Table 3 Categories and units of meaning extracted from the researchers’ records for the ‘operationalization of the study’ theme

Acceptance of LTCFs to participate

The caregivers/coordination were quite receptive and understood the importance of gathering data to the quality of life of the older people who reside there. The fact that we could offer more palpable benefits in return, such as a training course for caregivers, was also an important incentive to participation. (R6)

Contact with some LTCFs and the authorization for use to go to the homes was difficult, since there was a certain resistance justified by renovation work, the incompatibility of schedules and even fear of a lack of return from the study for the institution, as well as a conflict of schedules in one case. (R4)

Some coordinators took a long time to answer our telephone call. They are always very busy, ask us to call back another time and, when we call, they are no longer available. Others report not having the authority to make decisions and transfer us to another sector of the LTCF, making acceptance difficult and delaying the beginning of the data collection process. (R1)

Convincing the residents to participate in the study required greater sensitivity to explain, to show the reason for doing the tests, what each part meant in terms of their performance… it ends up diminishing productivity. (R5)

The impact of institutional routines on the research process

Being aware of the policies of the institution and that the rules established for interaction with the residents are followed. (R2)

The schedule of the institutional dynamics; when we would arrive for data collection and after a short while we had to stop because it was time for afternoon coffee, dinner, bath, etc. Some of them limited the days and the quantity of people that could enter the institution. (R1)

We had few hours to perform our tests, since some institutions limited the visit to only the morning or afternoon and we could not interrupt the activities of the day or compromise the schedules. For instance, we would have to stop in the morning at 11 o’clock, because it was lunchtime and at around 5 pm in the afternoon because it coincided with afternoon coffee and the time for preparation for rest.” (R3)

These employees (caregivers) are under constant pressure with an excessive workload and older people to take care of. They work in shifts and, to hold interviews with all of them, it is necessary to organized, to go at different periods and days or to leave a questionnaire for them to answer it a little at a time. (R5)

Most of the coordinators of the LTCFs understand the importance of the study for the older people and for the LTCFs, but become distressed regarding how to receive the researchers without interfering with the routine of the home and therefore end up restricting the days of the week and times for receiving us. (R3)

Data collection location and method

Having a specific location to perform the clinical examination facilitates the data collection process. It is easier for a caregiver to bring the resident to a location than for the researcher to take all the material to the resident. Often there is no adequate area to support the instruments and this moving around requires time. (R2)

The fact that we don’t have a space for collecting data makes the dynamics very complex and slow, because we have to go to the resident, who is often sitting in the TV room and our material is in another place. (R3)

Collection itself was somewhat perturbed due to not having a fixed location. So, we used a sofa that was near the residents in the TV room and we adjusted to the situation. (R5)

Following hygiene rules since when performing oral examinations in a long-term care facility, it is important to follow safety and hygiene rules to protect both the participant and researcher. Remembering the use of PPE, keeping the hands sanitized and taking care to avoid cross-contamination among the participants. (R2)

Good lighting and attention to ergonomics are necessary. (R3)

Having a clear routine and organization to follow during data collection so that you can collect all the necessary information without losing time or becoming confused. (R1)”

The team needs to be trained and with a minimum number of members. A lack of researchers has an impact on the daily result of data collection. (R5)”

The residents were not able to answer many of the questionnaires and a proxy informant was necessary. So, we’re not going to be able to assess many questions that only older people with preserved cognitive could answer, such as questions about quality of life. (R6)”