Designing a virtual investigator meeting to share interim study results, gather clinical feedback, and build momentum for patient recruitment
Investigator Meeting, Rare Disease
A medical affairs team within a global pharmaceutical company needed to conduct a meeting to communicate interim results from a long-term study that requires regular touchpoints. The goals of the meeting included:
- Highlight forthcoming initiatives to optimize patient enrollment/retention and data entry
- Obtain feedback on local barriers for patient recruitment and data entry, plus tactics to overcome these
- Share interim results from the study through data presentations
Typically, the meeting would be held in-person, but due to the COVID-19 pandemic, the team needed to find another way to communicate the results to the global group of investigators. In normal circumstances, the face-to-face meeting serves as a way to motivate the participating study sites, so engagement would be an important aspect of any virtual interaction.
The team worked with Within3’s client success organization to design an over-time session, during which investigators were able to log in and participate at any time that was convenient for them, from any connected device. This allowed the global group of participants to fully take part in the session activities regardless of location or scheduling constraints. The session was open for 30 days, and investigators were asked to interact during two 10-day time windows.
During the session, investigators viewed a call-to-action video that included an update on patient enrollment status, issues and challenges for data entry and patient enrollment, initiatives to overcome these challenges, and a call to enroll patients in a specific treatment protocol to collect pharmacokinetic data.
The investigators also took a short survey to provide input on barriers to patient recruitment and enrollment. Survey questions were multiple-choice and only viewable by the session moderators. Additional clinical questions were open-ended and viewable by all of the investigators. Finally, the investigators were able to view the interim study results in video and slide deck formats and to download a short presentation with instructions on how to request study data.
The structure of the virtual investigator meeting provided ample opportunities for the investigators to read and view resource material, consider discussion questions, provide input, and interact with their peers. Moderators had the capability to observe the discussion and prompt individuals for more details when appropriate. Periodic email digest notifications updated investigators on the latest meeting activity as well as their own to-do list if necessary.