Clinical trial recruitment is one of the biggest challenges research sites face today. Tight timelines, specific eligibility criteria, and limited local awareness can slow down enrollment and impact study success. That’s why many sites turn to external recruitment partners to help attract and pre-screen participants. But outsourcing recruitment isn’t a silver bullet—success depends on how well the site and the vendor work together.
If you’re considering or currently using external recruitment support, here are practical ways your site can maximize the impact:
1. Start with Clear Expectations
Before the first ad is launched or the first lead arrives, establish what success looks like. This means aligning on:
- Target enrollment numbers and timelines
- Ideal participant profiles
- Preferred communication methods (phone, email, SMS)
- How pre-screening and handoff will work
The more clarity you provide upfront, the smoother the collaboration will be.
2. Provide Site-Specific Insights
No one knows your community better than your site team. Share that local knowledge with your recruitment partner. This could include:
- Demographics of the area
- Cultural sensitivities or language considerations
- Zip codes or regions with historically high interest
- Tips for scheduling or transportation challenges
External partners can tailor messaging and targeting strategies more effectively with these insights.
3. Streamline the Lead Handoff Process
Timely follow-up is critical. If a potential participant hears from a site days after expressing interest, the momentum may be lost. To prevent this:
- Dedicate a point person to receive and follow up with leads
- Set internal response-time goals (e.g., within 24 hours)
- Use tools like lead management dashboards or CRMs to track progress
Quick follow-up shows professionalism and helps build trust with potential participants.
4. Offer Feedback Early and Often
Not all recruitment tactics will hit the mark on the first try. Share what’s working—and what’s not—with your external team.
- Are you getting leads who don’t match the inclusion criteria?
- Are potential participants confused by the study description?
- Are appointment no-show rates increasing?
Ongoing communication helps optimize campaigns and improve lead quality.
5. Coordinate on Community Outreach
Many external partners offer more than just digital advertising. From local events to physician outreach, your site can collaborate on initiatives that build credibility and visibility in the community. Ask about:
- Print or radio advertising
- Partnerships with local health groups
- Multilingual materials or translation support
A shared commitment to community engagement strengthens both recruitment and long-term trust.
6. Measure More Than Just Lead Volume
Success isn’t just about quantity—it’s about quality. Evaluate recruitment efforts based on:
- Percentage of leads who are pre-qualified
- Show rate for pre-screening visits
- Enrollment-to-lead conversion rate
- Diversity of participants reached
These metrics help you assess ROI and refine strategies over time.
7. Make It a True Partnership
Think of your external recruitment team as an extension of your site—not just a vendor. When both sides are invested in the study’s success, communication improves, challenges get resolved faster, and recruitment outcomes improve.
Final Thoughts
External recruitment support can be a game-changer for clinical trial enrollment—especially when internal resources are stretched. But the real value comes when your site is actively engaged, responsive, and collaborative. By building a strong relationship with your recruitment partner, you’ll be better positioned to meet your goals and bring new studies to life in your community.
At MyLocalStudy.com, we work hand-in-hand with sites to deliver tailored, community-focused recruitment support. If you’d like to explore how we can help your team, get in touch today by emailing info@mylocalstudy.com or visiting mylocalstudy.com.