Studio 63 has a specialty in recruitment/retention programs for a variety of industries, including clinical trials. We offer strategic intelligence, marketing insights, advertising expertise, and outstanding creative that not only motivate volunteers to participate in clinical trials, but keep participants informed and engaged to ensure their continued commitment
throughout the entire study. Our unique way of doing business virtually guarantees breakthrough marketing communications and advertising in record time, at a lower cost, with more creative options, and at a higher quality than traditional methods.
Identify Trial Strengths/Challenges
Every trial is unique with its own SWOT (strengths, weaknesses, opportunities, threats) relating to each of the following:
Study type
Subjects/participants
Demographics (age, m/f, ethnicity, etc.)
Site location (large academic medical institution, independent specialty center, etc.)
Study talking points (helpful for media pitches, clinician presentations to patient groups or colleagues, group leaders in announcing your trial to various networks, etc.)
Articles (include your own publications, association newsletters, community/media outlets, etc.)
PowerPoint presentation (patients, physician audiences, association meetings, support groups, etc.)
Develop a Multi-pronged Approach
Reach your target audience in multiple ways and venues
Typically, someone must see a message 3 times before they internalize it
It may take receiving the message up to 9 times before they act on it
Develop a series (variety) of messages/approaches/strategies that will work for both the short- and long-term, as initial recruitment strategies may hit a “lull” at some point during the study
Establish 800 Number and/or Website
Identify a central information hub where people can go to learn more about your trial
Create tracking mechanism for inquiries
Be responsive
Present the Importance of Research to Potential Patients
Make the case for why the trial matters (show the big picture and the part they can play in it)
Believe in your trial (convey your belief in its potential)
Communicate about the nature of the trial with patients with energy, excitement, and enthusiasm
Investigators to be Active Participants in Recruitment
Be “front and center” as much as possible when potential trial leads come to the site
Be the direct contact to referring physicians as much as possible
Be involved in brainstorming new ideas to keep a pipeline of qualified leads and troubleshoot when there is a lull
Coordinators are Your Front-line Communicators
Make sure your coordinators are educated, informed, and engaged about the study as they are the key connectors that make trials happen
Coordinators need to provide follow up to mailings/inquiries, and quickly identify when physician involvement is needed to address concerns
Coordinators should encourage potential participants to “come in” to discuss the trial (in person meetings are much more effective than phone consults)
Set up expectations about response times
Find Potential Patients within Your Institution
Patients in your clinic will be loyal to you and your practice – they’re the lowest hanging fruit for recruitment
Be thorough in your efforts to reach out to these patients
Tag charts of appropriate patients as your site is preparing to be activated
Reserve priority appointments for newly diagnosed patients so they get seen in a timely manner
Inform and remind colleagues of whom you are targeting to recruit
Incorporate into grand rounds and monthly meetings
Develop systems and processes that make referring a patient easy
Compile a list of all ongoing clinical studies and place in binder for easy access/reference; update frequently
Set up an email address specifically for physician referrals
Equip patients with information about trials
Provide recruitment materials in your waiting room, patient rooms, restroom
Provide detailed information on a study-specific website
Leverage the Reach of Your Organization
Reach out to other departments and support functions to support your study
Consider tagging charts in other specialties whose patients may qualify as controls
Conduct an Electronic Medical Record (EMR) search to identify qualified leads
Post study information throughout your facility/site
Advertisements, posters/flyers, and brochures displayed in waiting rooms, patient rooms, restrooms, and other community areas
Create an “information wall” – a bulletin board with information on research/clinical trial opportunities, support groups, classes, and other postings useful to your patients
Connect with clinical and research colleagues
Host a “lunch” conference or grand rounds
Ensure satellite locations have key information about the study
Utilize practitioner email lists to notify your peers that you’re seeking a particular group of patients
Participate in community events sponsored by your organization
Health fairs, patient days, etc.
Utilize organization-wide publications(weekly e-newsletters, monthly updates to staff, annual report, community magazine, etc.)
Work with your internal media/PR/PA department
Meet with your internal media/PR/PA department to determine if your study is “media” appropriate; think about the human interest component and would the general public be interested in reading about this research
Provide your media/PR/PA department with the suite of materials you developed, including a press release and fact sheet
Provide your media/PR/PA departmentwith some preliminary ideas about media outlets
Mass Media Marketing
Determine if traditional and/or new media is needed to reach, inform, educate, and recruit your target audience. This may include:
Print (newspapers, magazines)
Radio
Television
Outdoor (train, bus, billboards)
Web-based marketing
Long-term Strategies for Recruitment
Create a database of patients who express interest in research participation
Initiate an annual patient/caregiver symposium that showcases your center. This is a prime opportunity to feature the best approaches to care, promote the unique offerings of your center, and discuss research opportunities
Send quarterly newsletters to your constituents where you can highlight the story of a subject enrolled in research, talk about the outcomes of a study that is wrapping up, introduce researchers in your practice and showcase their work, and mention the studies at your site for which you are recruiting
Develop a physician/practitioner recruitment network
Patient Retention
Send visit reminders by email/text
Create patient support materials (traditional and online)
Give-away or take-home items
Treatment follow-up by phone
Transportation assistance
Appreciation and Recognition Cards (thank you, birthday, milestones, etc.)
