Know how you'll fill your study before you spend a dollar on recruitment.
An Enrollment Action Plan maps the doctors, community partners and local events around your site into a 30-day schedule your team can actually run, with names, phone numbers and owners.
Most sites start recruiting with ads. That's backwards.
You won the study. The enrollment clock is running. And the plan for finding participants is often "we'll run some Facebook ads." Here's what that costs.
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The clock starts before you're ready
Enrollment windows are short and other sites are competing for the same slots. Weeks spent figuring out where to look are weeks you don't get back.
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The sponsor's budget goes to guesswork
Ad money is limited. Spend it before you know your local landscape and you learn what doesn't work at full price.
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Your best referral sources sit untouched
The family doctors and community programs down the street already see your future participants. Nobody on your team has had time to find them, let alone call.
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Coordinators are already at capacity
Researching practices, events and partners is a part-time job. Your coordinators have patients, visits and paperwork.
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You can't tell what's working
Without tracking by source, a slow month is a mystery. Was it the ads, the referrals, the follow-up, or the screening calls?
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Under-enrolling follows you
Sponsors remember which sites hit their numbers. A study that stalls makes the next one harder to win.
An Enrollment Action Plan gives your team a clear, local, week-by-week plan on day one, so every dollar and every hour goes where it's most likely to work.
Plan first. Then build. Then launch.
The Enrollment Action Plan is the first step. Each step sets up the next, so nothing gets rebuilt from scratch.
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Step 1 · Start here
Enrollment Action Plan
Your local map of referral doctors, community partners and events, with a 30-day schedule and weekly scorecard.
Before you build materials or spend on ads
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Step 2
FastLaunch Study Pack
IRB-ready screening questions, landing page, image ads and flyer, written from your protocol and shaped by your plan.
When you're preparing materials for IRB review
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Step 3
Grapevine Reach
We run your approved campaigns, contact leads within 60 seconds and book qualified people onto your calendar.
Once your materials are approved
Working on a feasibility questionnaire? A local plan also gives you a concrete answer when a sponsor asks how you'll recruit.
What's inside your plan.
A short, practical document your coordinator can pick up on Monday and start working from.
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Three actions to start with
Your objective and the first three moves, in plain language, with your site contact details in one place.
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Physician referral map
Nearby practices and clinicians by name and specialty, with addresses, phone numbers, who to ask for and a suggested priority.
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Community partner routes
Local programs and organizations that serve your patient population, what to ask each one, and how they fit your study.
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Where to show up
Dated local events and deadlines worth a display or visit, ranked by how well they fit, so you don't pay for the wrong booth.
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A 30-day schedule
Week by week: what to do, who owns it, and roughly how many hours it takes.
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The participant path
From first contact to screening, plus a plan for the real visit burden and what to change when a stage stalls.
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Weekly scorecard
A Friday review that tracks inquiries, prescreens, screening attendance and enrollment by source, with no patient details.
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Sources you can check
Every contact and event linked to where it was found, with the date it was checked.
Built on research you can check, not guesses.
Research sites run on accuracy. Your plan does too.
- Every contact is sourced and dated.Each practice, partner and event links to the public page it came from.
- Dead ends are removed.Closed clinics and retired physicians are flagged and left out, so your team doesn't waste a call.
- Nothing is assumed.Priorities are recommendations, unknowns stay marked as unknown, and no partnership is claimed until it's agreed.
- Built for compliance.Outreach uses only approved materials, eligibility stays with your study team, and no patient data is ever needed.
From sites we work with.
“PVU enrolled and randomized our first ADHD participant, and they were a lead from Grapevine!”
“Our scheduled call rate jumped from 40% to 79% after switching to Grapevine!”
Enrollment Action Plan
- Physician referral map with named contacts
- Community partner routes and local events
- 30-day schedule with owners and hours
- Participant path and weekly scorecard
- Every source linked and dated
- Delivered to your inbox right after checkout
Running more than one study? Get a plan for each one.
Start your plan today.
Tell us who you are, then we'll take you straight to a short form about your study. After a quick checkout, your plan arrives by email right away.
Have these handy
- Your study brochure or protocol summary
- Your site address, coordinator and enrollment goal
- How many screening calls your team can take each week
Questions and answers.
Do I need IRB approval first?
No. The plan is meant to come first. It's built from public research and the study information you already have. Any outreach it recommends uses only materials your IRB has approved, and the plan tells you which steps wait for that approval.
Does this guarantee enrollment?
No one can guarantee enrollment. The plan shows your team where to focus first and how to measure what's working, so you can adjust quickly instead of guessing.
Who does the outreach?
Your team, using the plan's contacts, schedule and owners. When you're ready for digital recruitment, our FastLaunch Study Pack and Grapevine Reach plan pick up from there.
Do you need patient information?
No. We only need information about your study and your site. The scorecard tracks counts by source, never patient names or medical details.
How current is the research?
Every contact and event is checked when your plan is built, and each one shows the date it was checked. We recommend a quick recheck before acting on any dated event.
Can I get plans for more than one study?
Yes. Each plan is built for one study at one site. Come back whenever you take on a new study.
How long does it take?
Right away. Your plan is emailed to you as soon as you finish the study form and checkout.
Start your next study with a plan.
Delivered to your inbox today. Give your team a clear first 30 days before the enrollment clock gets ahead of you.
Get my plan