This document summarizes a webinar about the importance of site relationships in clinical research. It discusses why site relationships matter for sites, sponsors, and clinical research organizations. Building strong relationships requires effort due to competing priorities and a remote working environment. Suggestions are provided for improving relationships, such as remote engagement, team building, mentoring junior staff, and celebrating successes. Fostering site relationships benefits all parties and helps ensure patient safety and trial success.
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Webinar | Site Relationships: Why They Matter and How to Foster Them 1-31-17
1. Site Relationships:
Why They Matter And How To
Foster Them
Kelly White, Project Manager, Stiris Research
PRESENTED BY: AND
2. Webinar Housekeeping
Slides and recording will be distributed to all registrants
Use mic & speakers or call in
Submit questions via GoToWebinar portal
3. Kelly White
Project Manager, Stiris Research
Trauma and Critical Care nurse
18 years in clinical research
CRA
Regional Clinical Operations Manager
Project Manager
Expertise in
Personalized Health Care
Risk Based Monitoring
4. Agenda
Why Do Site Relationships Matter?
Why Is It Difficult At Times?
What Can We Do To Improve Our Relationships?
Site Relationships 101 – Key Takeaways
Q&A
7. Why Do Site Relationships Matter?
Site Perspective: trust, comfort and reliability
Sponsor or Partner Perspective: a positive and consistent impression in the field
Clinical Research Organization: often the ‘pivot point’ whereby the Site and the Sponsor
come together; ultimately to the patient benefit
8. The Bottom Line
We are all people…
Patients Sponsors Sites CROs
People tend to thrive and succeed under circumstances of trust and familiarity
9. Are We All Pulling It Off?
For the most part we do and we intend to, but...
Messaging from Partners:
“Site Relationships are very important to us”
“We want you to take this project on and help us rescue our site relationships”
Leads us to believe there is room for improvement
10. Why Is This Difficult At Times?
What Are The Various Barriers?
13. In An Increasingly ‘Remote’ World
Relationships require a bit more thought and ingenuity than in the past
“On Site” CRA visits are not as frequent and often extremely busy
PM responsibilities greatly reduce opportunities for “On Site” time
Key Global Roles have the least opportunity for local F2F interaction
Investigator Meetings are more frequently remote meetings
15. Industry Explosion
Science is moving at lightening speed
Many new, talented members have joined the industry: PMs, Scientists, CRAs
In 2015 over 10,000 CRA positions open in the USA alone
They know their regulations, GCPs, and core competencies, but…
Have we afforded the time to share, mentor, and demonstrate the art of the Site Relationship?
Have we fostered the chance for everyone to gain experience and comfort with building the Site
Relationship?
Have we overlooked these aspects?
17. Solutions And Suggestions
Start with your own team base
Do they know anything about each other?
Regular calls to touch base
Remote team calls
Offer pictorial introductions
Share something about yourselves
Use comical (but appropriate) examples within your training sessions
18. Kelly White
1991-2001: Trauma/ICU Nurse
1995-1999: Medical Advisor to Local
Film and Television Industry
2000-2004: Industry Contract CRA
Work
2004-2014: Roche Canada as a CRA
and Resourcing for Oncology in
Canada
2014-2016: Regional Clinical
Operations Manager for the CRA
Group in Canada; Initial Team Build
for the Quintiles-Roche Partnership
Model
2016-Present: Project Manager at a
Dog Friendly Company called Stiris
19. Involve Key Global Roles
Seize opportunities to have them interact with sites
Give them a name and personal relationship
Key Global Roles
Global Project Managers
Science Team
Data Management
Biostatistics
Medical Monitor
Lab Manager
20. Lead By Example
Attend a site visit with your team members
Partner a senior-level mentor with a more junior team member
Extend beyond the CRA role
PMs and other team members need mentoring too!
Assess before the visit: Are there areas where the team member has experienced difficultly?
Repeatedly turned down for PI meeting
Site staff possibly being too busy
Review past situations and actions
Assist to re-formulate a new approach
21. Remote Strategies to Foster your Site
Relationship
Pictorial introductions
Invite the site team to prepare and share if they are comfortable
Ask site members to present topics as well!
Help your team learn to plan
Work around clinic times for your calls
Suggest that the site choose from 3 or 4 dates and times rather than suggesting only 1 opportunity
Make mention of successes and celebrate them
Plan ahead for deadlines; outline tasks and timelines simply and easily
Always have a plan B
22. Teamwork
Ensure your sites know you are on the same team
What can we sort out together?
23. What are the Results?
Sites
Tend to contact you more often
Less chance of misunderstandings, mishandling of the protocol, or surprise issues
Have confidence with the study and this translates into their interactions with their patients
Patients
Likely feel secure and fully informed when interacting with the site staff
24. What are the Results?
Sponsors and Partners
Benefit from the great relationships that all team members have with a site
Last minute changes or queries seem to run more smoothly
CRO
Livelihood depends heavily on this relationship
Afforded the opportunity to help bring treatments to patients
26. Site Relationships 101
This involves all levels of the team
and all should be treated as equally important
from the Global Science Leader to the person that books your visits
and greets you at the clinic front desk!
27. Site Relationships 101
Key Takeaways
Ones level of education, years of experience, or GCP exam score does not translate to their
level of comfort or ability to foster effective site relationships
Please do not assume
Lead by example in a non intimidating fashion
Offer remote suggestions and strategies
Build their confidence and be available
28. Site Relationships 101
Core Competencies, Scientific Knowledge, Safety Vigilance, Interpretation and Application of
GCP and Regulations are responsibilities that cannot be diminished at anytime
Relationships that you build are the key to effectively driving these clinical trials
Measuring Stick
The day that a prospective new partner does not feel the need to remind us that site relationships
are important. It will instead be an unspoken given.
29. Thank You
Kelly White
Project Manager, Stiris Research
info@stirisresearch.com
Q&A
Melanie Ciotti
Marketing Strategist, SDC
data@sdcclinical.com