CASE STUDY NO . 6
Continued from page 27
––
Explain the value of research . In addition to sharing the latest in PD research and recruiting trials , remind community physicians that these studies are necessary for the discovery of PD biomarkers and new and improved treatments . Physicians want the best care for their patients . Reminding them of the importance of clinical research in this process may motivate them to provide referrals . Explain that clinical trials give patients treatment options and access to certain procedures , such as a DaTscan , at no cost .
+ + Build Relationships ––
Be willing to dedicate time . Developing a partnership with community physicians cannot be done overnight . It took years for IND to forge the relationships it has today . At the outset of building a referral network , remember it will take time and effort to be successful .
––
Schedule a face-to-face meeting . When trying to engage with community clinicians , there is no substitute for a face-to-face meeting . Begin by calling the practices you have identified . Introduce yourself , provide them with background on your research , and let them know that you are trying to generate awareness about PD studies at your institution . Invite the clinician ( s ) to your office for a discussion with other medical providers from the community about the latest advances in PD research and any trials that are currently recruiting . Maximize your time and the number of physicians you can connect with by hosting the meeting in your office or another location that can accommodate a bigger group . If a physician rejects the invitation , be persistent and ask for times that you can drop by their office .
––
Facilitate patient referrals . Make the process of referring patients as simple as possible . Give local practices study flyers and brochures for patients to read in the waiting room and discuss with their doctor . Provide physicians with pocket cards listing high-level eligibility criteria to quickly reference when examining patients . Avoid presenting community clinicians with eligibility criteria not usually gathered through standard clinical care , such as scales and questionnaires used in clinical trials . Physicians may rule out patients if they do not know all the eligibility criteria . Supply practices with a fax referral form to easily send contact information and a note about interested patients . Obtain patients ’ contact information , with their permission ; this is faster and more efficient than waiting for patients to call the research site . ( For more information , visit ppmi-info . org .)
+ + Engage with Physicians for the Long Term ––
Build trust . Assure community clinicians that your intention is to expand awareness about research opportunities and help interested patients find a study that is right for them . To alleviate fears that they may lose patients to health care providers at your institution consider the following language : “ We will provide only the care necessary to conduct the trial and to ensure patient safety . We will refer the patient back to you for any clinical issues .”
––
Communicate patient progress . Update referring clinicians about their patients on a regular basis . If a patient is not eligible for any recruiting studies at the site , send the referring physician a note expressing your gratitude for the referral and explain why the individual was ineligible . If a referred patient is a study candidate , inform their doctor and make yourself available to answer questions . Upon enrolling a referred patient in a study , send their physician a letter explaining any medical precautions or exclusionary medications . After a patient is enrolled , provide the referring physicians with updates around milestones such as a patient ’ s test results , study withdrawal and / or completion . Consider organizing a group meeting or webinar to explain study results to all referring physicians .
––
Reinvigorate your physician referral network . Building a referral network is an ongoing process . Physicians leave practices and new ones are added . It is important to develop new partnerships and maintain existing relationships . IND invites community clinicians from across the state of Connecticut to dinner twice a year to discuss advances in PD research and new treatments or challenges in the field . A biannual webinar also can serve as an alternative to an in-person meeting . Remember to express gratitude to physicians in your network for their continued commitment to advancing Parkinson ’ s research .
While there is no denying that building a physician referral network takes time and dedication , expanding research awareness to more clinicians and ultimately more patients can help accelerate recruitment for clinical trials . ( For more information on the Institute for Neurodegenerative Disorders and their work , visit indd . org .)
28 Accelerating Clinical Trials : Best Practices for Recruitment and Retention