Plans to promote participant retention and complete follow-up {18b}
The process of promoting retention will begin at consent by building a trusting relationship between the participant and the clinical team, as participants are more likely to adhere to study schedules if they know from the outset what they are agreeing to. The study team will collect participants’ demographic information including mobile phone contact(s) and physical address. Using the study visit calculator, participants whose scheduled visits are due will be contacted telephonically prior to the appointment, and a text message will be sent to them a day prior to the appointment as a reminder. Regular review of participants´ communication logs will be done to assist in identifying study participants who potentially may pose to be a retention challenge or loss to follow-up. Re-emphasis on the importance of adhering to study visits and procedures will be conducted on these participants. The study team will also ensure each visit is done according to its scheduled time-point and visit-specific window period with aid of the study visit calculator. The use of these retention tools will help reinforce participant and study staff relationship assisting in study compliance and ensuring a positive study experience. Ensuring compensation for travel expenses and for the time lost during attendance as well as contacting them on special occasions such as Christmas, New Year, or similar culturally appropriate festivals where feasible, might help further to promote participant retention. The inclusion of participants’ representatives in the Community Advisory Board/Institutional meetings where study updates will be presented will also serve to reinforce adherence, retention and complete follow-up of the study participants. Tracing information will be documented in the communication log and information on discontinuation or deviation will be recorded in the participants file notes.