Patient Recruitment and
CEBIS supports clinical study teams with participant recruitment, retention and adherence activities designed around the protocol, eligibility criteria, target population, participating sites and enrollment needs.
Recruitment strategies can combine site-level identification, direct outreach, referral networks, community engagement and appropriate media channels.
Different Populations Require
Different Recruitment Approaches
Multiple Ways to Reach
Database & Record Review
Potential participants may be identified through appropriate investigator databases, chart review, medical-record review or screening tools where permitted.
Direct Outreach
Calls, text messages and email campaigns can support outreach to potentially eligible participants.
Investigator & Site Networks
Participating investigators and clinical practices can support identification of relevant patient populations.
Healthcare Referral Networks
Hospitals, physicians and general-practice clinics can support referral pathways where appropriate.
Digital & Social Media
Online advertising and social-media channels can be used when suitable for the study and approved recruitment plan.
Traditional Media
Television, radio and newspaper outreach may support broader awareness where appropriate.
Site & Community Materials
Posters, flyers and brochures can support awareness within participating practices or relevant communities.
Patient Referrals
Participant-to-participant or community referrals may contribute to awareness where appropriate.
Moving From Interest to
Recruitment does not end when someone responds to an advertisement or referral.
Potential participants need to move through the appropriate screening and eligibility process based on the protocol.
Initial Identification
Determine whether the individual may match the basic study requirements.
Pre-Screening
Review relevant eligibility information before the participant moves further into the study process.
Site Coordination
Connect potentially suitable participants with the appropriate study site.
Eligibility Confirmation
Final study eligibility is determined according to the protocol and required clinical process.
Staying Connected
After Enrollment
Regular Communication
Maintain contact with participants throughout their study journey.
Visit Reminders
Use calls, text messages or email reminders ahead of scheduled study visits.
Study Education
Help participants understand study-related expectations and activities.
Practical Support
Identify practical issues that may affect attendance or continued participation and coordinate appropriate support where available.
Participant Experience
Maintain clear, respectful communication so participants remain informed throughout their involvement.
Helping Participants Follow
Study Requirements
Consistent study participation can depend on participants understanding the protocol requirements and receiving appropriate reminders throughout the study.
Adherence support can include:
- Visit reminders
- Study-related communication
- Participant education
- Compliance prompts
- Follow-up on missed or upcoming activities
- Coordination with the participating study site
Extending Recruitment
Recruitment Connected
to the Wider Study
Patient recruitment should remain connected to site activity and the wider project plan.
CEBIS can coordinate recruitment and participant engagement with:
Project Management
Coordinate study activities, timelines and communication.
Site Management
Feasibility, site start-up, monitoring, issue follow-up and closeout.
Clinical Monitoring
Clinical research professionals supporting monitoring and site oversight.
Enrollment Tracking
Tracking of enrollment status against study and site targets.
Study Data
Safety & Medical Oversight
Connect clinical study activity with appropriate safety review and medical oversight.
Study Closeout
Support completion of outstanding actions and documentation.
Need Support With Patient Recruitment or Retention?
Tell us about your indication, target population, eligibility criteria, sites, countries and enrollment goals. A member of the CEBIS team can discuss a recruitment and participant-engagement approach for your study.