Screening success with parent-completed questionnaires: 10 practical tips

Start by selecting questionnaires that are family-friendly and jargon-free in their language and required reading level. The more clear and concise the language, the greater chance you have of ensuring high completion rates and accurate results. Using a reliable guide to assessment tools will help you get a feel for different screening tools and choose the right one for your program. A guide like LINKing Authentic Assessment and Early Childhood Intervention has clear descriptions, ratings and reviews, and sample forms to help you with your decision-making.

Fears about developmental screening can be a big barrier for some parents; they may be afraid that once they fill out a screening questionnaire, their child will be labeled “below average” or “not normal.” When talking with parents or caregivers about the purpose of the questionnaire, word your statements carefully. Make it clear that the purpose of an early screening and intervention program is to focus on what children can do. Tell parents that their responses will highlight their child’s strengths as well as any areas where he or she may need more practice.

Once a parent or caregiver has agreed to participate in a screening program, it’s important to keep them informed and address any questions or concerns that may prevent them from completing a questionnaire. If you’re planning on mailing the screening tool, include a friendly and informative letter that briefly outlines why early screening is vital and clearly explains the process of completing the questionnaires. Here’s an example of a program description letter that explains the questionnaire while helping to ensure that it will be filled out accurately. Letters like these make expectations clear, underscore the benefits of developmental screening, and motivate parents to respond in a timely fashion.

Relying on a mail-out strategy alone can be ineffective. As noted in the CSBS DP Manual, up to 40% of parents don’t return mailed questionnaires even if they’re contacted ahead of time and agree to complete them. It’s easy for a busy parent to put off filling out a questionnaire, and some—for instance, parents from different cultural backgrounds or with low literacy levels—may need help understanding certain questions and providing written responses. You might consider having them fill out the form face-to-face with you during their next visit, so you can answer their questions and clarify items they may struggle with. You may even choose to conduct the questionnaire as an interview between you and the parent.

Sometimes, it isn’t possible to provide questionnaire assistance face-to-face with a family who needs help completing a screener. In these cases, the best option may be to mail the questionnaire and then follow up with a scheduled telephone interview to help parents complete it. During the call, the interviewer will be available to address any parental questions or concerns on an item-by-item basis. If the parent or caregiver is unsure about how their child is performing on a particular item, or if the results are inconclusive, the interviewer can call back after they’ve had a chance to retry the skill with their child.

If the screener requires parents and children to try activities together, give parents or caregivers a few simple, helpful hints to reduce frustration and improve completion rates. Advise parents to make sure the child is well rested and has eaten recently, to try each activity at least once with the child before indicating a response on the questionnaire, and to approach the screening as a fun game for both them and the child.

Most parents and caregivers find questionnaires easy to comprehend and have no trouble completing them, but there may occasionally be questions that are not appropriate because of cultural, linguistic, or geographic factors. If parents don’t understand certain items on a questionnaire or don’t have the required objects at home, their responses may be incomplete or inaccurate unless cultural adaptations are made. For example, in Hawaii, instead of the zippered coat suggested for an observation of motor skills, you may suggest parents substitute a large zippered purse. To determine which cultural adaptations might need to be made for a specific family, consult with an interpreter or another professional from that family’s cultural background.

If parents and caregivers are filling out the questionnaires in your office, little things can have a big impact on questionnaire completion rates. Will parents have enough time to fill out the questionnaires? Have your scheduler (or automated reminder system) ask the parent to arrive 15 minutes early so he or she can complete the questionnaire without feeling pressured or rushed. Make sure there’s a quiet place for parents to fill out the questionnaire, and if toys or other materials are needed for the screening, be sure they’re organized and readily available. And always have an adequate number of clipboards and pens on hand, a minor detail with a documented positive impact on completion rates. Get more tips in this sheet created as a guide for ASQ users in pediatric settings.

Screeners with an online option can make it easier for parents to complete questionnaires quickly and accurately. Some online systems offer prompts and audio tracks for parents with lower literacy levels, and they allow parents to complete questionnaires wherever they have Internet access. Automated scoring is also a big time-saver for busy programs.

The best way to ensure that the highest percentage of parents and caregivers participate in your screening program is to ask them what they think, listen to what they have to say, and use that feedback to make any necessary adjustments. A short survey sent out once a year can be a simple way to guarantee that your program is doing the most to maximize parent participation and satisfaction. Download these two sample parent surveys, one in English and one in Spanish.