Using HIPAA compliant email to improve clinical trial recruitment

Researchers can use HIPAA compliant email marketing to recruit clinical trial participants, implement targeted strategies to maximize engagement, and bridge representation gaps in clinical research.

Why emails are effective

A recent analysis of email recruitment in the health eHeart study illustrates this potential. Of the more than 206,000 invited patients, 93.5% were reached with at least one email invitation, leading to a 3.6% registration rate among those contacted. 

Of the registrants, 84.1% consented to participate in the trial. These numbers emphasize how effective email is in recruitment, especially when combined with targeted approaches and personalized messaging. 

The study also looked at the various factors influencing registration and consent. According to the findings, “participant enrollment was driven more strongly by sociodemographic factors than clinical factors.” 

Read also: Why email outperforms social media in healthcare marketing

What the data tells us

1. Demographics: Older patients and women will be more likely to register, possibly requiring further encouragement in granting consent. 

2. Chronic conditions: Patients with a severe illness might need more encouragement or support.

3. Representation: Email recruitment is efficient, but diversity requires “additional resources and strategies to overcome persistent participation barriers.

So, while email campaigns are effective, researchers must tailor their campaigns to better resonate with diverse populations and create a more representative participant group.

Bridging the diversity gap

Researchers can use HIPAA compliant email marketing to target specific populations, combining culturally sensitive communication with regulatory compliance. 

HIPAA compliant platforms, like Paubox, safeguard protected health information (PHI) during email marketing, so emails remain secure, even when containing culturally sensitive content. 

It also allows researchers to segment and scale outreach by demographics, health conditions, or patient preferences for more targeted communication. Like, emailing a secure link to a registration form with larger text, step-by-step instructions, and an option for assistance, making it more accessible to older individuals. 

A study in digital health on tailored health communication adds, that unlike brochures or websites, “tailored communications provide individuals with information that is relevant for them and that fits with their particular situation." 

Ultimately, personalized emails can “increase [participant] engagement, more in-depth processing of information, greater recall, and consequently greater intentions to engage in the desired health behavior change."

Tracking participant engagement

Researchers can assess engagement metrics to analyze the effectiveness of their strategies. These metrics can include:

• Email open rates: Researchers can measure the percentage of recipients who open their emails to assess the appeal of subject lines and initial messaging. High open rates indicate strong engagement and interest in the trial.
• Click-Through Rates (CTRs): Tracking the percentage of participants who click on links within the email (like a secure registration form) helps determine how well the email content motivates action.
• Registration rates: Monitoring the proportion of email recipients who complete the registration process can help determine how effective sign-up processes are.
• Response times: Measuring how quickly recipients respond to email prompts, such as consenting to participate or requesting more information, can provide insights into the urgency and accessibility of the communication.
• Consent rates: The percentage of registrants who go on to provide consent could show how well the recruitment process builds trust.
• Demographic engagement: Analyzing which demographic groups are more likely to engage, register, or consent can help researchers identify and address gaps in their outreach.

Go deeper: Assessing patient engagement metrics in HIPAA compliant emails

FAQs

What makes an email marketing platform HIPAA compliant?

HIPAA compliant platforms, like Paubox, offer encryption of protected health information (PHI), secure storage of PHI, access controls, audit trails, and mechanisms for obtaining patient consent.

Can researchers personalize emails for different participants?

Yes, HIPAA compliant solutions can help researchers segment and tailor messages to specific demographics or health conditions.

Can email increase participation in clinical trials?

Yes, studies show that email campaigns can achieve high registration and consent rates when combined with effective outreach strategies.