CSSi Blogs

The 24-Hour Window: Responding to Your Referrals Before They Lose Interest

  • By Gabrielle St Remy
  • 03-Sep-2020

The 24-Hour Window: Responding to Your Referrals Before They Lose Interest marketing image

Patient recruitment is often a time-consuming and high-cost step in completing your clinical trials. Your marketing team will have to develop the correct study message and a strong call-to-action to get people motivated to see if they prequalify. You must strategically target your patient population and generate interest in participation among this audience. A large portion of your budget will be spent on advertising and outreach. After doing all that work and spending all that money, do you really want to lose the referrals you generate because you fail to contact them while their interest was still hot?

Absolutely not – which is why it is so important to promptly contact each pre-qualified patient who has expressed interest in your study! Below are best practices for patient-follow up when recruiting for clinical trials:

1. Reach out within 24 hours of expressed interest

The most important thing to remember is to keep your follow-up within the 24-hour window! Reaching out to prospective patients within this time frame will lead to a higher percentage of these patients screening into your study. If you wait to contact these referrals, you run the risk of them losing interest or moving forward with a competing study. There are so many studies and options fighting for their attention! Show them you take their interest in participation seriously.

2. Have a dedicated person who handles patient scheduling

Study coordinators are very busy with their daily checklist of recruitment and study to-dos: chart reviews, media placement, referring physician outreach, community awareness, recruitment analysis, visit scheduling, patient compliance and retention, etc. This is often more work than one person can handle – and this doesn’t even include referral follow-up!

By dedicating a person within your study staff (or a third-party vendor who can manage this process for you), you alleviate the study coordinator’s burden and ensure prompt referral follow-up. A win-win!

3. Contact them using their preferred method of contact

As you build your pre-screening questionnaire or study interest form, ask potential participants for their preferred method of contact. If they provide this information, ensure you are contacting them using this outlined method of contact. If they say email is the best way to reach them, avoid calling them as they may not be able to answer.

4. Avoid contacting them during times they may not be available

Another question on your form should also ask for the best time to contact a referral (morning, afternoon, evening). The best way to get a response by a potential participant is to contact them during this time. To reach someone, it may be necessary to speak with them after your site’s “official” closing time. Often, people are unable to talk during their work day, and they may not be available until after 6pm. If you want them to screen into your study, it may mean having a flexible work schedule on your end to reach them at their available time.

5. Be persistent, it may take more than one call

While there may be times where your first attempt in reaching a referral is the only attempt needed, most times this may not be the case. People have very busy schedules, and they may not always be available to talk or respond the first time you reach out to them. Be patient and persistent! Give it a day or two and try again.

If your sites need assistance with following up with referrals within the 24-hour window, contact us to see how our Local Enrollment Specialists can help!

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The 24-Hour Window: Responding to Your Referrals Before They Lose Interest

  • By Gabrielle St Remy
  • 03-Sep-2020

Patient recruitment is often a time-consuming and high-cost step in completing your clinical trials. Your marketing team will have to develop the correct study message and a strong call-to-action to get people motivated to see if they prequalify. You must strategically target your patient population and generate interest in participation among this audience.

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image of LES performing a telephone chart review.

Recruiting for Trials During a Global Pandemic

  • By Gabrielle St Remy
  • 16-Apr-2020

The COVID-19 virus has significantly changed the way the world operates. It has caused unprecedented interruptions to many industries and businesses around the globe, and clinical trials are no exception. New guidelines have been issued by the FDA regarding clinical trials, which could have a significant impact on study enrollment and patient retention.

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Don’t Put All Your Recruitment Eggs in One Basket

  • By Gabrielle St Remy
  • 12-Mar-2020

As you begin the patient recruitment process for your study, it can be tempting to put all of your money towards one method. You place all bets on digital advertising because that generated the most referrals during your last study. What happens if digital doesn’t perform for you this time? It’s best to spread your advertising budget out over a number of recruitment methods. This gives you the ability to truly test what is most effective.

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Answering the Lack of Diversity in Clinical Trials

  • By Gabrielle St Remy
  • 15-Nov-2019

Identifying and implementing ways to increase diversity in clinical trials is a growing topic in the industry. Almost 40 percent of Americans belong to a racial or ethnic minority, but roughly 80-90 percent of participants in clinical trials for new drugs are still disproportionately Caucasian.1

In order to make sure drugs and treatments are safe and reliable to all people, there needs to be a better representation

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New Advertising Options for Patient Recruitment: Are they on your radar?

  • By Gabrielle St Remy
  • 29-Aug-2019

We all see others do it, and we probably experience it ourselves it every day.

Watching videos and tv shows on devices other than the TV in the family room, catching up on your favorite sitcom on-demand because you weren't home to watch it at 8pm when it originally aired, or streaming videos on YouTube to pass time. As the years go by, technology and media are changing – and so is how we are using them.

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Understanding & Removing the Barriers to Patient Retention

  • By Gabrielle St Remy
  • 14-Aug-2019

Each year, $1.89 billion is spent on patient recruitment for clinical trials.1 With a 30% average dropout rate across all clinical trials, many pharmaceutical companies are spending a large amount of money to recruit patients who aren't staying enrolled in their trials.

Needed study data for regulatory submission and the overall success of a clinical trial depend largely on study participants fulfilling their roles and responsibilities until the very last day.

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CSSi Celebrates 14 Years as a Full-Service Patient Recruitment Agency

  • By Gabrielle St Remy
  • 11-Apr-2019

As a sponsor, CRO or site, there are a surplus of patient recruitment companies you can turn to when you need help finding patients for your studies, and that number grows higher every day. Most of these companies offer a niche service, but very few are a full-service, global recruitment agency like ours.

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Traditional Advertising Is Still Alive

  • By Gabrielle St Remy
  • 01-Apr-2019

We've all heard it before: "traditional advertising is dead." But if that were true, why are we still seeing commercials on TV, hearing ads on the radio, and seeing billboards on the highway during our morning commute?

Because it's not true! Traditional advertising is still very much alive and used by some of the largest companies worldwide.

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Eight-Step Guide to a Strong Clinical Trial Website

  • By Gabrielle St Remy
  • 05-Feb-2019

There are about 93 million Americans searching online for information related to a health-related topic, with 63% of those individuals looking up a specific disease or medical problem. In fact, looking for health or medical information comes high on the list as one of the most popular activities people do when they are

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Clinical Trial Branding: Why is it so Important?

  • By Clara Hughes, Creative Director
  • 25-Jan-2019

Let's imagine two different scenarios:
A: You're sitting in a doctor's office, and you see a poster for ACN-053-2414, a clinical trial testing medication for acne in adults.
B: You're sitting in a doctor's office, and you see a poster for the Face It Acne Research Study, a clinical trial testing medication for acne in adults.

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