Alternative to Clinical Site Visits During COVID-19 & Beyond

A patient with a rare immune deficiency was able to continue clinical trial participation during the coronavirus pandemic.

The Challenge

Our client contacted us because a patient participating in a clinical trial requested a home alternative to a 24-hour extended site visit. The patient was not comfortable traveling to the hospital due to concerns about COVID-19 exposure.

Instead, the patient asked for the visit to be conducted in a local hotel suite, as he preferred not to have study staff in his home because of the potential risk of virus transmission.

This heightened level of concern was due to the patient’s rare immune deficiency, which made him especially vulnerable. We needed to ensure his safety while also supporting his mental well-being—reducing stress and anxiety, and mitigating infection risk.

Adding to the challenge, this patient was the first and only participant enrolled in the trial at the time. Collecting his samples was critical to the study’s progression.

We also faced logistical hurdles, including sourcing specialized equipment and coordinating multiple clinical staff to complete procedures such as:

• Blood draws
• ECG
• Physical and specialty exams
• Patient-completed surveys
• Video ‘televisit’ with the Principal Investigator

The Solution

We arranged for the clinical visit to take place in a hotel suite, with equipment and supplies delivered both to the study nurse and directly to the hotel. This innovative approach to hotel-based clinical trial visits ensured that the patient could continue participation without the risks of traveling to a hospital.

Our courier service provided dry ice to keep samples frozen until shipping, while the nurse converted the hotel’s living room area into a compliant clinical space. We managed all hotel arrangements, and the staff were extremely accommodating throughout the process.

A study nurse performed the majority of procedures and stayed overnight in the same hotel, allowing her to rest between blood draws and remain available as needed. Before the visit, she attended training sessions and was briefed on all procedures by the client’s Clinical Research Associate (CRA).

A physician assistant was also contracted to conduct the physical and specialty exams.

The Outcome

By arranging this hotel-based clinical trial visit in place of a site visit, we addressed the patient’s concerns and enabled him to continue participating in the study with peace of mind.

The visit was completed successfully, and the sponsor successfully collected the essential samples needed to advance the study.

Both the patient and sponsor were highly satisfied with the level of service provided. The creative solution not only ensured trial continuity but also demonstrated how flexible, patient-first approaches can reduce burden and build trust in clinical research.

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