{"id":637,"date":"2015-02-17T23:27:07","date_gmt":"2015-02-17T22:27:07","guid":{"rendered":"https:\/\/blogdelarechercheclinique.com\/?p=637"},"modified":"2025-05-21T10:53:22","modified_gmt":"2025-05-21T08:53:22","slug":"les-perdus-de-vue-ca-nexiste-pas","status":"publish","type":"post","link":"https:\/\/blogdelarechercheclinique.com\/en\/les-perdus-de-vue-ca-nexiste-pas\/","title":{"rendered":"Drop outs, don’t exist!"},"content":{"rendered":"
\"Missed<\/a>

Missed up files do not exist ! (or almost)<\/p><\/div>\n

Drop outs, don’t exist!<\/strong><\/h1>\n

During a clinical trial, one of Site Study missions is to ensure the monitoring of patients participating in the study. However, it happens that during the study, patients do not give any news to the center: they are called the \u00ab\u00a0Drop outs\u00a0\u00bb\u00a0(or \u00ab\u00a0Perdus de vues\u00a0\u00bb in French).<\/p>\n

In a trial, the more those drop outs\u2019 number is important, the greater the results will be inaccurate. So to avoid loss of information that could lead to trial invalidation, we will provide you the best ways to find out\u00a0your patient: drop outs, don’t exist!
\nIf you are Site Study Coordinator, explore these different tracks with the investigator.
\nIf you’re CRA and your investigator and \/ or Site Study Coordinator informs you that a patient dropped out, suggest them to explore these different tracks:<\/p>\n

1. Phone call<\/strong><\/h2>\n

As a Site Study Coordinator, you have to make the\u00a0necessary for\u00a0your patient to return to his formal visits. If he does not, try at first, to call him to find out why he does not come to the planned visits.<\/p>\n

If he does not pick up the phone, see\u00a0in the folder may be\u00a0there are names of people close to the patient or a family member you could contact. If the phone number is incorrect, think to use the white pages to try to get a new number or attempt to contact a family member in the same city or in the same department.<\/p>\n

2. Town hall<\/strong><\/h2>\n

By checking in the\u00a0medical record, you may\u00a0find your patient birthplace. The town hall of residence is able to tell you if your patient is possibly died. So you can contact your patient\u00a0last known residence city Town Hall \u00a0whether he is alive or not. If you do not get information from the last known common residence, you can try to contact his birth municipality.
\nOr you can contact them by an \u00ab\u00a0official\u00a0\u00bb letter, including necessary information (patient Last name and first name, date of birth,investigator name, etc…). This will allow them to find your patient easily. To save time, do not hesitate to pre-fill your letter with the\u00a0suggestion\u00a0below.<\/p>\n

Madam, Sir,<\/em><\/p>\n

We are responsible in the XXX service of Professor XXXX to update patient files\u00a0being monitored in consultation supervision.<\/em>
\nWe would like to know if he\u00a0is mentioned in your death records:<\/em>
\nMr. XXX, born on: XXX<\/em>
\nYou can select below the appropriate item and return the information to your liking:
\n\u25a1 deceased – date of death: __ \/ __ \/ ____<\/em>
\n\u25a1 not declared death to date<\/em><\/p>\n

Otherwise, you can make a request directly online on some town halls websites\u00a0or via the form on: https:\/\/mdel.mon.service-public.fr\/acte-etat-civil.html<\/a>\u00a0for french citizens who died in France or on\u00a0https:\/\/pastel.diplomatie.gouv.fr\/dali\/index2.html<\/a>\u00a0for death abroad. It is to be noticed that anyone can apply for a death certificate without justifying.<\/p>\n

3. General practitioners and specialists (city surgery)<\/strong><\/h2>\n

By going through your medical record, you will notice that a number of practitioners have already met your patient: cardiologists, general practitioners… Contact them all by phone or mail. They will give you valuable information. You could well have elements to find your patient.
\nEXAMPLE OF MAIL<\/p>\n

Dear Doctor,<\/em>
\nFollowing our phone call\u00a0about Mr. XXX born on XXX, participating in the XXX study, would it be possible for you to\u00a0provide us with the following information: (address, telephone number, last visit date, death, etc.)<\/em><\/p>\n

4. Medical analysis laboratories<\/strong><\/h2>\n

By well analyzing your medical record, you can also find various analysis laboratories where the patient completed his tests. You can also contact these laboratories to have information on the fate of your patient (did he move? etc.) You can contact them by phone to ask them \u00a0further information as you may have done with the\u00a0town hall and doctors, contact them in a pre-filled mail, asking them the date of the last review and the doctor who prescribe this trial\u00a0(you will be able to contact him after that).<\/p>\n

5. Former hospital<\/strong><\/h2>\n

If your patient has done\u00a0tests in another hospital, you can contact the hospital. Try at first to call the concerned service in order to clarify your information request, and then send them a letter summarizing the discussion on the call made and the type of information you need. Use the\u00a0opportunity to ask for the name of the patient’s doctor if you do not have it yet. Ask as well information about the medical laboratory where the patient has made his last health checks (laboratory name, city and phone if possible). You may ask them to fax this information to lighten\u00a0their task. Finally, ask them the patient new address.<\/p>\n

EXAMPLE of MAIL<\/p>\n

To information\u00a0request<\/u><\/em><\/p>\n

I am clinical research technician, in charge of monitoring and updating the patients latest news whose records were selected as part of a clinical research on XXX.<\/em><\/p>\n

Further to\u00a0our conversation, may I ask you to complete the following items on Mr. XXX born on XXX.<\/em><\/p>\n

– Patient Address: ……………………………………………………………<\/em><\/p>\n

XXX
\nExternal\u00a0Contact request<\/u><\/em><\/p>\n

Madam, Sir,<\/em><\/p>\n

I am clinical research technician, in charge of patients monitoring on XXX clinical research.<\/em><\/p>\n

Could you provide us with the following information for Mr. XXX born on XXX<\/em><\/p>\n