Table 3.
Retention strategies used in REACH trial
| Strategy/Item | Frequency/Timepoint | Description | |
|---|---|---|---|
| Flexibility in Participation Strategies | Survey completion methods | Enrollment and each follow-up | We offered several formats for participants to complete their surveys: (1) in person with an RA either at the clinic or our office, (2) paper via mail, (3) online via REDCap, or (4) over the phone with an RA. |
| A1c completion methods | Enrollment and each follow-up | While venipuncture at clinics was the preferred method for A1c testing, we also accepted point-of-care testing at clinics, and mail-in A1c test kits which participants could complete at home. | |
| Increased compensation over time and choice in payment method | Following enrollment and each follow-up | We incrementally increased compensation for both survey and A1c test completion at each follow-up. We also offered two payment methods for participants to choose from: checks and pre-loaded debit cards. | |
| Options for limited participation instead of full withdrawal | When participants expressed interest in withdrawing from study | We assessed which parts of the study (text messaging, surveys, A1c tests) participants were not interested in/having problems with and offered alternative solutions to continue data collection and avoid full withdrawal (e.g., if annoyed by text messages, we asked if they would continue to complete surveys and A1c tests). | |
| Communication Strategies | Contact and tracking methods | Enrollment and each follow-up | We used both phone calls and text messages to remind participants about upcoming follow-up assessments. We also collected and used secondary contact numbers (e.g., work number, a family member or friend’s number) in the case we could not reach participants on their primary number. We used a tracking system to log and organize all communications. |
| Reminder protocols and accountability checks | All follow-up assessments when the window is open | We developed a protocol that specified when and how RAs should contact participants during a follow-up window until study materials were completed. Accountability checks helped ensure each RA followed the protocol and identified missed contact attempts. | |
| Check-in phone call during assessment gap | 9 months | We reminded participants about the timeline (i.e., how long they have been in the study and the time remaining) and verified both their contact information and preferred method for completing the 12-month survey. We did this because there was not a 9-month study assessment and we didn't want to lose track of participants. | |
| Accessing A1c results | After each study assessment | We offered two methods to view A1c results: online via a study website or by calling the study Helpline. | |
| Study Helpline | Continuous access throughout study | The Helpline provided a phone number for participants to use to ask study-related questions, report technical problems in the messaging system, and ask our study pharmacist questions related to their diabetes medications. They also used it to tell us about changing contact information. | |
| Community Building Strategies | Fostering clinic partnerships | Continuously throughout trial | We regularly updated clinics about study progress, helped support clinic initiatives through volunteering, and offered small gifts of gratitude. |
| Newsletters | Quarterly throughout trial | Newsletters provided information on healthy living with diabetes; example articles include tips for traveling with diabetes medications, instructions for simple chair yoga, and healthy recipes. Returned-to-sender newsletters cued us to contact participants/secondary contacts for new contact information. | |
| Study branded non-financial incentives | 3-month and 6- or 12-month follow-up | Magnets provided at 3 months displayed REACH logo, a thank you message for participating in the study, and phone number for the Helpline. At 6 or 12 months, we provided a t-shirt or water bottle displaying the REACH logo. | |
| Birthday cards | Within 2 weeks of participant’s birthday | We mailed personalized birthday cards with a hand-written note, signed by study team members, to participants the month of their birthday. |
RA, Research Assistant; REDCap, Research Electronic Data Capture; REACH, Rapid Encouragement/Education and Communications for Health