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How to Use the Prescreen Referrals Spreadsheet
Your Prescreen Referral spreadsheet is where you’ll find all the details from the pre-screening questionnaire. For a successful recruitment please fill up the Outcome Column, Reason Category Column, and Notes Column.
Outcome Column:
In the Passed tab of the Prescreen Referral spreadsheet, there is a drop-down field in which you will enter the outcome of each referral.
Reporting referral outcomes is key to our recruitment success. It helps us:
- Effectively recruit and enrol patients into the study.
- Fine-tune our advertising to attract the right participants.
- Identify enrollment likelihood and address any issues early on.
A referral outcome needs to be provided or updated when it is highlighted in bright yellow:
Please update the outcome of these referrals with one of the following statuses:
INTERIM OUTCOMES
- Contact in Progress - You are in the process of contacting the referral.
- Phone Screen - Passed - The referral passed phone screening and in-person screening visit was booked.
Interim outcomes need to be further updated to one of the final outcomes listed below.
FINAL OUTCOMES
- Unreachable After 5 Attempts - You were unable to phone screen the referral after at least 5 attempts.
- Phone Screen - Not Interested - The referral decided not to participate during or after the phone screening.
- Phone Screen - Failed - The referral was deemed ineligible during the phone screening.
- Clinic Screen - No Show - The referral didn't show up for the scheduled screening or initial visit, despite passing the phone screening.
- Clinic Screen - Failed - The referral was determined to be ineligible during a clinic or in-person screening/initial visit.
- Enrolled - The referral successfully enrolled or got randomized into the study.
- Enrolled - Withdrawn - The randomized referral dropped out and did not complete the study.
Please note that referrals with an interim outcome will remain highlighted (eg. Phone Screen - Passed is highlighted in pale green), as a reminder that they will need to be updated again with a final outcome status (eg. Clinic Screen - Failed).
Reason Category Column:
The Reason Category column is where you indicate why a referral failed screening or declined participation. You can either type in a new reason or use the drop-down to choose an existing reason category.
For example, if referrals fail phone screening because their BMI is too high, you might type in the Reason Category column BMI too high. If another referral fails phone screening for the same reason, you can then use the drop-down to select BMI too high from the existing list.
We strongly encourage the use of general reasons such as BMI too high in the reason category column, rather than specific reasons such as exact BMI values, as these are used to populate the Phone Screening and Clinic Screening reports.
Notes Column:
If you want to include more specific information (eg. BMI was 36.7) then please record that in the Notes column. You can also use the notes column to track contact attempts, appointment dates or anything else.
Referral Spreadsheet Reports:
The Prescreening, Phone Screening, Clinic Screening, and Enrollment Reports offer comprehensive insights into recruitment progress at each stage of the enrollment funnel. These reports help us:
- Track recruitment progress effectively.
- Proactively optimize and improve recruitment by fine-tuning our advertising based on successful outcomes.
- Identify and address recruitment challenges early on.
Please keep in mind that these reports are populated by the information you provide in the Outcome and Reason Category columns of the referral spreadsheet.
Timely and accurate reporting allows us to improve our advertising and recruitment strategies proactively. Let's work together to maximize enrollment and achieve your study goals!
Example Phone Screening Report in the Referrals Spreadsheet
Example Phone Screening Report in the Referrals Spreadsheet