Engaging selected Investigators and Study Coordinators (Research Coordinator [RC]) in a meaningful dialogue on solutions to their colleagues and other site staff can help solve recruitment or retention gaps. Motivated RCs can also have a significant impact at the country level, with local knowledge and site-staff relationships. In one study, despite a high screen failure rate (~80%) that was discouraging sites, the rollout of an RC program was a huge success, with recruitment targets exceeded ahead of schedule by approximately 6 and 8 months.

It was noted that an important element to improving patient recruitment in this study (overcome the high screen failure rate) was to ensure a high level of interaction of relationships among site staff (sharing best practices and actions to make a difference).

Our solutions:

  • We identified selected RC participants to participate in the study “advocacy” program: recruited mostly from high performing sites
  • At ongoing Investigator or Booster meeting, RCs helped drive peer-to-peer workshops to share best-practice experiences and practical recruitment and retention advice
  • RC-engaged sites in local language with the support of local study team at regional meetings to drive action at each local site
  • RCs used to help motivate and gain commitment from site staff in each country

Meaningful impact from this RC program:

  • Invigorated sites and improved recruitment immediately after RC program was launched
  • Engaging RC interactions led to Investigator-to-Investigator follow-up calls and closer relationships; site staff noted and appreciated the high engagement from the study team and their peers
  • Recruitment target exceeded ahead of schedule by approximately 6 and 8 months, despite slower-than-planned site activation