The Process –
- RPV will review the screener, fully program, and recruit our panelists (digitally).
- To begin the recruit, we need three items:
- The approved screener
- The moderator’s schedule
- The final participant recruitment grid format (if you don’t have one and need us to create it, that’s fine; just remember that we can’t change it mid-recruit!)
- RPV has an automatic scheduling tool for those who qualify based on the moderator’s availability.
- We prefer to have time slots for recruiting assigned for RPV. See added costs if you are not able to provide time slots.
- RPV will update you (the client) with all of the recruitment data (those who qualify and are scheduled, and all of those who don’t qualify and why) for review. We prefer to use our own master grid template. See potential added costs for using client grid.
- RPV will send multiple reminders to our potential participants to fill recruit.
- RPV will process and send incentives for completed interviews and invoice once the study is complete.
Things to Note –
- Respondents receive an initial confirmation email upon scheduling, a 24-hour prior to-interview reminder email, and if they opt-in to one or both, a 24-hour text message reminder and/or 24-hour automated call reminder.
- RPV prefers to pay our own completes.
- RPV does not screen/recruit using client lists.
- RPV recruits via email. We do not phone screen.
- Please keep screeners short. If they last longer than 10 minutes, we need to compensate respondents for their time if they don’t qualify for the study. If additional screening is required, and it takes longer than 10 minutes, respondents who don’t qualify will be compensated at the same rate as for a study, at $120 per 60 mins.
- We do not encourage raising the incentive amount mid-study, as it creates bad practice for our panelists by encouraging them to wait for a higher incentive. If you feel a higher incentive is necessary, we require you to let us know prior to launch of the study. We maintain a policy of equal incentives for equal time on the part of participants.
- If you would like to prioritize certain interview date/time slots, we recommend enticing potential respondents with an extra incentive ($25 is our standard). Please note, we cannot force respondents to select any date/time as a priority.
- If the recruit becomes difficult, we will engage our Patient Advocacy Team (PAT) who will work with our referral partners and post ads on social media to build the target panel, at no extra cost to the client. *We do not include the client’s name in any ads.
- RPV can attach homework, consent forms, interview instructions, dial-in info to the confirmation/reminder emails.
- Please note that for any additional pre-work (e.g., tech-checks, set-up calls, homework), incentives will be adjusted accordingly.
- If you are doing in-home interviews, please contact the respondent prior to the interview to establish rapport and help them feel comfortable with inviting a stranger into their home.
- Sometimes we are asked to recruit patients for a project we are already working on with another client. When we realize this, we will alert you immediately and the first client who has commissioned us is the one we will work with. However, with many studies on similar topics, and with multiple project managers, it is often difficult for us to know if we are already working on the same project. In that case, we may not know if it is a duplicate project until it is underway. We will need to charge for recruits obtained on duplicate projects. We ask you to let us know if the project has been commissioned with other companies to help us reduce the chances of this happening.
- If client has trouble contacting RPV potentials, please contact RPV PM, who can follow up with the recruits.
Added Costs –
- Client Master Grids: RPV prefers to use our own grid template. We can use the client's grid, but depending on the complexity, there may be a +$500 charge to setup costs for this or we may not be able to accommodate usage. *No charge applied if RPV uses our own master grid template. We can easily add specific requests to the dataset (time zones, moderators, quotas, etc.).
- Google Doc Availability with No RPV Time Slots: +$50 (per scheduled complete) if client cannot provide time slots for RPV recruitment.
- Typing Tools: Average additional cost is +$500.
- Referral Bonus: We can offer a referral bonus to respondents if they refer others who qualify and complete the research. The recommended referral bonus is $125, which includes $100 to the referrer and a $25 administrative fee.
- Referral Recruits via RPV Respondents: If you recruit respondents by referral or any other method from respondents whom we have already recruited for you, we will charge recruiting, incentives, and incentive processing fee per complete.
- Additional Screeners: Cost may vary depending on length and complexity. or once the recruitment has gone live.
- RPV Will Update the Screener as Necessary Before Going Live. Once live, we will update the screener once more, free of charge. For any additional updates after that, a $60 (per hour) fee may apply for added programming adjustments.
- Reschedule Fees: +$50 (per reschedule) for anyone who must be rescheduled due to client/moderator change. *Does not apply if fault is on the part of RPV or respondent.
- Scheduling Later: If RPV is requested to recruit and client would like to review first, then approve for scheduling (where we cannot use our auto-scheduling tool after screening), we will apply +$50 per scheduled complete.
- Additional Scheduling Tool: If we are requested to schedule tech checks, or any other second schedule (aside from scheduling respondent’s interviews) there will be an additional setup cost of $300.
- Homework (Pre/Post): +$25 (per Complete) for homework. *Example, if there is a 15-minute pre AND post work activity, that would be +$50 (per). If homework is 31-minutes or more, the additional charge will be +$125 (per).
- Document Editing: If RPV is required to edit consent forms, confirmation of diagnosis, or other collected documents such as redacted PII, we will apply an additional $25 charge (per document).
- Client Recruit Cancellations: If you need to cancel a respondent who has been recruited and meets the screening criteria and/or has been approved by you, the recruiting charge will apply. If the cancellation is within one business day of the scheduled time, we will pay the patient the full incentive and that charge will also apply. If the respondent is canceled outside of one business day to their interview, we will request you compensate them $25 for their time.
- Follow Up Interviews: $150 per follow up recruit for TDIs or WATIs, $250 per follow up recruit for in-person, FGs, or DYADs.
- Physician Confirmation: This adds time to the recruit (two weeks or more) and will require additional recruiting costs ($100 per) and additional incentive if the patient obtains it from their physician.
- Follow Up Questions: If you require us to reach back out to screened respondents with additional questions, there is an additional charge of $25 (if information is client collected) or $50 (if information is collected by RPV) per respondent follow up (plus respondent gift card incentive reflecting time spent).
- Reopening Studies: If you wish to reopen a study after it has been officially closed, a $500 setup fee will apply. Depending on screener adjustments there may be additional programming costs of $60-per hour.
The Process –
- RPV will request 4-5 key questions from the client’s screener to program.
- RPV will update you (the client) with recruitment data for those who pass the few key questions via our master grid template.
- Client is responsible for following up with potential respondents to fully screen and schedule.
- Client will need to update RPV PM regarding where the recruitment is per quotas.
- RPV will send multiple reminders to our potential participants to fill recruit.
- Client will provide RPV PM with list of final completes and then RPV will process and ship incentives for complete interviews and invoice once the study is complete.
Things to Note –
- If you have a programmed screener to finish screening the potentials, you MUST use Option 3: Client Programmed Handover. RPV Programmed Handover (Option 2) is only for clients that phone screen the potentials.
- RPV recruits via email. We do not phone screen.
- We do not encourage raising the incentive amount mid-study, as it creates bad practice for our panelists by encouraging them to wait for a higher incentive. If you feel a higher incentive is necessary, we require you to let us know prior to launch of the study. We maintain a policy of equal incentives for equal time on the part of our participants.
- RPV will not use client master grid, we use our own master grid template for RPV programmed handovers.RPV PM will need contact info of the person/persons contacting the potential participants so we can update the recruits with who to look out for with the next phase in screening/scheduling by client.
- When calling to fully screen and schedule, please be sure to mention that this is a Rare Patient Voice study, and reference our project number (ask the PM if not clear).
- If client has trouble contacting RPV potential respondents, please contact RPV PM, who will follow up with them.
- Clients are not permitted to invite potential participants to sign up for future studies or to collect their contact information for future use.
- If scheduling tool is added - respondents receive an initial confirmation email upon scheduling, a 24-hour to-interview reminder email, and if they opt-in to one or both, a 24-hour text message reminder and/or 24-hour automated call reminder.
- If scheduling tool is added – RPV will send consent forms, homework, etc., but client must follow up with participants for anything pending.
- RPV prefers to pay our own completes.
- RPV does not screen/recruit using client lists.
- If the recruit becomes difficult, we will engage our Patient Advocacy Team (PAT) who will work with our referral partners and post ads on social media to build the target panel, at no extra cost to the client. *We do not include the client’s name in any ads.
- Manual Scheduling: Rare Patient Voice can manually schedule up to n=3 respondents. A programmed scheduling tool is required for n=4 or more respondents. In both cases, once we update your team with the scheduled respondents, your team will be responsible for following up with reminders, collecting materials (e.g., consent forms), and rescheduling.
- Sometimes we are asked to recruit patients for a project we are already working on with another client. When we realize this, we will alert you immediately and the first client who has commissioned us is the one we will work with. However, with many studies on similar topics, and with multiple project managers, it is often difficult for us to know if we are already working on the same project. In that case, we may not know if it is a duplicate project until it is underway. We will need to charge for recruits obtained on duplicate projects. We ask you to let us know if the project has been commissioned to other companies to help us reduce the chances of this happening.
- Please keep screeners short. If they last longer than 10 minutes, we need to compensate respondents for their time if they don’t qualify for the study. If additional screening is required, and it takes longer than 10 minutes, respondents who don’t qualify will be compensated at the same rate as for a study, at $120 per 60 mins.
- If client has trouble contacting RPV potentials, please contact RPV PM, who can follow up with the recruits.
Added Costs –
- Added questions past 4-5 key questions: Cost may vary depending on the number of added and the complexity.
- Screener Translations: $0.20 per word.
- Scheduling Tool: RPV can schedule those who the client confirms qualify (+$300).
- If Schedule Tool applies - Reschedule Fees: +$50 (per reschedule) for anyone who must be rescheduled due to client/moderator change. *Does not apply if fault is on RPV or Respondent.
- If Schedule Tool applies - Google Doc Availability with no RPV blocks: +$50 (per scheduled complete) if client cannot provide blocks of time for RPV recruitment.
- Referral Bonus: We can offer a referral bonus to participants if they refer others who qualify and complete the research. The recommended referral bonus is $125 which includes $100 to the referrer and a $25 administrative fee.
- Referral Recruits via RPV Respondents: If you recruit respondents by referral or any other method from participants we have already recruited for you, we will charge a recruiting, incentive, and incentive processing fee per complete..
- Homework (Pre/Post): +$25 (per Complete) for homework. *Example, if there is a 15-minute pre AND post work activity, that would be +$50 (per). If homework is 31-minutes or more, the additional charge will be +$125 (per).
- Document Collection: RPV will apply +$25 to the recruitment fee (per complete) for documents that need to be collected (on RPV’s end), i.e. pre-work, post-work, homework, consent form, etc. *This added fee will not apply to a standard setup study as document collection is included.
- Document Editing: If RPV is required to edit consent forms, COD, or other collected documents such as redacting PII, we will apply an additional $25 charge (per document).
- Follow Up Interviews: $150 per follow up recruit for TDIs or WATIs, $250 per follow up recruit for in-person, FGs, or DYADs.
- Client Recruit Cancellations: If you need to cancel a patient who has been recruited and meets the screening criteria and/or has been approved by you, the recruiting charge will apply. If the cancellation is within one business day of the scheduled time, we will pay the patient the full incentive and that charge will also apply. If the respondent is canceled outside of one business day to their interview, we will request you compensate them $25 for their time.
- Follow Up Questions: If you require us to reach back out to screened respondents with additional questions, there is an additional charge of $25 (if information is client collected) or $50 (if information is collected by RPV) per respondent follow up (plus respondent gift card incentive reflecting time spent).
- Reopening Studies: If you wish to reopen a study after it has been officially closed, a $500 setup fee will apply. Depending on screener adjustments there may be additional programming costs of $60-per hour.
The Process –
- For clients with the screener programmed on their end, RPV will send over our redirects for complete, disqualified, and over quota landing pages for the client to implement.
- RPV will test client screener to ensure RPV redirects are working properly and that RPV unique IDs are passed back to our landing pages.
- RPV will invite potential participants to client screener for recruitment.
- Client will update RPV PM regarding where the recruitment is per quotas.
- Client is responsible for scheduling and reminding recruits (unless RPV scheduling tool is included).
- RPV will send multiple reminders to our potential participants to fill recruit.
- Client will provide RPV PM with list of final completes and then RPV will process and ship incentives for complete interviews and invoice once the study is complete.
Things to Note –
- RPV prefers to have our redirects implemented. If your programming team cannot implement them, we will need you to capture our unique IDs.
- Clients are not permitted to invite potential participants to sign up for future studies or to collect their patient contact information for future use.
- RPV prefers to pay our own completes.
- RPV does not screen/recruit using client lists.
- We do not encourage raising the incentive amount mid-study, as it creates bad practice for our panelists by encouraging them to wait for a higher incentive. If you feel a higher incentive is necessary, we require you to let us know prior to launch of the study. We maintain a policy of equal incentives for equal time on the part of participants.
- If the recruit becomes difficult, we will engage our Patient Advocacy Team (PAT) who will work with our referral partners and post ads on social media to build the target panel, at no extra cost to the client. *We do not include the client’s name in any ads.
- If client has trouble contacting RPV potentials, please contact RPV PM, who can follow up with the recruits.
- Sometimes we are asked to recruit patients for a project we are already working on with another client. When we realize this, we will alert you immediately and the first client who has commissioned us is the one we will work with. However, with many studies on similar topics, and with multiple project managers, it is often difficult for us to know if we are already working on the same project. In that case, we may not know if it is a duplicate project until it is underway. We will need to charge for recruits obtained on duplicate projects. We ask you to let us know if the project has been commissioned to other companies to help us reduce the chances of this happening.
- Please keep screeners short. If they last longer than 10 minutes, we need to compensate participants for their time if they don’t qualify for the study. If additional screening is required, and it takes longer than 10 minutes, respondents who don’t qualify will be compensated at the same rate as for a study, at $120 per 60 mins..
Added Costs –
- Scheduling Tool: RPV can schedule those who the client confirms qualify (+$300).
- If Schedule Tool applies - Reschedule Fees: +$50 (per reschedule) for anyone who must be rescheduled due to client/moderator change. *Does not apply if fault is on RPV or respondent.
- If Schedule Tool applies - Google Doc Availability with no RPV blocks: +$50 (per scheduled complete) if client cannot provide blocks of time for RPV recruitment.
- If Schedule Tool applies - Scheduling Tool with Sub Quotas: +$200 (Schedule Tool and Quotas added, $500 total).
- Referral Bonus: We can offer a referral bonus to respondents if they refer others who qualify and complete the research. The recommended referral bonus is $125 which includes $100 to the referrer and a $25 administrative fee.
- Referral Recruits via RPV Respondents: If you recruit respondents by referral or any other method from respondents who we have already recruited for you, we will charge a recruiting, incentive, and incentive processing fee per complete.
- Homework (Pre/Post): +$25 (per complete) for homework. *Example, if there is a 15-minute pre AND post work activity, that would be +$50 (per). If homework is 31-minutes or more, the additional charge will be +$125 (per).
- Document Collection: RPV will apply +$25 to the recruitment fee (per complete) for documents that need to be collected (on RPV’s end), i.e. pre-work, post-work, homework, consent form, etc. *This added fee will not apply to a standard setup study as document collection is included.
- Document Editing: If RPV is required to edit consent forms, confirmation of diagnosis, or other collected documents such as redacted PII, we will apply an additional $25 charge (per document).
- Follow Up Interviews: $150 per follow up recruit for TDIs or WATIs, $250 per follow up recruit for in-person, FGs, or DYADs.
- Client Recruit Cancellations: If you need to cancel a respondent who has been recruited and meets the screening criteria and/or has been approved by you, the recruiting charge will apply. If the cancellation is within one business day of the scheduled time, we will pay the patient the full incentive and that charge will also apply. If the respondent is canceled outside of one business day to their interview, we will request you compensate them $25 for their time.
- Follow Up Questions: If you require us to reach back out to screened respondents with additional questions, there is an additional charge of $25 (if information is client collected) or $50 (if information is collected by RPV) per respondent follow up (plus respondent gift card incentive reflecting time spent).
- Reopening Studies: If you wish to reopen a study after it has been officially closed, a $500 setup fee will apply. Depending on screener adjustments there may be additional programming costs of $60-per hour.
The Process –
- Clients will have the full screener/survey programmed on their end.
- RPV will send over our redirects for complete, disqualified, and over quota landing pages for the client to implement.
- RPV will test client screener to ensure RPV redirects are working properly and that RPV unique IDs are passed back to our landing pages.
- RPV will invite potential participants to client screener for recruitment.
- Client will update RPV PM regarding where the recruitment is per quotas.
- RPV will send multiple reminders to our potential participants to fill recruit.
- Client will provide RPV PM with list of final completes and then RPV will process and ship incentives for complete interviews and invoice once the study is complete.
- Sometimes we are asked to recruit patients for a study we are already working on with another client. When we realize this, we will alert you immediately and the first client who has commissioned us is the one we will work with. However, with many studies on similar topics, and with multiple project managers, it is often difficult for us to know if we are already working on the same project. In that case, we may not know if it is a duplicate project until it is underway. We will need to charge for recruits obtained on duplicate projects. We ask you to let us know if the project has been commissioned to other companies to help us reduce the chances of this happening.
- If any respondents are removed by the client due to speeding, straight-lining, open-ended answers, etc., we will request you provide the data so we can review on our end and follow up with the respondents. If you cannot provide this data, we will invoice for their incentives and count as a recruit.
- For surveys where respondents are asked to answer open-ended questions, you must provide clear directions (for instance, "please be descriptive and provide a few sentences with your answer"). If there are no directions to the open-ended question and the respondent’s data is removed at the end of the study, RPV will invoice for the respondent’s incentive, and count as a recruit.
Things to Note –
- RPV does not program quant surveys, but we can direct you to our partner company (Q One) who will. Link to Survey Programming Cost Tool:
https://panel.rarepatientvoice.com/newdesign/site/rarepatientvoice/index.php?surveyID=6bb3h20ajpd9&version=22386&id=a650bf4202dce5 - RPV prefers to have our redirects implemented. If your programming team cannot implement them, we will need you to capture our unique IDs.
- Clients must have quotas implemented to close down the recruit once the target number(s) are hit. Any over quota respondents who complete the survey will be paid for their time (client will be invoiced for the incentive/s), but not counted as a recruit.
- Please make sure respondents who disqualify or fall over quota do so early in the screener. If we have respondents disqualify or over quota after passing the screening questions, we will need to compensate them for their time and invoice the client accordingly.
- Client cannot invite RPV participants to sign up to their panel (or with another recruiter). Please be sure to remove all contact collecting or panel invitations. If you need to collect our respondent personal contact info, we will require that you sign our PII agreement.
- RPV prefers to pay our own completes.
- RPV does not screen/recruit using client lists.
- We do not encourage raising the honoraria amount mid-study, as it creates bad practice for our panelists by encouraging them to wait for a higher incentive. If you feel you are recruiting a population with a low incidence rate, we recommend approving higher honoraria at the beginning of the study.
- If the recruit becomes difficult, we can add our Patient Advocacy Team (PAT) to the study where they will work with referral partners and post ads on social media to build the target panel who the PM will immediately invite. *We do not note the client’s name in any ads.
Added Costs –
- Additional Links: RPV testing and implementing one survey link is included in the setup cost. Any additional survey link will be +$100 (per link) added to setup. Example – one patient link and one caregiver link = +$100 to set up.
- Facial Recognition/Recording: +$25 to respondent incentive. If client disqualifies them after recording, respondent gets the $25 incentive.
- Follow Up Questions: If you require us to reach back out to screened respondents with additional questions, there is an additional charge of $25 (if information is client collected) or $50 (if information is collected by RPV) per respondent follow up (plus respondent gift card incentive reflecting time spent).
- Referral Recruits via RPV Respondents: If you recruit respondents by referral or any other method from respondents that we have already recruited for you, we will consider these recruits from us and charge accordingly.
Our standard payment terms are net 30 days. Upon the commissioning of the project, we reserve the right to invoice for 100% of the respondent incentives and the incentive processing fee, as we pay the respondents immediately upon completion of the study. We invoice the balance upon completion of the project.
Our Patient Advocacy Team (PAT) is ready to reach out to recruit potential participants for your study. While we can not guarantee results, we will do our best to find the respondents you are looking for. If needed, here is what our PAT can do.
- PAT will promote studies and recruit respondents on social media via Facebook, Instagram, and TikTok.
- PAT will seek and reach out to relevant support and advocacy groups on social media, and follow up once if there is no initial response.
- PAT will email relevant referral partners a maximum of two times for each study.
- Upon client request, PAT will provide a detailed weekly email reporting on the outreach steps that have been taken.
- Please note that PAT is unable to provide referral partner names and information.