Enhancing clinical documentation and patient engagement with mobile-based pre-visit questionnaires in heart failure care

Abstract Background Effective management of heart failure (HF) requires ongoing symptom monitoring and comprehensive data documentation. Traditional clinical encounters often result in incomplete capture of patient-reported symptoms in the electronic medical record. Despite the adoption of electronic patient-reported outcomes (ePROs), limited integration with clinical workflows remains a key barrier. Purpose We developed and evaluated a mobile-based pre-visit questionnaire system designed to enhance clinical workflow, patient-centeredness, and data completeness in outpatient cardiology care. Methods In a prospective single-center study, 796 patients (285 new cardiovascular patients, 511 HF follow-up patients) were invited (August–November 2024) to complete pre-visit questionnaires via mobile communication methods. Two tailored questionnaires (first visit, HF follow-up) assessed symptoms, comorbidities, medication adherence, and home-monitored data. Responses were incorporated into structured clinical documentation. Primary outcomes were pre-visit response rates and data completeness (composite score: dyspnea status, peripheral edema, medication adherence). Patient and provider satisfaction were assessed post-visit. Results The overall response rate was 36% (48% new patients; 30% HF follow-up). Responders were younger (62.0 ± 15.7 years vs. 69.8 ± 12.5 years; p < 0.001). Data completeness was significantly higher in responders (median score 3 [IQR 3–3]) compared to non-responders (0 [0–1]; p < 0.001). Patient satisfaction was high (>85% across domains of usability, appropriateness, and perceived usefulness); 92% expressed willingness to continue using the system. Clinical staff reported improved workflow efficiency and enhanced symptom and medication history capture. Mobile-based survey invitations minimized digital barriers, requiring no additional application installation or login. Conclusion The mobile-based pre-visit questionnaire system demonstrated high feasibility, acceptability, and successful integration into routine cardiology workflows. It improved the capture of patient-reported information and clinical documentation while enhancing patient and staff experience. This model represents a scalable and adaptable approach to embedding electronic patient-reported outcomes in heart failure care. Future studies should assess its long-term impact and applicability across diverse clinical settings.