Check Sheets

A Check Sheet is a structured form for collecting data in real time at the location where the data is generated. This data may be qualitative (subjective or anecdotal) or quantitative (amount or range).
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REFERENCES

 

Bassard, M., Ritter, D.(2010). The Memory Jogger 2. Tools for Continuous Improvement and Effective Planning.Second Edition.Salem, NH: GOAL/QPC

Check Sheets: Five Basic Types.  Six Sigma Daily.  Retrieved from: http://www.sixsigmadaily.com/check-sheets-five-basic-types/   15 June 2017

Handbook for Basic Tools for Process Improvement. http://www.au.af.mil/au/awc/awcgate/navy/bpi_manual/handbook.htm  Retrieved 1 June 2017

Kane, V.(1989). Defect Prevention: Use of Simple Statistical Tools. New York: Marcel Dekker, Inc.

Sollecito, W. A., Johnson, J. K. (2013). Continuous Quality Improvement in Health Care Fourth Edition.Burlington, MA: Jones & Bartlett Learning.

Spath, P. L. (2013). Introduction to Healthcare Quality Management, Second Edition.Chicago, IL: Health Administration Press

The Check Sheet.  Total Quality Management.  Retrieved from: https://hernowo1.wordpress.com/seven-basic-tools-of-quality/the-check-sheet/   15 June 2017

REFERENCES

Introduction

Also known as tally sheets, check sheets are used to systematically record data as they happen so patterns and trends can be detected.
Utilizing check sheets creates easy-to-understand data from a process and can be used to:

  • Provide a clearer picture of what is actually happening versus what is thought to be happening with each observation
  • Structure agreement on the definition of conditions or events for data collection
  • Quickly identify patterns in the data

The Check Sheet Methodology:

Define Your Data

Determine the data that is to be collected and agree on the definition of the events or conditions to be observed.

Design Data Collection

Design the data collection system.

Identify Your Source of Data

Identify the source of data.​ Examples: Patient records, Administrative Files, Computerized data bases, Observations

Clean Before Collecting

Assure that the data sources consistently enter the data for accuracy of reporting. You may find that you need to “clean up” your data sources before collecting data for measurement.

Define Your Population

Determine which population will be measured; the entire population OR a sample of population. If sampling, assure to the best of your ability the sampling is a representative sample of the population and statistically significant. Random Sample – Every observation or data point has an equally likely chance of being selected. Use a random number table or random number generator to select the samples. ​Sequential Sample – Every nth sample is selected (e.g., every 3rd chart).

Who, When, and How Frequent

Decide who will collect the data, and when and how frequently the data will be collected and reported. Collect the data the same way and from the resources each time (inter-rater reliability). Example: Data will be collected on Mondays, Wednesdays and Fridays from 8:00 am to 5:00 pm for the week beginning January 1, 2000.

Define Your Cycle

Define how long the data will be collected. The data should be collected over a sufficient period of time to be sure the data represents “typical” results during a “typical” cycle.

Check Sheet Design

Select the type of Check Sheet to be used. Design the Check Sheet to include the following: Source information: - Name of project - Location of data collection - Name of person recording data (if applicable) - Date(s) - Other important identifiers Content Information - Column with event/defect name - Columns with collection days/dates - Totals for each column - Totals for each row - Grand total for both columns and rows

Types of Check Sheets

See the different types of check sheets and their corresponding examples.

Classification Check Sheet:

 Classifies defects into categories and provides a visual overview of the problem areas.

Example:  Chart classifies the causes of delays in patient admission to a room in a medical clinic. Note: Delays are defined as “Time from patient entry to being called to a room is greater than 10 minutes”

A weekly checksheet displaying occurrences of five issues—missing paperwork, missing orders, provider unavailable, nurse unavailable, and patient lateness—across seven days, with the highest volume on Mondays.

Defect Location Check Sheet (Measles Chart):

Structured form for collecting and analyzing data that provides a visual image of the item being evaluated so that data can be collected visually rather than with words.

Frequency Check Sheet:

Tracks the frequency of the presence or absence of a trait or combination of traits.
Example: Check sheet showing the frequency of computers that are left locked or unlocked at the end of a day.

A five-day checksheet tracking the number of locked and unlocked computers observed daily. Totals show 81 locked and 116 not locked out of 197 observations, with an overall 41.10% lock compliance rate.

Measurement Scale Check Sheet:

A measurement scale is divided into intervals and measurements are indicated by checking an appropriate interval.

Check List:

Provides a list of items to be performed to complete a task.

Example: Audit checklist

A blank chart audit and review form listing over 20 clinical documentation elements such as initial exam, progress notes, and consent forms with columns for yes/no responses and reasons for deficiencies.
A medical team of doctors discussing and planning a work strategy at a meeting in the conference room top view.

Key Takeaway

A Check Sheet is a simple yet powerful tool used to collect and organize data in real time at the source, helping teams capture both qualitative and quantitative information consistently.

By structuring the way data is gathered and interpreted, check sheets provide a clearer, more objective view of current conditions, align teams on definitions and expectations, and support quick, informed decision-making based on actual process behavior rather than assumptions.

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