Keeping trials on track: Prioritizing communication in decentralized trials

Communication is a critical component of logistical support for clinical trials. With a profusion of disparate elements — from patient scheduling and data capture to the handling and movement of trial materials — a strong communication strategy is essential to avoid errors and promote efficiency. In decentralized clinical trials (DCTs), this need becomes even more pronounced. 

Unlike traditional clinical trials, which operate from a limited number of centralized sites, DCTs extend trial activities into community settings — such as patient homes, local clinics and mobile health facilities. This broader decentralization introduces greater logistical complexity, particularly around the delivery, collection, and coordination of time- and temperature-sensitive trial materials. With more potential points of failure, robust communication among all stakeholders — including sponsors, local staff, and patients — becomes vital to ensuring clinical trials run smoothly. 

Keeping sponsors in the loop

Given the importance of maintaining clinical trial schedules, it is understandable for sponsors to place a greater emphasis on being up to date on the status of transported trial materials — such as investigational products, diagnostic kits, and biological samples. However, keeping sponsors in the loop provides more than just peace of mind. When alterations in the shipping plan are required, sponsor approval is often necessary. If sponsors are kept informed as situations arise, they can approve changes more quickly and confidently, enabling more timely action.

There are several ways a logistics company can maintain communication with sponsors. For example, real-time tracking and monitoring technology offers passive updates, providing sponsors with on-demand information about a shipment’s location and other key metrics. While this gives sponsors greater visibility into the status of their materials throughout the trial, a responsible logistics partner goes beyond passive information sharing by providing proactive, regular updates on shipping status. Further, sponsors should be notified without delay of any events that might disrupt trial protocols, prompting immediate mitigation or the initiation of an investigation.

Enabling local professionals

When conducting trials with DCT elements, it is often necessary to collaborate with local professionals, such as those who provide home health services. Trial requirements, such as the handoff of time- or temperature-sensitive materials, frequently make it crucial to build reliable channels of communication with these professionals. This benefits the trial not only by maintaining the integrity of sensitive samples and drugs, but also by building positive relationships with home health professionals and enabling them to do better work.

Home health workers tend to have full schedules, often with multiple patient visits each day. This makes coordinating the delivery of trial material and patient visit hours especially important. Clear, timely communications helps them plan effectively, reducing the risk of missed connections or delays. It also allows them to request additional items, such as documents or extra collection boxes, ensuring they are fully equipped to meet trial needs. Together, these efforts support the proper handling of sensitive trial materials, reduce disruptions, and help safeguard trial protocols.

Meeting patients where they are

In some situations, such as when patients are expected to receive materials directly, clear communications is essential to ensure prompt and successful delivery. A local representative can help coordinate with patients to determine the most convenient time and location — for example, some patients may prefer to receive materials at work rather than at home.

Understanding and accommodating changing patient needs is critical. This may require employing staff who speak the local language, or courier services with flexible availability, including evenings and weekends. These capabilities are key assets in DCTs, in which flexibility is paramount. Establishing well-defined protocols for direct communications with patients and local staff enables real-time coordination and helps minimize errors.

Enhancing DCTs with experience

Strong lines of communication benefit all stakeholders in the logistics for a DCT. Working with a logistics partner, such as Yourway, that prioritizes communication is critical to implementing efficient DCTs. And, an experienced partner will have established communication protocols to ensure that every trial runs smoothly.

To learn more about packaging, transportation, and patient privacy considerations for DCTs, read Yourway’s white paper, Logistical Coordination in Decentralized Clinical Trials.