Audit Tool

Clinical Audit Sampling Planner

An interactive planner to design statistically defensible, pragmatic clinical audits. Capture sampling parameters, choose randomization methods, record the sampling frame and strata, save a reusable data-collection template, and follow an analysis checklist and governance-ready reporting template. The form includes clear guidance, a sample-size formula with worked example, and structured fields you can save for reuse.

Interactive Tool

Clinical Audit Sampling Planner

Plan a defensible clinical audit

Use this planner to capture the key sampling decisions you need to run a defensible clinical audit: population definition, sampling frame, expected proportion, confidence level, margin of error, randomization method, and stratification. The form collects structured details you can save and reuse. Guidance and a common sample-size formula are provided below so you can estimate a sample size and document the calculation for governance.

Quick sample-size formula for a proportion

1) Calculate the initial sample size (n0) for an infinite population: n0 = Z^2 * p*(1-p) / e^2

Z is the Z-score for your chosen confidence level (1.645 for 90%, 1.96 for 95%, 2.576 for 99%).
p is the expected proportion as a decimal (use 0.5 when uncertain—most conservative).
e is the desired margin of error as a decimal (for 5% margin use 0.05).

2) Apply finite population correction when population N is small: n = n0 / (1 + (n0 - 1)/N)

Worked example: N=2,000; p=0.5; confidence=95% (Z=1.96); e=0.05.
n0 = 1.96^2 * 0.5*0.5 / 0.05^2 ≈ 384.16 → n ≈ 384 / (1 + (383/2000)) ≈ 324

Use the fields below to record inputs and your final sample-size decision. If you'd like automated calculation or a random-number generator, see the notes at the end of this form.

Audit title

Give this audit a clear name (e.g., 'Medication Reconciliation Compliance - Q3 2026').

Measure or criterion being audited

Describe exactly what is being measured or observed (inclusion/exclusion criteria, numerator/denominator if applicable).

Population size (N)

Enter the total eligible population (if known). Leave blank if unknown and explain why in the sampling-frame field.

Expected proportion (%)

Estimated % expected to meet the criterion (enter 50 for conservative estimate). Use whole numbers (e.g., 50).

Confidence level

Choose the confidence level for your sample-size calculation.

Margin of error (%)

Acceptable margin of error (e). Common choices: 5 for ±5%.

Apply finite population correction (FPC)?

Choose 'Yes' when population N is not very large relative to the sample (helps reduce required sample).

Final sample size (n)

Enter the final sample size you will audit after applying FPC and any practical constraints. Use the formula in guidance or an external calculator. Record how you adjusted the number if necessary (e.g., rounding, resource constraints).

Sampling frame and source

Describe the data source or list you'll sample from (e.g., EHR query name, date range, wards included). Note any known gaps or duplicates.

Randomization / selection method

Select the method you will use to pick records or patients.

Random seed or method details

If using a reproducible random sample, record the software and seed or the method (e.g., 'R sample() with seed=20260830', 'Excel RAND sort').

Will you stratify the sample?

Choose 'Yes' if you will sample within strata (e.g., wards, clinician type).

Strata details and sample allocation

If stratifying, list strata, stratum sizes (N_i), and how many records to sample per stratum (n_i).

Step-by-step selection procedure

Write the exact steps an auditor will follow to produce the sample (queries, sorts, indexing, how to handle ineligible records). This is critical for reproducibility and governance.

Data-collection template (paste column headers)

Paste the CSV column headers or list the variables you will collect (e.g., patient_id, encounter_date, criterion_met Y/N, notes). Use the same headers when collecting data to simplify analysis.

Planned data-collection start date

Enter an approximate start date or week (format: YYYY-MM-DD or 'Week of ...').

Analysis & reporting checklist

Check items to include in your analysis and governance report:

Describe population, denominator, and any exclusions

Report proportions with confidence intervals

Compare to baseline or target

Discuss potential selection bias and missing data

Consider sensitivity analyses if assumptions uncertain

Document randomization method and seed

Declare limitations and data quality issues

Obtain governance/clinical lead sign-off

Governance-ready reporting template

Paste or outline the reporting sections you will use for governance (e.g., Background, Methods, Results, Interpretation, Actions).

Notes, resource constraints and risks

Record practical constraints that might affect the plan (staffing, access to systems) and how you'll mitigate them.

Version notes and approvals

Record versioning notes and approvals (who approved the plan and when).

You can explore this tool now. Sign in or create an account to save your responses and return to them later.

Make this tool part of your work

Save a personal copy, bring it to your team, or tailor the questions and workflow to fit what you are hungry to improve.

Member customization and team collaboration are coming soon.

Discuss Ask the Librarian

Discussion

Comments and conversation will live here.

Clinical Audit Sampling Planner