How Can We Reduce No-Shows?

At Trialfacts, we understand that enrollment is what truly matters. The list below summarizes how you can reduce no-shows and get your volunteers to see your study through to its completion:

• First Impressions are Everything
  • Make sure that you are able to establish credibility and rapport during your first contact with the referral.
    • Engage them by answering their questions as clearly as possible.
    • Endeavor to put them at ease by engaging in a little small talk--you can use their answer to the question: "Why did you sign up for the trial?" to help build rapport.
    • If any of your volunteers’ questions were left unanswered, or they were treated in a brisk and impersonal manner, then it is unlikely they will want to enroll in your study.
• Do Not Delay
  • Do whatever you can to ensure that the first visit happens quickly.
    • If your volunteer is ready to come in two days and the only appointment you have available isn’t until two weeks’ time, then chances are you’ve lost that volunteer’s interest.
• Don’t Advertise Too Early
  • Make sure you’re properly resourced before advertising—if you can’t get people in yet, don’t start recruiting a month or even two weeks before your study.
  • Otherwise, people will lose interest, and your chances of getting no-shows will increase dramatically.
• Be Honest
  • A good way to avoid no-shows is to just let people know it takes a lot of time and effort to set up for that first visit.
  • Let participants know that missing an appointment without notice can be disruptive and costly, and kindly ask them to inform you in advance if they decide not to participate.
• Structure the Meet and Greet
  • The purpose of a meet and greet is to increase your credibility by having volunteers come to a real, physical place and meet you in person.
  • Structure it in a way that will involve minimal commitment on the part of the volunteer
  • Make it convenient and personal for them and allow them to reschedule if they have to.
• Don't Send Consent Forms Too Soon
  • Remember that it is very easy for people to put even the simplest tasks in the “too hard” basket.
  • If you ask too much of your volunteers before their interest is high enough, or before the volunteer-researcher relationship is well developed, you run the risk of losing them as potential participants. That’s why any written information about the study should always be provided in person, as this gives your volunteers plenty of opportunity to ask questions.

These key points are further discussed on our website. You can check out our article to know more, and make this work for you and your study.