Compromised data integrity
Gaps in data from LTFU participants can skew your trial's results.
Clinical trial subject locator service
Reconnect with participants and recover lost data. Expert solutions for re-engaging subjects lost to follow-up (LTFU), protecting your trial's integrity and outcomes.
For sponsors and CROs
The challenge
The cost of lost to follow-up
Participant attrition creates problems that ripple through a study. Addressing LTFU is crucial for data quality and trial efficiency.
Potential study biases
Attrition can introduce bias, calling the reliability of outcomes into question.
Increased operational costs
Recruiting new participants to replace those lost escalates expenses.
Our approach
Our ethical and effective locator approach
At Kairos R&D Solutions, we use a proven, ethical strategy to reconnect with lost participants.
Advanced tracking techniques
We use established databases and public records to trace participants and update their contact details.
Respectful and compliant outreach
Our communications are designed to be respectful and to encourage re-engagement while meeting ethical standards.
Data privacy and compliance
We follow global data protection regulations, protecting participant confidentiality and trust.
The results
Reap the rewards of data recovery
Partnering with Kairos R&D for participant location brings tangible benefits to your trials.
Enhanced data completeness
Minimize data gaps for robust, reliable study conclusions.
Improved cost efficiency
Reduce replacement recruitment costs and optimize trial budgets.
Timelines on track
Recovered participants help keep study timelines intact.
Regulatory compliance
Maintain protocol fidelity and meet regulatory expectations.
Our process
Ethical re-engagement, step by step
Every contact attempt stays within the consent the participant gave and the approach the ethics committee approved.
- 01
Review
We confirm which participants are lost to follow-up and what contact the original consent allows.
- 02
Trace
Using approved sources, including site records, public records and registered contacts, we update contact details.
- 03
Reach out
Trained staff make respectful, scripted contact in the participant's preferred language and channel.
- 04
Reconnect
Participants who agree are reconnected with the site to complete visits or share vital status, as the protocol requires.
Safeguards
Respect comes first
- Consent-bound. We never go beyond what the participant agreed to at enrollment
- Approved scripts. Outreach wording is reviewed and approved before use
- Right to decline. A participant who does not want to continue is respected and recorded, never pressed
- Minimal data. Only the information needed for contact is used, then securely handled
- Full audit trail. Every attempt is logged for sponsor and inspector review
- Trained staff. Outreach staff trained in GCP, privacy and sensitive communication
Common questions
Locator FAQs
When should we bring you in?
As early as possible. Re-engagement is most successful when contact details are only a few months out of date, so many sponsors start the service alongside the study.
Do you collect vital status data?
Where the protocol and consent allow, we help sites confirm vital status, which is often critical for survival endpoints.
Can this work for completed studies?
Yes, for long-term follow-up and registries, provided the consent and ethics approvals cover continued contact.
Ready to take action on lost data?
Contact Kairos R&D Solutions to learn how our subject locator service can transform participant retention and data recovery.