Multi-site trials are among the most crucial for medical research progress, yielding critical insights from broad population pools that authentically represent patient diversity.

But breadth and diversity pose challenges when it comes to site engagement and, in particular, multi-site patient recruitment during the entire length of a study. Sponsors and CROs know clinical trial participation isn’t solely a numbers game; it’s a complex coordination of timing, trust, and communication.

Traditional recruitment models often treat all research sites the same, overlooking differences in local demographics, language requirements, and outreach capabilities. Many sites may lack the resources or infrastructure to engage diverse or underserved communities effectively. As a result, multi-site trials contend with uneven recruitment and retention, delayed timelines, and perpetual site staff overload.

But custom recruitment plans that are adaptable and can accommodate the needs and goals of multi-site trials offer a welcome alternative. AutoCruitment’s approach to  patient recruitment services is specifically designed to reach a broader, more representative patient population.

By integrating technology-driven tools with a centralized, patient-centric approach to communication, AutoCruitment captures sufficient patients without compromising the individuality of each protocol, site, and human being.

Why Multi-Site Patient Recruitment Comes with Unique Enrollment Challenges

Theoretically, spreading a trial across more sites should distribute recruitment scope across them, preventing overload. But, in practice, the wider distribution of the patient recruitment process often leads to logistical headaches that delay timelines and deplete resources.

It’s posited that only 50% of all clinical research studies meet their recruitment targets within their allotted timeline.

Multi-site trials are especially vulnerable due to:

• Uneven enrollment rates across sites: While one clinical site can screen dozens of eligible and interested patients weekly, another may struggle to reach even five people. Trials themselves note that, without flexibility and customization, high-performing sites could wind up carrying the burden and risk stalling the trial.
• Lack of insight into patient pipelines: CROs and sponsors are frequently left in the dark until problems start to emerge. Without real-time analytics or centralized oversight, it’s nearly impossible to course-correct before time and resources are lost.
• Demographic and cultural variation: Screeners should not be treated as one-size-fits-all. One that works in Miami, FL, may fail in Charlotte, NC. Language, health literacy, and access to care are all key variables influencing recruitment outcomes and patient engagement.
• Manual screening processes: When each site manages the screening process to recruit patients themselves (often with spreadsheets, paper forms, and other manual methods) human error and inefficiencies abound.

Many recruitment efforts still rely on outdated, uniform tactics. Generic recruitment approaches are insufficient: Multi-site trials require distinct recruitment methods and solutions.

What Custom Clinical Trial Recruitment Plans Should Include

A superior custom recruitment plan spans more than targeted ads. It’s a complete ecosystem designed to successfully recruit and retain eligible patients for a trial’s unique needs.

They should include:

• Geographically tailored messaging: AutoCruitment utilizes real-time recruitment metrics to personalize messaging and notify local populations about nearby clinical trial opportunities. If a target patient population in New York responds well to digital ads featuring caregiver-focused messaging, while another region in Southern California requires Spanish-language outreach, we adjust our approach based on immediate feedback.
• Study-specific custom screeners: AutoCruitment doesn’t depend on generic screeners. Our screeners are custom-built to match patients with specific inclusion and exclusion criteria, data from previous trials, and feedback from focus groups or patient advocacy groups. Customized screeners improve qualified patient rates and reduce ineligible patients that deplete site resources.
• Dynamic resource allocation: AutoCruitment’s model enables sponsors to distribute resources in real-time. If one site surpasses its enrolled patient benchmarks while another lags, the enrollment process can be adjusted accordingly. Geo-fenced ads, additional phone screening, or focused outreach via health centers or community settings can all be used to enroll eligible study patients in a timely manner.
• Real-time feedback: Through our Patient Management Portal, AutoCruitment lets stakeholders view every initial contact, enrollment metric, and patient status (searchable by site, region, or demographic). These insights inform us on how to iterate and refine the enrollment process.

What Sponsors and CROs Should Look for in a Multi-Site Patient Recruitment Partner

Identifying a patient recruitment services partner for a multi-site trial is a high-stakes decision with numerous potential ramifications.

To make the best possible choice, look for a recruitment company that provides:

• Centralized coordination with local flexibility: Ideally, a patient recruitment partner should offer a strategy that works top-down, while still enabling individual research sites the on-the-ground independence they need to thrive.
• Transparent reporting: Real-time dashboards and consistent updates on key recruitment metrics will help you avoid guessing what’s working (and what isn’t).
• Custom screeners and EHR Integration: Partners should be able to build a strategy from your unique study criteria, leveraging electronic health records and refining screeners with valuable insights from past trials.
• Multiple recruitment channels: Single-lane outreach won’t yield results. A partner should deploy digital ads, EMR insights, community-based outreach, and retention solutions to successfully recruit and retain prospects.
• Rapid response times: An effective partner should be ready to respond to underperforming sites or shifting needs as a study progresses. Ideally, they’ll offer flexible screening options to accommodate patients (both online and by phone).

The Journal of Clinical Trials advocates for the adoption of newer, more efficient patient recruitment methods to achieve higher recruitment rates and optimize trial outcomes. While a lack of centralization has traditionally been a critical contributor to poor enrollment rates, AutoCruitment is setting a new standard.

The AutoCruitment Difference: A Unified Approach to Engage Support Sites and Patients

Custom recruitment isn’t a nice-to-have, it’s a must-have. It’s a reliable pathway to trial success when working across multiple sites.

What makes AutoCruitment’s approach to clinical trial enrollment services different is our ability to scale and align broad recruitment efforts, without losing sight of the patient experience.

Here’s what we do differently:

• Centralized strategy: AutoCruitment doesn’t simply launch campaigns; we maintain them, continuously building on what we learn along the way. Each trial is overseen by dedicated project managers, who focus solely on coordinating across sites, stakeholders, and workflows.
• Integrated (not siloed) approaches: AutoCruitment’s approach is hybrid, focusing on both digital and person-forward methods. This recruitment strategy includes electronic health record (EHR) data retrieval, direct digital outreach, community engagement, EMR Capture & Intelligence, and phone-based screening.
• Ongoing site support: AutoCruitment prevents site burnout by handling early-stage screening, follow-up, and eligibility evaluations before clinical sites receive prospects. Not only does this relieve worker bandwidth and produce higher-quality enrolled patients, but it also provides transparent and clear communication, which is a key variable for improving patient relationships and trust.
• Patient-centric technology: AutoCruitment’s Patient Management Portal nurtures the patient experience, from enabling patient communication to reminder systems and support. While stakeholders gain real-time visibility and analytics, patients become more empowered and engaged, resulting in improved compliance and reduced drop-off rates.

Through a combination of high-tech and high-touch support, AutoCruitment helps sponsors enroll qualified patients efficiently without ignoring the complexity and dignity of each potential patient. There’s no better strategy than ours for increasing enrollment in clinical trials.

Real-World Scenarios: Tailoring Recruitment by Demographics, Sites, and Diversity Needs

Centralized, customizable approaches to recruitment can have a transformative effect on multi-site trials, enabling each site to work in concert while giving them the independence they need to genuinely connect with prospective eligible patients.

Consider these two cases:

Promoting Awareness Through Local Outreach

In a regional study on CNS, a few sites in remote communities were slow to enroll patients. To boost recruitment, AutoCruitment launched targeted outreach efforts by participating in local health fairs, connecting with potential patients directly in real-life.

Following these in-person initiatives, AutoCruitment delivered short summaries and descriptive statistics that could help sites optimize their recruitment tactics on the ground.

Combined with input from patient advocacy groups, underperforming sites adjusted their outreach strategy to better connect with prospects, boosting not only enrollment but also satisfaction and awareness throughout the patient journey.

Improving Enrollment with Site-Specific Strategies

During a controlled migraine clinical trial, one site was lagging in recruitment, despite having a robust local patient population. Using custom screeners and research, AutoCruitment determined that local patients required more than just thorough outreach; they needed a better consent process to support vulnerable populations in the area.

These adjustments expanded access to clinical trial participation opportunities by improving trust and follow-through, converting patients while upholding high ethical considerations and protocol compliance.

Successful Recruitment: Meeting Your Enrollment Goals Starts with the Right Plan

During the patient recruitment process, AutoCruitment establishes relationships with  sponsors, CROs, and patients themselves that are built on trust, endure across sites and for the duration of the study, and prevent site staff overload.

With our custom, scalable recruitment strategy, your team can execute your mission without the headaches and inefficiencies associated with traditional multi-site processes.

Reach out to AutoCruitment today to see how we can put your trial on the path to success from the start.