Patient Recruitment That Works: Practical Strategies for Sites to Boost Enrollment
Proven, site-friendly tactics for reaching, screening, and enrolling the right participants—without breaking your budget.
Patient recruitment is one of the biggest challenges in clinical research, especially for busy sites juggling multiple studies and limited staff. But the solution doesn't have to be expensive ad campaigns or outsourced vendors. Here are actionable, cost-effective strategies sites can use to take recruitment into their own hands and see real results.
1. Leverage Your Existing Patient Database
Why it matters: Your best recruitment resource might already be in your EMR.
Try this: Use diagnosis codes and keyword searches in your system to flag potentially eligible patients. Set up alerts for upcoming appointments to prompt pre-screening. Consider partnering with physicians in your network to flag referrals in real time.
2. Create a Recruitment Toolkit for Your Front Desk
Why it matters: Your front-line staff often have the first opportunity to connect with potential participants.
Try this: Provide reception and nursing staff with talking points, flyers, and a simple script to introduce studies. Display brief study summaries at check-in desks or waiting rooms with QR codes linking to eligibility screeners.
3. Make Your Study Listings More Approachable
Why it matters: Patients are more likely to engage with plain-language, patient-centered materials.
Try this: Rewrite your flyers and outreach messages in clear, friendly language that focuses on benefits and commitment—not medical jargon. Include eligibility highlights, visit frequency, and a call to action.
4. Optimize Your Pre-Screening Process
Why it matters: A slow or unclear pre-screening process causes patient drop-off.
Try this: Develop a simple pre-screening form that your team can complete in under 5 minutes. Use a consistent tracker to follow each patient from interest through consent, and review metrics weekly to adjust efforts.
5. Partner with Local Organizations
Why it matters: Trusted community organizations can help you reach the right populations.
Try this: Build relationships with local clinics, nonprofits, and support groups. Offer to provide brief study presentations, share flyers, or co-host informational events.
6. Keep the Whole Team Engaged
Why it matters: Recruitment is a team effort, not just a coordinator’s job.
Try this: Share enrollment goals and updates with your full team at weekly huddles. Celebrate small wins and troubleshoot challenges together. Empower everyone to speak up when they identify a potential participant.
Disclaimer: This blog post is for informational purposes only and does not constitute regulatory, legal, or medical advice. Clinical trial procedures should be tailored to your specific study and reviewed by qualified professionals.