Table 1.
Recruitment Assessment Tool
| Overview of site’s recruitment efforts |
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| Review of percent effort of PI, study coordinator, and research staff |
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| Analyses of number subjects screened and subsequently enrolled from various recruitment pathways: emergency department, labs, primary care clinician, inpatient, urology, radiology to identify strongest and weakest referral sources |
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| Evaluation of number subjects enrolled relative to site’s enrollment target and to enrollment at other sites |
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| Process map: identification of steps to recruitment |
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| Pre-screening |
| Service to assist in scheduling renal ultrasound and VCUG |
| Source and method from which clinicians first learn of RCT |
| Source and method subjects’ parents first learn of RCT |
| Screening |
| Who screens; which sources; and how often |
| Eligibility |
| Method and timeliness of clinician notification of eligible subjects |
| Educational materials provided to newly contacted clinicians |
| Clinician given 24/7 access to PI |
| Ineligibility |
| Method and timeliness of clinician notification |
| Pre-enrollment |
| Method and timeliness of obtaining consent to contact eligible subject’s parents |
| Method and timeliness of contacting eligible subject’s parents |
| Discussion of subject’s clinical diagnosis, explanation of RCT, potential benefit and safety, and referral to trial’s website |
| Method and timeliness of follow-up discussion with subject’s parents |
| Eligible subject’s parents provided with 24/7 access to PI |
| Enrollment |
| Days and times available to schedule enrollment |
| Transportation and meal reimbursement |
| Method and timeliness of clinician’s notification of subject’s enrollment |
| Method and timeliness of clinician’s notification of subject’s non-enrollment |
| Record of reason for subject’s non-enrollment |
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| Assessment of evidence-based strategies and factors |
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| Methods to build trust between PI and clinician |
| PI’s willingness and availability to provide expertise outside of research setting |
| Methods to develop positive attitude of clinician towards research |
| Record of referring primary care clinician |
| Methods and timeliness of updates to clinician on enrolled subjects |
| Methods to provide professional education to clinician |
| Methods to foster clinician’s sense of pride in participating in research |
| Methods to minimize clinician’s workload |
| Emphasis to clinician on trial grounded in existing clinical practice |
| Emphasis to clinician on needs of subjects well-served |
| Emphasis to clinician on potential benefit to trial participants |
| Views of PI held in high-esteem by clinician |
| Presence of dedicated study coordinator |
| Use of culturally specific strategies |
| Plans to invest further in publicity |
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| Site’s overall experiences of recruitment strategies |
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| Most effective recruitment pathway |
| Least effective recruitment pathway |
| Greatest challenge and steps to address it |
| Any future efforts |
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| Process map: potentially eligible family’s experience |
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| Identify people from all recruitment pathways with whom potentially eligible subjects and their families interact, either by phone or in person, and identify methods to obtain buy-in |