1. Best Practices in Research Participant Recruitment
Nestor L Lopez-Duran, PhD
Associate Professor, University of Michigan

2. Disclosure
Nestor Lopez-Duran is one of the founders of Ripple Science,
which will be mentioned frequently in this workshop.

3. Poor participant recruitment is the #1 reason why clinical trials fail
The Problem
Poor participant recruitment is the
#1 reason why clinical trials fail
80% of trials
do not meet recruitment targets

4. The Problem
Recruitment is a complex marketing challenge and recruitment teams are unprepared and unequipped to address the challenge
Identified causes of poor patient accrual
Team Inexperience
Ineffective Methods
Poor Conversion and Retention
Poor Community Engagement
Inadequate Analytics

5. The Lifecycle of an Effective Recruitment Campaign
A-B
Testing
Source Identification
Strategy Matching
Message Creation
Lead Tracking
Performance Analytics
Follow Up Automation
The Lifecycle of an Effective Recruitment Campaign

6. Efficient and Effective Clinical Trial Recruitment Planning
1. Identify all stakeholders and partners.
5. Develop a realistic communication budget.
2. Identify participant locations based on
where participants may seek treatment.
6. Monitor and evaluate both the recruitment
process and performance with meaningful metrics.
3. Develop and test tailored messages.
7. Develop a structured lead tracking process.
4. Develop creative material and select
appropriate channels for delivery.

7. The Problem The Lifecycle of an Effective Recruitment Campaign A-B
Testing
Source Identification
Strategy Matching
Message Creation
Lead Tracking
Performance Analytics
Follow Up Automation
The Lifecycle of an Effective Recruitment Campaign

8. Sources vs. Sites The Problem Sources: Schools Hospitals Sites:
Case: Study recruiting kids at familial risk for depression
WHO IS YOUR TARGET?
Sources:
Schools
Hospitals
Dentists
Pediatricians
Internet
Youth Centers & Clubs
Sporting Facilities
Churches
Sites:
Facebook
Instagram
Snap Chat
Tumblr
YouTube
Lab Website

9. Sources vs. Sites The Problem Sources: Schools Hospitals Dentists
Case: Study recruiting kids at familial risk for depression
WHO IS YOUR TARGET?
Sources:
Schools
Hospitals
Dentists
Pediatricians
Internet
Youth Centers & Clubs
Sporting Facilities
Churches
Sites:
Ann Arbor IHA
Dr. Mary Ballard
Dr. Thomas Brent
UMHS - Westside
UMHS - Briarwood
Contact :
Name
Address
History
Notes

10. Recruitment Source Management
The Problem
Recruitment Source Management
 Sources
 Sites

11. Recruitment Source Management
The Problem
Recruitment Source Management

12. What are the core sources for your target sample?
The Problem
What are the core sources for your target sample?

13. Strategy Matching The Problem Sources: Schools Hospitals Dentists
Case: Study recruiting kids at familial risk for depression
WHO IS YOUR TARGET?
Sources:
Schools
Hospitals
Dentists
Pediatricians
Internet
Youth Centers & Clubs
Sporting Facilities
Churches
Sites:
Facebook
Instagram
Snap Chat
Tumblr
YouTube
Lab Website
Strategy:
PPC
Sponsored Posts
Group Announcements
Content Marketing

14. Strategy Matching The Problem Sources: Schools Hospitals Dentists
Case: Study recruiting kids at familial risk for depression
WHO IS YOUR TARGET?
Sources:
Schools
Hospitals
Dentists
Pediatricians
Internet
Youth Centers & Clubs
Sporting Facilities
Churches
Sites:
Ann Arbor IHA
Dr. Mary Ballard
Dr. Thomas Brent
UMHS - Westside
UMHS - Briarwood
Strategy:
Waiting Room Brochures
Welcome Package
Social Work Collaboration
Outside Info Table

15. Recruitment Strategy Management
The Problem
Recruitment Strategy Management
 Strategy
 Tasks & AB Tests

16. Identify Strategies Beyond Flyers
The Problem
Select 2-3 Sources and
Identify Strategies Beyond Flyers

17. A lesson at the dentist:
The Problem
Message Creation
A lesson at the dentist:
“Looking for parents of teens to participate in a research study”

18. Message Creation The Problem Who is the study’s target?
Who is the ad’s target?
Why should I care?
What will I be asked to do?
Who Are You?
Why should I trust you?
Looking for children to participate in a research study. If you or someone you know has a child with autism, you may qualify for our research study. If you are interested, please call or

19. Message Creation The Problem Who is the study’s target?
Does your child have autism? Help us understand how kids with autism manage their routines! A study at the University of Michigan is exploring daily routines in kids with autism by having parents keep a daily diary for 2 weeks. Compensation provided. If you are interested please call or
Who is the study’s target?
Who is the ad’s target?
Why should I care?
What will I be asked to do?
Who Are You?
Why should I trust you?
BUT WHAT ABOUT ADVERTISING $$$$$$?

20. Standardizing Lead Tracking
The Problem
Standardizing Lead Tracking
Screen Fail
Follow Up Fail
ENROLLED

21. Standardizing Lead Tracking
The Problem
Standardizing Lead Tracking
Best Practices:
Categorize lead by their status
To Contact
Contacted – In Progress
Scheduled
Screen Failed
Follow Up Failed
Create a standardized follow up process
Follow up via AND phone
The first 24 hours
Structured cadence for next 7 days
Have formal scripts

22. Standardizing Lead Tracking
The Problem
Standardizing Lead Tracking
First 24 hour (day 1 and day 2): Reply via and phone call immediately after receiving the lead and for the rest of the day following this schedule: 9am, 12:30pm, 4pm, 7pm (only leave a message the first time you call). 
Day 3: Call at 9am
Day 4: Call at 12pm Leave message
Day 5: . Call at 7pm
Day 6: Call at 11am
Day 7: . Call at 6pm
Week 2-6: Call and once. Week 7: Move to loss to follow up. 
LEAD CADENCE

23. Potential Participant Management
The Problem
Potential Participant Management
Manage Lead Flow

24. Tracking Performance Analytics
The Problem
Tracking Performance Analytics
Think about your current recruitment:
What is your conversion rate?
Are you on track? – What does this mean?
When will you finish recruitment?
How many participant will you really have by the time you are supposed to finish?
What works and what does not?

25. The Problem 48% Sep 6, 2019 50 Data 8/31/18 Start Date 1/1/18
End Date 12/31/18
Goal = Recruited: 32
Tot W = Total Weeks = 52
W = Weeks since start of campaign = 35
Actual
Actual 32 32
48%
On Target Performance
Expected
(Goal /Tot W) * W
(100 /52) x 35 67
= Start Date + Projected Number of weeks at current rate1
Projected Completion Date
Sep 6, 2019
1Projected Weeks = Goal / weekly rate2 = 100 / 1.09 = 91
2Weekly rate = W / Actual = 35 /32 = 1.09
Projected Sample
Size 50
Actual + Weekly Rate * W Left = * 17 = 50

26. The Problem
Real Time Site-Specific Analytics and Projections

27. The Problem
Real Time Site-Specific Analytics and Projections

28. Automate Follow Up to Increase Retention
The Problem
Automate Follow Up to Increase Retention
The calculation of dates for future appointments and
notification should be automated.

29. Automate Follow Up to Increase Retention
The Problem
Automate Follow Up to Increase Retention

30. The Problem The Lifecycle of an Effective Recruitment Campaign
A-B
Testing
Source Identification
Strategy Matching
Message Creation
Lead Tracking
Performance Analytics
Follow Up Automation
The Lifecycle of an Effective Recruitment Campaign
Recruitment campaigns are more than distributing flyers
Understand your target and craft the right message for the right target
Standardize your leads tracking
Track your performance and projections
Automate your follow up

31. THANK YOU Nestor L Lopez-Duran, PhD Founder, Ripple Science
Associate Professor, University of Michigan
&