Patient recruitment at HIC

The life-cycle of a typical data-collecting research project, as illustrated below, can be provided as a comprehensive support package or as individual services.

HIC services

The services HIC can provide are:

• Providing aggregate figures of study feasibility and potential study recruitment from HIC data sources. This is provided as part of the Data Linkage Service (DLS) by applying study inclusion and exclusion criteria against HIC data sources across the Fife and Tayside population.
• Preparing and sending bespoke project recruitment mailings and questionnaires, using dedicated volume print, fold/insert equipment. 
• Tracking the entire recruitment process on the online HIC Recruitment Tracker system. This allows data users to monitor progress of the contact/mailing/response process and is customised for each study.
• Designing bespoke web-based data collection software tools ranging from simple questionnaires to secure NHS clinical collections, Scotland-wide disease-specific registers and large multi-site EU data collections. 
• Data entry of project data from paper forms, or adding missing data to study datasets, e.g. CHI. Scanning and shredding paper data, e.g. consent forms. HIC follows secure transfer-of-custody procedures with the receiving and returning of paper data. 
• Follow-up of study participants for health outcomes and end points, e.g. hospital events or death, is easier and less expensive to use existing electronic health records than attempting re-contact. 

Recruitment tracker

The tracker is a web-based software application developed by HIC for tracking patient recruitment:

• from the initial stages of cohort identification
• through enlistment of GP Practices
• sending patient invitation letters and into study participation

The research team do not see any participant names or addresses until a positive response is received at HIC and updated on the tracker, which releases the contact details to the research team.

This automated, web-based system will ensure it is quick and easy for study team members to track progress of their study recruitment, potentially through multiple recruitment channels (e.g. GP practices, clinics), whilst keeping patient data secure).

Study feasibility

This is provided as part of the Data Service by applying study inclusion and exclusion criteria against HIC data sources across the Fife and Tayside population.

The services HIC can provide are:

• aggregate figures of study feasibility and potential study recruitment from HIC data sources