Study Recruitment & Retention Resources
Need help finding and recruiting participants?Recruiting participants who are a good match for your study can be very challenging. You’re not alone – a startling number of clinical studies at OHSU never enroll a single participant. In addition to traditional advertising and outreach through clinics, there are a variety of tools and resources that can help investigators identify potential participants. We have gathered documents, tools and information to help you as you plan and implement your study.
Recruitment & Feasibility Assessment Tools
It is important to assess the feasibility of a protocol prior to implementing it to ensure that it is successful. Here are some helpful tools to assist you in assessing the feasibility of your project:
- Protocol feasibility checklist: A checklist designed to help you determine if a protocol can be successfully conducted.
- Cohort Discovery: A web-based tool administered by OCTRI that uses Epic data to estimate the number of potential study participants based on criteria provided by you.
- AccuralNet: An online project of the National Cancer Institute that has several tools to help evaluate study feasibility. This information on this site is useful for non-cancer studies as well.
Recruitment Resources & Tools
General Recruitment & Retention Guidance Documents:
- Recruitment Plan Worksheet - building a participant profile
- Recruitment Materials & Methods - a comprehensive list of recruitment options
- OCTRI Recruitment Resources & Services - a specific list of ways that OCTRI can help with participant recruitment
- Connecting Methods to your Patient Population - a matrix to help guide you when determining how to create your recruitment plan. After you have identified the demographics of your patient population use this matrix to find the most effective methods to consider as a part of your recruitment plan.
Population Specific Guidance Documents:
- Including Older Adults - recruitment challenges and strategies
- Involving Pediatric populations in research - Coming soon!
- Disease Demographics - how to determine the correct patient demographics for the
disease you are researching
Method Specific Guidance Documents:
- Social Media - best practices for recruitment
via social media
- Electronic Medical Record (EHR) Recruitment - how to decide if your study would benefit from OHSU's EHR for
- IRB Policies and Forms
- CDI Employee Resource Groups
- OHSU Social Media
- OHSU Branding, including the Templates and Logos portal
- OCHIN: Practice-based research network housing Epic data with a focus on community-based research. OCHIN provides a valuable opportunity to work with small clinics that serve rural, low-income, an under-insured (as well as the uninsured) populations. Consult with network staff to find out if your study is a good opportunity for collaboration.
- Health Literacy: A Necessary Tool for Communicating the Science of Clinical Trials
OCTRI Recruitment & Retention Services
Recruitment Consultation: Contact OCTRI's Recruitment Specialist (firstname.lastname@example.org) for comprehensive recruitment consultation to identify the best resources for your study. This service is available at no cost for OHSU investigators and investigators at OCTRI Partner institutions.
Cohort Discovery for Count Requests, A web-based tool that allows OHSU researchers to identify patient cohort counts from Epic data for preparatory to research purposes, including recruitment. Participation in a one time, two hour training is required prior to gaining access to this tool.
Research Data Warehouse (RDW), A repository of Epic data from patients and research subjects that provides access to over 2.5 million patient records and 40,000 data points. Working with OCTRI staff, researchers are able to utilize the RDW for such purposes as identifying potential study participants, assess feasibility for a grant application, de-identified datasets for epidemiological studies, and retrospective data on current study participants.
Research Tools in Epic: There are features within Epic that may be useful in recruiting patients for research studies, such as MyChart or Best Practice Advisories. You can work with the Epic Research Team to determine if these methods might be appropriate for your study.
Clinical Research Development Team: A meeting with local experts in operational aspects of clinical trials at OHSU. An hour long meeting can be arranged to review your study and accrual goals and brainstorm solutions. If your study is a multi-site clinical trial this meeting may lead to accessing national resources through the Trial Innovation Network.
Research Volunteer Registry and Biorepository: OCTRI maintains a registry of people who are interested in participating in research at OHSU. Investigators can request contact information for potential participants or if samples are needed, researchers can request blood and urine specimens from the biorepository.
Study Coordinators: OCTRI study coordinators are in high demand because they consistently display professionalism, attention to detail, and resourcefulness. They have a strong track record of using both traditional and innovative recruitment methods to craft realistic recruitment plans and to get studies back on target. For example, coordinators can help in making phone calls, staffing events for recruitment and hanging study recruitment posters.
ResearchMatch: ResearchMatch is a national participant recruitment and feasibility analysis tool that is available for free to OHSU researchers. We have seen studies looking for participants with rare disorders have great success. This tool is also very useful for studies looking for participants to respond to surveys or questionnaires.
Trial Innovation Network (TIN): For multi-site research the CTSA network has established the Trial Innovation Network. A component of the network includes the Recruitment Innovation Center which can provide consultation and recruitment materials or planning for multi-site studies. If you are interested in applying for a service with the TIN please contact OCTRI's TIN Liaison, Kitt Swartz (email@example.com).
For a downloadable PDF outlining OCTRI Recruitment Services click here.
OCTRI is here to help investigators plan and carry out their recruitment plans. We are invested in ensuring successful recruitment to clinical trials. Please contact our recruitment team to discuss your project.
- Email us: OCTRIrecruitment@ohsu.edu
2018 Survey Results and OCTRI Recruitment Toolkit Launch - Slides presented 1/24/2019