Keep Your Sites Motivated to Recruit Patients
Walk a day in the shoes of a clinical study coordinator:
You’ll often be faced with more work than there is time each day. Meeting with patients, scheduling appointments, fully informing patients at time of consent, training study staff, conducting study procedures, working with sponsors, advertising for the study and recruiting patients... the list goes on and on.
With an overloaded work day can often come the feelings of being unmotivated and overwhelmed. Sites may lose sight of the recruitment goals initially outlined at the beginning of a study, if any were provided. Slowly, your study falls of their radar.
How do you stop that from happening or turn the situation around if it already has?
Follow the 8 suggestions below, all given by our Local Enrollment Specialists (previous study coordinators who have walked many days in those very shoes we talked about in the beginning) to re-engage and motivate your sites.
Form a good relationship with the site from the start- It is crucial to create a good foundation of trust and rapport during your very first encounter with the site. Understand the site’s organization, meet (preferably in person) the people who are involved in the study, learn their history, their challenges, what they have done in the past and what has and has not worked well for this type of study.
Build a recruitment tool box that is unique for each site’s needs. Provide them with educational and other helpful study materials they can use both in-office and in their surrounding community to promote the study. If they have the resources they need, they will be more successful in their recruitment efforts.
Set a recruitment goal and create a list of key performance indicators (KPIs) – Outline expectations and what needs to be done to successfully complete each KPI. If someone is coordinating with the site on their recruitment efforts, update them often on where they are with their recruitment goals.
Send the site’s study team or study coordinator weekly “highlights” - Cheer them on for completing a KPI or for prescreening, screening, or randomizing a patient. Acknowledge their efforts each time they meet one of their recruitment goals – a little goes a long way.
Maintain a positive attitude, even if faced with difficult or stringent inclusion and exclusion criteria.
Listen and genuinely show interest on what the sites are doing to recruit and enroll patients. Always find opportunities to support their activities.
Recommend some recruitment strategies and find out what the site’s think about those strategies. If they are on board and invested, enrollment numbers will increase.
Communicate effectively - secure a specific date and time to communicate with the site weekly for recruitment support. Go over any successes, challenges, or new ideas the sites may have regarding the study.
How CSSi Keeps Sites Motivated
Our Local Enrollment Specialists (LES) work directly with the sites to keep your studies top-of-mind. Their ability to engage sites and boost motivation and participation across the world has been the key to success in numerous studies over the last 14 years. The LES team, on the ground in 40+ countries, works closely with every site and sponsor project team to identify enrollment challenges early, develop creative solutions to those challenges and tailor enrollment plans to sites’ exact needs. CSSi reviews protocols and enrollment criteria, identifies target patient populations, and maintains a laser-like focus on the successful completion of enrollment goals.
Once we've fully established what we can do to maximize each site's capacity to enroll patients, we build a patient enrollment plan for that site. The LES works closely with every site, keeping up a constant dialogue, analyzing results and refining activities.
They also help take tasks off of the study coordinators’ plates, including chart reviews, speaking to local physicians, setting up recruitment materials in the office, or helping virtually by contacting local community groups, sending letters, and other community outreach efforts.
CSSi Ensures that We Reach your Goals
No other company offers the unique services of CSSi. Yes, we are a full-service patient recruitment company. Yes, we have in-house creative design and development, media planning and placement, community outreach and medical professional networking, technology solutions and site support services. What makes us unique is our dedicated focus on enrollment planning and implementation at the site level.
Interested in getting your sites re-engaged and motivated to meet their enrollment goals?