The boundaries between IT and different industries are quickly blurring. It’s not surprising then that market researchers observe the same tendencies between the IT sector, software development and the healthcare industry.
Technologies nowadays find increased application in complex research and life-science processes – from monitoring studies to the complete digitalization of healthcare.
In the past few years, the focus has shifted to clinical trial management systems (CTMSs) and their integration into large CROs, hospitals, and research institutions. One of the main reasons for this shift is the challenge of patient recruitment and retention.
Patient recruitment for clinical trials is one of the most critical yet challenging aspects of medical research. Trials can’t move forward without enough qualified patients. This means that even groundbreaking treatments may never reach those who need them.
But here’s the exciting part: with the right strategies and tools, we can significantly improve patient recruitment and retention in clinical trials. Let’s dive into the most pressing challenges and explore actionable solutions that can transform the way we recruit patients.
Which are the most pressing patient recruitment challenges
Recruiting patients for surgical trials isn’t just about finding bodies to fill seats. It’s about identifying the right patients who meet strict inclusion criteria while addressing their concerns and barriers.
One of the biggest hurdles? Recruitment timelines not reaching the enrollment targets. Shockingly, 37% of clinical trials fail because they can’t recruit enough participants on time. Even worse, half of trial sites struggle to enroll more than a single patient. [1]
Why does this happen? Often, patient retention efforts focus too much on speed and not enough on awareness or accessibility. Potential participants might not even know about clinical trial opportunities, or they may lack the information needed to feel confident about joining. Add to that the complexity of inclusion and exclusion criteria, and you’ve got a recipe for poor recruitment.
But here’s the good news: technology is stepping up to the plate. CTMS and other digital tools are revolutionizing how we approach patient recruitment strategies. By leveraging patient data, streamlining processes, and enhancing patient engagement, we can turn these challenges into opportunities.
9 ways to improve patient recruitment
The best recruitment methods address both awareness and accessibility. To recruit patients effectively, clinical research organizations and patient recruitment companies use targeted community outreach and streamlined enrollment processes.
Let us explore some tried and tested methods to achieve better results. Methods that range from improvements of traditional tools to the implementation of cutting-edge CTMs!
-
Develop a targeted recruitment strategy
A one-size-fits-all approach won’t cut it in clinical research patient recruitment. Instead, we need to develop strategies that are as unique as the patient populations we’re targeting. This means understanding the demographics, medical history, and even the digital behavior of potential trial participants. Clinical trial sponsors and research organizations must optimize their recruitment strategies to deliver trials efficiently
For example, let’s say you’re running a trial for a rare disease. Instead of casting a wide net, you can use patient databases and registries to identify patients who’ve already expressed interest in similar clinical studies. Pair this with a robust clinical trial recruitment strategy that includes social media outreach and community engagement, and you’ve got a winning formula.
The key here is precision. You can centralize patient-specific data, track recruitment efforts – and even fine-tune your messaging to resonate with the right audience by using tools like CTMS.
This isn’t just about recruiting patients—it’s about connecting with them on a human level and utilizing that connection to recruit them.
-
Enhance patient engagement
Let’s face it: clinical trials can be intimidating. Many potential participants are hesitant because they don’t fully understand the entire process or the benefits. That’s where patient engagement comes in. Clear accessible information and addressing common concerns can go a long way in building trust and encouraging more people to sign up.
Digital patient recruitment services are a game-changer here. Imagine a patient recruitment platform that both identifies eligible patients and educates them through personalized content. From explainer videos to virtual Q&A sessions, these tools can demystify the clinical trial process and make it more approachable.
And don’t forget the power of storytelling. Sharing stories from a previous successful trial can inspire potential participants and show them the real-world impact of their involvement. After all, clinical trial participation isn’t just about science—it’s about hope.
A strong in-house marketing team can further streamline recruitment by developing targeted outreach campaigns. Digital strategies and collaborations with local clinics improve awareness, ensuring that eligible participants are identified in a timely manner.
Advanced site identification tools help research sponsors find optimal locations for trials to increase access for potential volunteers. Such methods can greatly improve the outreach of drug development recruitment campaigns.
-
Build trust and relationships
Trust is the foundation of successful patient recruitment. Without it, even the most promising trials can fall flat. So how do we build trust? By being transparent, responsive, and empathetic.
One effective way to do this is through collaboration with patient advocacy groups and healthcare providers. These patient organizations already have strong relationships with the communities you’re trying to reach. Such recruitment partners can help any healthcare organization tap into their networks and gain credibility with potential participants.
Another strategy is to involve patients in the recruitment process itself. For example, you could create a patient advisory board to provide feedback on your recruitment materials and strategies. This shows potential participants that their voices ultimately matter – another bridge to long-term trust.
And don’t underestimate the power of communication. Be upfront about the risks and benefits of the trial, and make sure potential participants have all the valuable information they need to make an informed decision. This might include detailed consent forms and one-on-one consultations with the research team.
-
Utilize patient registries and databases
Patient registries and databases are goldmines for clinical research patient recruitment. These tools allow you to identify and connect patients who’ve already expressed interest in participating in trials with the healthcare organization or its recruitment agency.
If you’re running a surgical trial, you can use a patient database to find individuals who’ve undergone similar procedures in the past. This speeds up the recruitment process greatly and it also ensures that you’re targeting the right patient population.
And let’s not forget the power of automation. With the right software, you can streamline the initial screening process and focus your efforts on those who are most likely to qualify. This saves time and reduces costs. Less wasted time and money means an overall improvement of the efficiency of your recruitment efforts.
-
Collaborate with healthcare providers
Physician referrals are one of the most effective ways to recruit patients for clinical trials. Healthcare professionals are also one of the most trusted sources of medical information for patients. After all, who better to identify potential participants than the doctors who treat them every day?
But here’s the catch: healthcare providers are busy. They don’t always have the time or resources to stay up-to-date on every clinical trial opportunity. That’s where you come in. Build strong relationships with providers! That makes it much more likely for them to refer patients.
Successful patient recruitment efforts also involve educating healthcare providers about ongoing clinical trials. Many physicians are unaware of available trial opportunities or may not have the time to match patients with appropriate studies. Providing easy access to trial information and offering training on patient recruitment strategies can encourage more referrals.
One way to do this is by integrating your CTMS with electronic health records (EHR). This allows providers to quickly identify eligible patients and refer them to your trial with just a few clicks. It’s a win-win for everyone involved.
-
Simplify enrollment processes
Let’s be honest: nobody likes paperwork. And when it comes to clinical trials, the enrollment process can be a major barrier for potential participants.
That’s why it’s so important to simplify the process as much as possible. From online consent forms to virtual initial screenings, there are countless ways to make enrollment faster and more convenient. One way to streamline enrollment is through digital patient recruitment platforms. These platforms offer online screening tools that allow patients to check their eligibility quickly. Automated systems can match patients with relevant trials based on their medical history, which eliminates the need for manual screening.
Informed consent is another critical factor in patient enrollment. Patients must understand the risks and benefits of participation before joining a study. Clear and concise consent forms help reduce confusion and increase participation rates. Some trial sponsors now use digital consent processes that allow patients to review documents at their own pace and ask questions before signing up.
But simplification doesn’t stop at enrollment – we must not forget about retention. Once you’ve enrolled patients, it’s crucial to keep them engaged and informed throughout the trial. One must make it as easy as possible for them to track their progress – be it with mobile apps or virtual check-ins.
-
Address patient concerns and barriers
Every potential participant has concerns. Whether it’s fear of side effects, uncertainty about the time commitment, or simply a lack of information, these barriers can prevent people from signing up.
Common barriers include:
- Fear of side effects: Providing transparent information about potential risks and safety measures helps reassure patients;
- Travel and time commitments: Offering transportation assistance and remote participation options reduces logistical burdens;
- Lack of financial support: Covering travel expenses and offering compensation for time and effort can encourage participation;
- Distrust in medical research: Engaging with said patient advocates and community leaders can help build trust and dispel misconceptions about clinical trials.
The solution? Open, honest communication. By addressing these concerns head-on and providing clear, accurate information, you can put potential participants at ease and encourage them to take the leap.
One effective way to do this is by creating a FAQ section on your website. This section should cover everything from the risks and benefits of the trial to what participants can expect during each phase. You could also include testimonials from previous participants, as well as videos of doctors and researchers explaining the science behind the trial.
And let’s not forget about the power of empathy. Many potential participants are dealing with serious health issues, and they may be feeling scared or overwhelmed. Acknowledgement of their concerns and showing genuine care and understanding can build a connection that goes beyond the trial itself.
-
Use a clinical trial Management system
A CTMS is like the Swiss Army knife of clinical trial patient recruitment. It centralizes patient data and streamlines recruitment efforts. Add to that a constant real-time insight into your progress and you have almost everything you need.
With a CTMS, you can track everything. You can use it to track the KPIs for your enrollment and retention solutions or identify underperforming strategies. Plus, many CTMS platforms come with built-in features for patient engagement, making it easier than ever to connect with potential participants.
Sufficient data is what drives clinical trials forward. Quite often, unfortunately, sponsors and researchers find it difficult to predict and manage recruitment rates, allocate appropriate subjects who meet predefined criteria and track their progress due to the lack of enough statistics and findings or because of unstructured data.
With the use of healthcare technologies, like CTMSs, experts benefit from 50% easier access to centralized data, reducing the number of delayed trials.
It’s not surprising that centralization is one of the most beneficial features of a CTMS then. When all the necessary information is collected from various sources and multiple trials from different locations or international trials and is compiled in one directory, practitioners can easily and time-effectively estimate likely clinical patient recruitment rates for a given trial.
Most clinical trial management systems now are distributed with integrated features for EHR. Such records turn out extremely helpful for CROs, inspectors and other specialists involved in the trials when they strive to engage more participants and retain them.
The reason for this the centralized data which offers insights into:
- Demographics;
- Patients’ medical history;
- Previous treatments, interventions and medication consumption;
- Laboratory test results and treatment progress;
- Level of patient adherence;
- Billing information and more.
CTMSs, like our Clinicubes CTMS, further let sponsors and researchers perform analysis of underperforming and over performing activities. They can see how many people originally enrolled after launched campaigns, how many continued to the next phase of a trial and how many of them completed the trial.
Based on such operational data at hand, researchers are able to come to informative decisions, draw statistics, define inclusion/exclusion criteria for potential patients and plan future clinical trial recruitment strategies.
With access to real-time data, trial sponsors can adjust recruitment methods as needed to optimize results. A CTMS also helps ensure compliance with regulatory requirements, reducing the risk of delays due to administrative issues.
-
Other software systems and automations for patient recruitment
Beyond CTMS, there are countless other tools and technologies that can enhance your recruitment efforts. From AI-powered clinical trial patient recruitment software to virtual recruitment platforms, the possibilities are endless.
Some of the most effective technologies include:
- Electronic Health Records (EHR) Integration: Connecting EHR systems with recruitment platforms allows for faster identification of eligible patients;
- Virtual Patient Recruitment Platforms: These platforms use online advertising, social media, and digital outreach to reach a broader audience;
- Automated Follow-Ups: Email and SMS reminders keep enrolled patients engaged and reduce dropout rates;
- Data Analytics Tools: AI-driven healthcare analytics software helps predict recruitment trends and identify high-performing strategies.
The bottom line? Technology is your friend. Embracing these tools can significantly improve patient recruitment and retention in clinical trials, which ultimately will ensure the trial’s success from start to finish.
Conclusion
It is true that the clinical research and healthcare industry are changing under the impact of progressive technological solutions.
Software advancements and technologies not only reshape clinical trials but they pave the way for researchers, sponsors, and other practitioners towards much more facilitated clinical operations. In the age of digitalization, using healthcare software developments like CTMS is simply inevitable and now there are huge differences between CROs that use such systems and the ones that don’t.
For years, advancements in technology have driven positive change in this sector. They have helped experts overcome challenges such as patient recruitment and retention, noncompliance, monitoring, and full-cycle trial management.
Undoubtedly then, CTMSs and similar systems create a new and more crucial role of tech-driven solutions in healthcare and research.
Sources
[1] Exploring reasons for recruitment failure in clinical trials: a qualitative study with clinical trial stakeholders in Switzerland, Germany, and Canada, https://trialsjournal.biomedcentral.com/articles/10.1186/s13063-021-05818-0
BGO Software is a renowned IT company specializing in healthcare technology solutions. With over 15 years of industry experience, we offer comprehensive technology consulting, software development, and IT infrastructure services. Our focus on healthcare technology enables businesses to mitigate technological risks and accelerate growth, ultimately delivering enhanced value to patients.
link to the author’s linkedin profile
