Aim

Practical suggestions for recruiting research participants with recruiters

Description

Approaching recruiters (general practitioners, physical therapists, company doctors etc) is difficult. Reserve enough time for approaching potential recruiters. Contact Pauline Schaap, department General practice, before approaching GP’s. She has an overview of GP’s already approached by other EMGO+ researchers.
Generally, potential recruiters are approached by sending a letter and brochure explaining the research project and the role of the recruiter. (Examples: folder1 folder2). In the letter a telephone call is announced. In the call the written information is further clarified and an appointment is made.  The aim of the visit is toe explain the study to the GP and motivate the GP for participating. Generally, recruiters are approached by the primary researcher. Research assistants can be assigned to this task. The use of telephone scripts is advised (examples deel1 deel2).

It is important to tell the potential recruiters that the use of their time will be minimized as much as possible.  See here for more tips for recruiting with GP’s.

Instructing recruiters
When recruiters are enrolled they need to know the practical procedures of the study. This information can be given by telephone, mostly in writing (e-mail) or during a  visit. Organising meetings for all recruiters is a common way to explain the procedures and meet other colleague recruiters (Don’t forget the catering!). If the meeting is a real training course, the recruiters often can receive accreditation points. This can be the case if a training is followed for certain treatment techniques. Accreditation must be requested at the association of the profession. For physiotherapist look at the  website of the KNGF. For the accreditation procedure for GP’s, ask Marjolein Stuij.
During a visit or meeting requisites for the study can be handed over, like all procedures (procedures1 procedures2), information letters for participants, inclusion forms, questionnaires etc. combined into a binder.

Don’t forget to inform the other people in the organisation of the recruiters, like assistants, nurses (example protocol), receptionists, human resources department, management etc. They can be crucial for the recruitment! It is often wise to invest time in each recruitment organisation to implement the inclusion procedure in a way with fits the organisation.

In most studies the recruitment of participants is disappointing. When recruitment rate stays lower than expected, you should start thinking about additional measurements or alternatives, as mentioned in guideline: Recruitment of research participants, tricky business. Do not wait long with implementing enhancing measures. Tip: Stay enthusiastic , that’s already half of the solution!

Inclusion
Firstly, the recruiters need to know the criteria for selecting the participants There are several practical ways to present and remind the recruiters of the criteria: Criteria printed on: The outside of a binder , on the questionnaire, use of an inclusion form( inclusieformulier1 inclusieformulier2), a plasticised card for placement on a desk or pocketed in a doctors coat. (kaart1 kaart2).

Recruitment enhancing measurements
There are several measures and tips to enhance recruitment. It is difficult to indicate what the contribution is of each measure to enhancing the recruitment.

1. Keep the recruiters informed about the progress of the study. This is important. This can be done on a individual level or on a broader group level. Individual: feed-back about the inclusion or exclusion of the participants delivered by the recruiter, possibly accompanied with measurement results. Most researchers communicate this in writing, but this can also be done by telephone or during a visit (example brief1 brief2).
At a broader level recruiters can also be informed by a newsletter (example nieuwsbrief1 nieuwsbrief2) or during a meeting (including a lunch, drink or dinner)

2. Investigate possible causes for disappointing recruitment. Ask the recruiters about possible courses. Use an questionnaire during telephone call, visit or meeting. A visit to the GP’s with low recruitment is advised. Try to solve possible cause or problems. Let the recruiters know that they always can give you a call. Don’t forget to switch on an answering machine during absence.

3. Make the study recognisable! Use logo’s on every suitable object ( logo1 logo2), and on your correspondence (Letters,e-mail, fax, website ). You can use custom made stamps with your logo to mark envelopes  (Lem Stempelfabriek , Amersfoort, 033-4615396  or with Stempeltempel,)

4. During the recruitment period you can give the recruiters small presents like: vouchers for film, theatre of gift; sweets (Easter eggs, chocolate letters, bon-bon) or bottle of wine. If your ordering large amounts try to get discounts from the suppliers.  Business presents with your logo reminds the recruiter of  your study. Examples: mugs, pencils, memo pads , clocks, t-shirts, houseplant (needs daily watering). Suggestions for suppliers: IGO-post, Felicivin or Van der Laar BV. You can also offer a reward for the recruiter who delivers the most participants (e.g.. trip to Paris or  Harderwijk, depending on the budget).

5. Send cards for special occasions: Christmas, Easter, summer holiday etc.

All measures taken, it can still be necessary to change the research protocol. Like: widen your inclusion criteria, recruiting more recruiters, prolongation of the recruiting period etc. Before changing the research protocol check the if the change need to be notified to the Medical Ethical committee (METc).

V1.1:  1 Jan 2010: English translation, and update.
V1.0: 19 Oct 2006.