Patient recruitment for clinical trials is time-consuming and expensive. However, retaining participants in a study is just as critical as recruiting them. Patient attrition remains a significant challenge, with approximately 30% of patients dropping out after enrolling, leading to heavy financial costs and potential disruptions to trial timelines.
On average, the cost of replacing a lost patient is more than three times higher than the initial recruitment cost. This highlights the importance of patient retention in clinical trials and the benefits of prioritizing effective patient retention strategies. Ensuring participants feel supported and engaged can lead to more reliable study outcomes and cost efficiency. A strong patient retention plan benefits not only the researchers and sponsors but also the participants, who may be relying on the study for new treatment options and better care.
To reduce patient dropouts, lower costs, and keep clinical trials on schedule, here are 5 ways to improve patient retention in clinical trials:
1. Be Flexible with Study Visits
One of the biggest burdens for clinical trial participants is the requirement to travel to the research site. This can be exhausting, especially for patients who:
- Live far from the site and have long commutes
- Participate in long or frequent visit-based studies
- Have mobility or health challenges that make travel difficult
- Have family or job obligations that make it hard to attend visits
To improve patient retention in clinical trials, consider:
- Virtual consultations: If permitted by the study protocol, telemedicine visits can reduce travel-related burdens and provide more flexibility for participants who struggle with transportation.
- Flexible appointment times: Offering early morning, evening, or weekend visits can make it easier for patients to fit study commitments into their schedules. This is particularly beneficial for working professionals, parents, and caregivers.
- Decentralized trial elements: Incorporating decentralized trial elements such as wearable devices, remote monitoring, direct-to-patient drug delivery, and home health visits can enhance convenience while maintaining data integrity. This approach also allows participants to stay engaged without needing to travel frequently, which can significantly reduce patient attrition rates.
- Personalized scheduling: Giving participants the option to select visit times based on their preferences and responsibilities can increase their willingness to continue with the trial.
By making participation less demanding, patients are more likely to remain engaged and complete the research study. When trials accommodate the lifestyles and needs of participants, retention rates naturally improve.
2. Align Site Expectations for Better Patient Retention
Clinical research sites are the backbone of successful trials, playing a pivotal role in ensuring patient retention. Site staff navigate complex protocols, manage patient concerns, and work tirelessly to create a supportive experience, all while balancing the expectations of sponsors, investigators, and participants. When sites are well-prepared and equipped, the site personnel can foster trust, reduce dropout rates, and improve trial efficiency. However, without proper alignment, miscommunication and inefficiencies can lead to both site and patient frustration and disengagement.
To empower sites and enhance trial success, consider these key strategies:
- Comprehensive site onboarding: Ensuring that site staff has access to on-demand support, aligning expectations with the recruitment vendor, and how to get in contract with relevant stakeholder from the start enables site personnel to provide seamless patient support and minimize misunderstandings that could impact retention.
- Providing the right tools: Trials can be complex, and site staff need intuitive, user-friendly tools and platforms that simplify processes and reduce administrative burden. The right technology allows site personnel to focus on what truly matters - delivering high-quality patient care.
- Reducing patient wait times: Well-structured workflows help sites operate efficiently, ensuring staff can anticipate patient needs, prevent delays, and create a smoother, more patient-friendly experience. From medical prescreening, to site handover and initial visit at the site.
- Ongoing site support: Research staff face challenges too. Providing on-demand assistance and continuous resources enables site personnel to stay compliant, quickly resolve issues, and maintain a patient-centered approach.
At Patiro, we recognize that site staff are doing their best in a demanding environment. By prioritizing robust site onboarding and unwavering support, we help ensure that sites can focus on what they do best - caring for patients and driving the success for the clinical trials.
Learn more about how Patiro reduces the site burden with our site support services
3. Set Clear Expectations from the Start to Enhance Patient Retention
A key reason for patient attrition is unmet expectations. Participants may feel discouraged if they do not experience immediate health improvements, even if the trial protocol anticipates such delays.
To mitigate this:
- Provide simplified informed consent: Clearly explain the study's purpose, duration, and potential outcomes. Patients need to understand what they are committing to so they can make informed decisions about their participation.
- Communicate transparently throughout the trial: Regular check-ins with patients can reinforce expectations and address concerns. Keeping patients informed about potential side effects, trial progress, and next steps can reduce anxiety and uncertainty.
- Prepare patients for possible changes: Some trials may involve modifications to treatment, dosage, or visit schedules. Setting clear expectations early on and providing updates along the way helps patients feel informed and engaged rather than frustrated.
- Acknowledge patient burdens: Clinical trials can be demanding for both patients and site staff. Recognizing the efforts of patients, especially in lengthy or challenging studies, can boost morale and commitment. Simple gestures like personalized thank-you notes, milestone acknowledgments, and open communication between investigators and staff can make a meaningful impact on both patient experience and site operations.
When patients have realistic expectations, they are more likely to stay engaged and complete the study. Managing expectations and keeping patients informed prevents misunderstandings that could lead to unnecessary patient attrition.
4. Offer Travel Support and Time Compensation
Many clinical trials involve frequent site visits, which can be time-consuming and costly for participants. Providing logistical and financial support can help reduce dropouts.
Consider implementing:
- Transportation services: Arrange rides for patients who may struggle to travel independently. Providing door-to-door service removes a significant burden for those with limited mobility or no access to transportation.
- Travel reimbursements: Covering gas, parking, or public transportation costs can remove financial barriers. Ensuring patients do not have to pay out of pocket for travel expenses increases retention rates.
- Time compensation: Modest stipends for time spent at study visits can incentivize continued participation. Compensating for missed work or child care expenses acknowledges the time commitment patients make.
- Reminder systems: Using trial management software to send automated visit reminders and protocol updates can improve adherence. Patients who receive reminders via text, email, or phone call are less likely to forget appointments.
By minimizing the inconvenience of participation, patient retention in clinical trials can be significantly improved. Small investments in transportation and compensation can have a substantial impact on trial completion rates.
At Patiro, our global and hyper-local prescreening team plays a crucial role in aligning expectations early in the process. We ensure that patients receive clear and thorough information about travel support, reimbursements, and compensation before they proceed. This approach not only improves patient confidence and commitment but also reduces the burden on site staff, leading to smoother trial operations.
Learn more about other clinical trial recruitment challenges and how to solve them
5. Keep Patients Informed and Engaged for Better Patient Retention
Patients are more likely to remain in a study if they feel connected to its purpose. A survey asking participants about their reasons for continuing the study found that the most common reason was “to help advance science” (43%).
Other answers were:
- 34% said to obtain better treatment for their condition
- 34% said to receive monetary compensation
- 29% said to obtain education about treatment
- 19% said for free medication and/or treatment
- 16% said their primary care physician and/or specialist recommended the study
To foster engagement:
- Provide study updates: Regularly share trial progress and key findings, even if preliminary. Patients want to feel that their participation is making a difference.
- Express appreciation: Personalized thank-you messages, small incentives, or recognition in newsletters can make patients feel valued.
- Involve them in the research journey: A study found that participants who received periodic email updates were 35% more likely to complete their study tasks. Keeping patients engaged and informed reinforces their role in the study's success.
- Ongoing alignment between medical prescreening and site expectations: Maintaining alignment between medical prescreening and site expectations throughout the trial ensures a smoother experience for both patients and staff.
Consistent communication is key to addressing evolving patient needs, minimizing screening failures, and keeping patients informed and engaged. By fostering ongoing collaboration between prescreening teams and sites, we improve trial efficiency and reduce the site burden. At Patiro, we prioritize this from the very start of every study to ensure smooth operations and the best possible results.
Learn more about the best patient recruitment strategies for clinical trials
Final Thoughts on Patient Retention in Clinical Trials
Improving your patient retention strategies in clinical trials benefits all everyone involved in the trial. Addressing barriers such as travel, communication, and engagement creates a more patient-centric experience that reduces patient attrition and enhances study success.
We hope these patient retention strategies can help you improve patient retention in your clinical trials and ensure the long-term success of your research.
At Patiro, we understand the challenges of patient retention and we are dedicated to minimizing dropouts by following the patient retention strategies that this article has outlined. Our patient retention efforts have led to a 65% reduction in patient attrition rates and as a result a 40% faster patient recruitment timelines based on case studies.
Schedule a demo today to learn more about how we can help you.
