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The Retention Toolkit

Retention Plan


​The Retention Tool is a suite of ready-to-use, customizable and patient-friendly tools to engage and motivate participants from enrollment through study completion. Below is a list of all the resources, their intended purpose and audience.

​​A customizable plan to organize your retention strategy and materials. Please see the Retention Plan Template.​​

 

 Facilitate Participation

 
  
  
  
  
Study Participant Introduction Letter/Email TemplateTo inform study participants about the resources available to them throughout the studyParticipantsWord.doc
Calendar of Activities TemplateTo explain what to expect at each study visitParticipantsWord.doc
Calendar of Activities SampleTo reference for content and style guidance when creating a calendar of activitiesStudy teamPDF
Appointment Card TemplateTo remind participants of their next study visitParticipantsWord.doc
Trial Team Bio Sheet TemplateTo familiarize participants with the study teamParticipantsWord.doc
Study Wallet Card TemplateTo convey study drug information to healthcare providers in case of medical emergencyParticipants, Health Care ProvidersWord.doc
Physician Notification Letter TemplateTo inform a physician about their patient's participation in a studyHealthcare providersWord.doc
 

 Communicate and Appreciate

 
  
  
  
  
Study Participant Newsletter TemplateTo communicate study progress and thank participants for their time and commitmentParticipantsWord.doc
Site Staff Newsletter TemplateTo communicate study progress, share reminders, acknowledge and appreciate site staff for their time and effortStudy teamWord.doc
Guide to Organizing a Recruitment/Retention WebinarTo provide instructions and best practices for organizing a webinar for study participantsStudy teamWord.doc
Webinar Slide Deck TemplateTo share study progress/milestones with participants on a webinarParticipants, Referring physiciansPowerPoint
Study Satisfaction SurveyTo assess participants' experience in the study and minimize risk of premature withdrawalsParticipantsWord.doc
Participation Complete Letter/Email TemplateTo thank participants for completing the study and provide information on how to learn about study resultsParticipantsWord.doc
Birthday Card TemplateTo send best wishes to a study participant on their special dayParticipantsWord.doc
Study Participant Thank You Card TemplateTo thank participants for their time and commitmentParticipantsWord.doc
Study Investigator Thank You Card TemplateTo acknowledge the role and responsibilities of site investigatorsStudy teamWord.doc
Study Coordinator Thank You Card TemplateTo acknowledge the work and effort of site coordinatorsStudy teamWord.doc
 

 Share Study Results

 
  
  
  
  
Study Results to Site Staff Letter/Email TemplateTo share study results with site staff including instructions on how to inform participantsStudy teamWord.doc
Study Results to Participants Letter/Email TemplateTo share study results with participantsParticipantsWord.doc
Study Results to Referring Physicians Letter/Email TemplateTo share study results with a referring physicianReferring physiciansWord.doc
Study Participant Newsletter TemplateTo communicate study progress and thank participants for their time and commitmentParticipantsWord.doc
Site Staff Newsletter TemplateTo communicate study progress, share reminders, acknowledge and appreciate site staff for their time and effortStudy teamWord.doc
Guide to Organizing a Recruitment/Retention WebinarTo provide instructions and best practices for organizing a webinar for study participantsStudy teamWord.doc
Webinar Slide Deck TemplateTo share study progress/milestones with participants on a webinarParticipantsPowerPoint
Guide to Creating a Study WebsiteTo provide instructions and best practices for designing a lay- friendly study websiteStudy teamWord.doc
Study Website SampleTo reference for content and style tips when creating a study websiteStudy teamPDF

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