construction Using an Automated Clinical Data Collection System

Background: Efficient and accurate clinical data management is crucial for stroke care and research; however, for complex stroke cohorts, manual data entry is often complicated by high human error rates and significant inefficiency. This study addressed this gap by developing and evaluating an automated system for constructing high-quality stroke cohorts from electronic health records (EHRs). Methods: This retrospective cohort study was conducted at a single specialty hospital, comparing manual data entry (January–June 2022) with an automated system (January–June 2024). The system uses C# and secure SQL protocols for direct EHR integration. We developed an automated system using the C# programming language to extract 133 items covering the full hospitalization period (from admission to discharge) from EHRs, aligning with the Korean Stroke Registry, the Registry of Stroke Care Quality, and national quality assessment programs. The system’s effectiveness was evaluated by assessing the data entry time, data error rate, and medical record completion rate and comparing the automated method’s performance against conventional data entry. Results: The automated system significantly reduced the data entry time from 35 min to 19 s per patient. Furthermore, the data error rate decreased from 2.32% to 0.15% (p < 0.001), and the rate of missing medical records decreased from 28.9% to 16.2% (p < 0.001). Conclusions: The proposed clinical data collection and cohort construction system effectively improved data quality and efficiency compared to the manual method. This system provides a reliable and scalable data infrastructure that could facilitate research on stroke and quality improvement initiatives.