CASE STUDY NO. 6
Continued from page 27
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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.
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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.
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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.”
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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.
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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