Innovations for patient recruitment in clinical trials

You’re likely aware of the staggering statistics surrounding patient recruitment. The reality is that 80% of clinical trials fail because of insufficient patient recruitment. Despite this, the number of clinical trials is skyrocketing.

In 2015, there were 181,221 registered trials on clinicaltrials.gov; just five years later, that number surged by 79% to 325,747. Fast forward to 2024, and we saw a staggering 477,237 registered clinical trials globally.

This explosion in trial numbers might suggest a broader approach to research, however many people remain unaware of clinical trials as viable treatment options. So, how do we address this ongoing challenge?

In this article, we will explore new ways to recruit patients. These strategies can greatly improve enrollment rates in clinical trials.

Why patient recruitment is a critical component of clinical trials

Patient recruitment isn’t just another checkbox on a project plan; it’s the essence of any clinical trial. Without effective recruitment, trials can stall, dragging out timelines and delaying access to potentially life-saving treatments.

The reality is that when recruitment falters, it doesn’t just affect the trial timeline – it can lead to missed opportunities for patients who could benefit from new therapies.

When recruitment struggles, costs can spiral out of control. This adds additional pressure on sponsors and research teams. Implementing robust patient recruitment strategies is not only beneficial. It’s essential for maintaining the credibility and integrity of clinical research.

Financial impact is another big consideration. Delays in drug development can hit sponsors hard, costing about $37,000 a day in operational expenses. When you factor in opportunity costs, that number can jump to anywhere between $600,000 and $8 million a day.

Key challenges in patient recruitment and retention

To come up with innovative solutions, one needs to understand the challenges in patient recruitment for clinical trials.

So, before we dive into our list of patient recruitment strategies, let’s look at the key barriers that can hinder this process:

Lack of awareness: Many individuals remain unaware of ongoing clinical trials and the benefits they may offer. Raising awareness is an important step. Not only about the treatment itself. Potential participants need to understand how their participation can help advance medical science.

Patient trust: Many potential participants are sceptical about clinical trials, often due to past negative experiences or misinformation. Building trust is essential for encouraging participation. Patients need to feel comfortable engaging with the research process.

Misconceptions and fears lead many people to hesitate to join clinical trials because they worry about being treated like a “guinea pig” in experimental treatments. This anxiety often comes from misunderstanding how trials work and the safety measures in place. Some people are also concerned about receiving a placebo instead of active treatment.

Practitioners’ fear of losing control over patients: Many doctors worry about losing control over their patients’ care. They value their relationships with patients and want to ensure they receive the best treatment. So when a referral to another facility is needed, they may be hesitant to recommend participation.

Lack of trust between primary care providers and patients: According to a study by the Kaiser Family Foundation, as referenced in a research paper, many millennials don’t have a consistent primary care provider. This can make clinical trial recruitment tougher. Without that trusted relationship, patients are less likely to consider participating in trials because they often rely on their doctors for guidance about research opportunities.

Eligibility constraints: Strict eligibility criteria can limit the pool of potential participants, making it difficult to find suitable candidates. The complexity of these criteria often requires extensive trial-related testing, which can also deter individuals from participating.

Logistical barriers: Practical issues such as transportation, time commitments, and access to trial sites can be highly problematic for potential participants. Addressing these logistical challenges is vital for improving recruitment rates and ensuring more individuals can participate and keep engaging with trials.

Competing trials: Competing trials can really complicate patient recruitment, especially when multiple studies are trying to enroll from the same group of patients. This competition often leads to lower enrollment rates, as potential participants can feel overwhelmed by their options and struggle to choose one trial over another.

For a deeper dive into these issues, check out our article on recruiting patients for drug studies.

With 20 years of experience in digital recruitment, Clariness is well-equipped to tackle the challenges of clinical trial recruitment. We’ve committed ourselves to developing effective solutions that meet these needs.

Innovative patient recruitment strategies

For decades, clinical research has leaned on a range of tried and tested patient recruitment strategies, each with its own pros and cons. While these traditional methods have been effective, they face some real challenges today, especially with a more diverse and informed patient population. To get the best results, we recommend pairing these established strategies with broader approaches.

With this in mind, there’s also value in looking at things from different angles and involving everyone: patients, doctors, principal investigators, clinicians and the pharmaceutical industry. By considering the unique insights and challenges of each group, we can create a well-rounded patient recruitment plan that works for everyone.

We have listed our top innovative strategies to help improve your patient recruitment for clinical trials. 

  1. Determining feasibility
    Before you start recruiting, it’s important to establish whether your study is feasible. You’ll want to think about things like:
    • How many participants are needed for the protocol
    • How many patients are available for recruitment
    • You’ll also need to assess your ability to screen those patients

      The feasibility of your study will be the foundation on which your recruitment efforts will be built.

      At Clariness, we enhance the feasibility process by gathering insights directly from patients and healthcare professionals around the world. Our Clinlytics platform organizes this data to help answer key questions your study team should be asking. These include how your target population varies by country and ethnicity, and whether your chosen sites have the right patients and staff to support your study.

      By identifying potential recruitment barriers early on and optimizing protocols, we help you avoid costly delays and amendments, saving you time and money.

      In fact, studies that leverage our patient insights can recruit 30% more patients. With our expertise from over 1,200 studies, we can assist you in designing more patient-centric trials that align with your goals. So before diving into recruitment, let’s make sure your study is set up for success!
  2. Get to know your patient population
    Understanding your patients is key to planning a successful patient recruitment strategy for clinical trials.

    You’ll want to look at the following factors:
    • Demographics: Age, gender, ethnicity, and other relevant characteristics
    • Disease stage: The specific stage of the condition being studied
    • Standard of care: Current treatment options and practices
    • Preferences: What patients prefer in terms of participation and treatment
    • Motivations: Reasons why patients might want to join the trial
    • Barriers to participation: Challenges that could prevent patients from enrolling, like site location, fears or misconceptions

      By considering their perspectives, you can design trials that minimize unnecessary stress. Knowing what patients want can help you market your trial more effectively.
  3. Keep patient retention and engagement in mind
    It’s one thing to recruit patients, but another to keep them engaged. With this said, retention shouldn’t be an afterthought. To keep them committed to the trial, they will need to be engaged with the right tools.

    Best practices for maintaining clinical trial patient engagement may include the following:
    • Maintain clear and consistent communication: Keep participants informed and engaged through regular updates and check-ins
    • Utilize technology for convenience: Use mobile apps, telemedicine, and wearables to enhance participation and streamline processes
    • Personalize patient communication: Tailor texts, emails and calls to individual patients based on their circumstances, preferences and motivations
    • Seek patient feedback: Gather insights from participants through surveys or focus groups and improve engagement strategies accordingly
    • Create a supportive environment: Foster a strong relationship between patients and the care team by showing empathy and valuing their concerns
    • Address barriers to participation: Identify and provide solutions for common barriers to enhance participation rates

      For more on this, you can read our Recruiting patients for drug studies: challenges, solutions and best practices article, where we look at best practices for maintaining clinical trial patient engagement.
  4. Work with a patient-centric recruitment company
    Innovative patient recruitment portals, like ClinLife® offered by Clariness, are changing the game in clinical trial recruitment. Our platform provides a range of features designed to simplify finding suitable clinical trials. 

    Our ClinLife® platform enhances the traditional search for clinical trials with:
    • Digital pre-screening to efficiently match patients with relevant studies
    • Indication-level pages that showcase trials from multiple sponsors, simplifying access for patients
    • Localized support from our Enrollment Success Team, engaging patients and sites in their native languages to assess eligibility and drive enrollment success

      Our user-friendly interface caters to everyone involved – patients, family members, and physicians. By increasing transparency and breaking down barriers, our platform empowers patients to connect with research opportunities more effectively than ever before.

      Partnering with a recruitment company that prioritizes patient needs, like Clariness, can help you connect with the right people and make outreach strategic. This way, you can focus on what really matters – your research.
  5. Inform healthcare providers about your trial
    A study published in BMC Primary Care underscores the importance of primary care provider involvement in clinical trial recruitment. So, it’s important not to underestimate the power of healthcare providers in spreading the word. Many patients trust their doctors to guide them toward clinical trials. Providing doctors with tailored materials makes it easier for them to share information about your study.

    Are you in need of tailored materials? Discover our Study Creatives service.
  6. Connect with nonprofit partners and patient advocates
    Building relationships with nonprofits and patient advocates can help you reach more people. These organizations often have established trust with patients, making them ideal partners for promoting your trial. Their insights into patient needs can also guide your recruitment efforts.

    However, the complexity lies in their specificity. Each organization typically specializes in a particular patient group and/or geographical region. You therefore need multiple collaborations to reach a diverse patient pool.

    Additionally, navigating potential conflicts of interest is crucial. Ensuring that these collaborations are transparent, ethical and prioritize patient well-being is essential for building long-lasting and effective partnerships.
  7. Use patient follow-up services
    Patients often have busy lives, and following up after first contact can make a big difference. The Harvard Business Review did a study that highlights how important timely follow-ups are for boosting conversion rates. They found that if you follow up with a prospect within 24 hours, you have a whopping 60 times better chance of converting them, compared to waiting longer. That’s why time to first contact is one of our three KPIs to follow for clinical trial site success.

    Automated texts and emails can gently remind them about the trial without being pushy. This keeps your study fresh in their minds and encourages participation.

    At Clariness, we’ve set up our Enrollment Success Team as the main link between patients and sites. Our team is dedicated to reaching out to patients quickly – within just 20 minutes in the U.S. and 1 hour in the rest of the world. And when we say “the rest of the world,” we really mean it; we’ve successfully connected with patients in 54 countries and counting.
  8. Provide localized lab service options
    Make it easy for patients by offering local lab services when in-person visits are needed. This way, they don’t have to travel far to participate in the trial, which can be a big hurdle for many. It’s all about removing barriers so they can engage without hassle.

    By bringing lab services closer to home, you can make things more convenient for patients while showing them you understand their needs and are committed to making their participation as smooth as possible. This thoughtful approach can lead to higher enrollment rates and a more positive experience for everyone involved.
  9. Screen for multiple trials at once
    If you’re running several trials in the same area, screen patients for all of them at once! Pre-screeners simplify this process and help gather valuable information from participants. It saves time and makes things easier for everyone involved.
  10. Contact patients already interested in trials
    Reaching out to patients who have previously shown interest in clinical trials is a smart strategy that can really pay off. This targeted approach can help save time and resources and increase the likelihood of enrollment. By tapping into existing patient data, you can streamline the recruitment process and connect with individuals who are already familiar with the idea of participating in a trial.

    Remember: When you contact these patients, you’re not starting from scratch. They already have some level of interest, which makes it easier to engage them. You can remind them about the benefits of participating, such as access to new treatments and the chance to contribute to medical research. Plus, by keeping your communication personalized and relevant, you can foster a stronger connection and encourage them to take the next step.
  11. Utilize digital recruitment ad campaigns
    Digital ads are a game changer for reaching potential participants. With billions of social media users out there, you can target those actively searching for treatment options. Retargeting helps keep your trial on their radar, increasing their chances of signing up.

    Targeted online ads on platforms like Facebook and Google are powerful avenues to reach the right people for your trials. These ads let you tailor your message based on variables like user interests and location. This increases the likelihood of potential participants taking notice.

    Researchers have found that Facebook ads, in particular, offer great flexibility and can draw in a significant number of participants. For example, in a smoking intervention trial, Facebook accounted for nearly half of all recruits.

    Search ads are another effective digital recruitment method. Like social media, you can refine Google ads with specific keywords to target the right audience based on what they’re searching for.

    Note that all advertising for clinical trials needs to comply with FDA regulations and get board approval, and it’s just as important to focus on the language, tone and imagery you use.
  12. Develop messaging that resonates with your audience
    Creating advertising messaging that truly connects starts with understanding your audience. Take a look at your target participant population and think about what might inspire them to join your clinical trial.

    Here are some questions to consider:
    • Are they looking for new treatment options?
    • Would they appreciate the free medical exams provided during the study?
    • Is the lack of health insurance limiting their treatment choices?
    • Are they motivated by altruistic reasons?
    • Do they feel good knowing they’re contributing to research?
    • Do they have someone close to them affected by the condition being studied?

      Once you’ve identified these motivators, focus on crafting a message that really speaks to them. What will encourage your ideal participants to learn more about your trial?

      Keep in mind, the messaging needs to be FDA-approved and free from any potentially coercive content.
  13. Form community partnerships
    Patients are more likely to join a study when the information comes from a trusted source. Teaming up with local health fairs, educational seminars and organizations can boost your outreach efforts. Support groups and message boards are great communities for patients to connect with others who really understand their condition.

    Building connections by regularly attending community events and establishing relationships through face-to-face interactions can help foster that trust. Share information about the research rather than just asking them to join a study. When people recognize or know you, they’re more inclined to participate.

    By building trust within these populations, you can raise awareness and create relationships that encourage more people to get involved.
  14. Utilize referral programs
    Implementing referral programs can be a game-changer in boosting enrollment for clinical trials. People are often more likely to consider joining a trial if they hear about it from someone they trust. When you encourage current participants to refer friends or family, you tap into their personal networks. This creates a ripple effect that can significantly increase the number of potential participants.

    Additionally, referral programs can help create a more diverse participant pool. When current participants share information about the trial with their friends and family, they may reach individuals with different backgrounds and health experiences, enriching the study’s data and outcomes.
  15. Set up patient registries
    Clinical trial registries, whether public or private, offer a centralized spot for listing ongoing trials, making it easier for patients to find research opportunities. They promote transparency by providing access to trial information, which is helpful for those looking to participate.

    However, with so many trials listed, it can be a bit overwhelming for patients trying to find studies that match their specific conditions and needs. Plus, navigating the often complicated eligibility requirements and user interfaces can discourage potential participants. To make the most of these registries, researchers need to ensure their trial listings are clear and easy to understand for everyone.
  16. Utilize AI-driven analytics and tools
    AI-driven analytics can identify potential participants based on health records and demographic data, streamlining the selection process. By analyzing vast amounts of data, AI can help researchers predict which patients are most likely to be eligible and willing to participate.

    Various software solutions exist – like our portal – ClinLife® Connect, an AI-powered module integrated into Clariness’ ClinLife® platform, that leverages advanced analytics and machine learning to optimize patient contact and recruitment processes. By analyzing data such as patient preferences, screening criteria, online behavior, and site availability, the system identifies optimal timing for outreach, follow-up, and scheduling, enabling Clariness’ Enrollment Success Team to maximize reachability across conditions and geographies.

    Learn more about in our press release here.
  17. Measure success and adapt
    Keeping track of metrics is important for figuring out how well your patient recruitment strategies are working and spotting areas that need improvement. These days, sponsors can take advantage of digital tools to monitor enrollment rates and other key data points. This makes it easier to assess how effective the recruitment strategy is and adjust the approach as needed.

The role of contract research organizations (CROs) in patient recruitment

Contract Research Organizations (CROs) play a key role in helping with patient recruitment for clinical trials. They bring their expertise to navigate complex regulations and use innovative strategies tailored to each study’s needs:

CROs also act as intermediaries between sponsors looking to recruit participants and provide valuable insights into market trends that influence patient behavior. This enhances the effectiveness of recruitment efforts and improves outcomes for various studies they oversee.

At Clariness, we use our global reach and  20 years of experience. We help you enroll the patients you need quickly and efficiently. We have a strong history of over 25,000 randomizations in more than 50 countries. We are committed to speeding up the development of new medical treatments while reducing financial risk for you.

Case study: Patient recruitment for post-traumatic stress disorder (PTSD) trial

We teamed up with Boehringer Ingelheim for their PTSD study across four sites in Germany, utilizing our online portal, ClinLife®. The results were impressive, as can be seen in our PTSD case study.

Challenges

Patients often need more information to decide if a study will benefit them, and many don’t recognize common PTSD symptoms. This lack of awareness can make recruitment tricky.

Results

Over a year, our ClinLife® platform brought in over 3,000 organic visits to the study page and generated 323 pre-qualified referrals. We ultimately delivered 19 out of 29 study participants (65% of the total study target).

We have years of experience in more than 1,200 clinical trials. Our patient-focused approach helps improve enrollment and retention rates. That’s why 13 out of 15 top pharmaceutical companies trust us. We work with over 7,000 research centers around the world.

Conclusion

To achieve high enrollment rates, a well-rounded approach is needed. One that combines traditional and digital methods while involving everyone in the process. By bringing together different perspectives and innovative patient recruitment strategies, you can create more effective and inclusive patient recruitment plans.

Get in touch

Ready to enhance your patient recruitment strategies? We invite you to explore how we can help you streamline the process. Whether you need assistance with patient recruitment, conducting study feasibility, or developing engaging study creatives and materials, our tailored solutions are designed to meet your needs.