CARE MEETS COLLABORATION: INSIGHTS FROM THE EACT CLINICAL TRIALS SITE PERSONNEL WEBINAR

When I participated in the recent Clinical Trials Site Personnel Webinar co-hosted by the LUNGevity Foundation and the Oncology Nursing Society, I witnessed an important dialogue unfold around a subject I’m deeply passionate about: reducing financial barriers for clinical trial participants to foster equitable access for all. 

This collaboration brought together professionals from across the clinical research industry, underscoring the collective urgency to address costs that often deter participation in clinical trials. Topics spanned practical solutions already in use to long-term systemic advocacy designed to make clinical trials more inclusive. 

I was honored to represent Scout to discuss how our services align with the Equitable Access to Clinical Trials (EACT) initiative to achieve financial neutrality for clinical trial participants. At Scout, supporting the diverse needs of trial participants through intentional and thoughtful services is the core of what we do. Together, we aim to build a future where no one declines trial participation due to financial strain.  

For a detailed look at Scout's role in the EACT initiative, including our contributions to key working groups and resources, click here to read more.  

Here, we’ll highlight key takeaways from the webinar and explore how stakeholders can continue driving equitable access through collaboration, advocacy, and action. 

Key Takeaways from the Webinar 

One of the most critical insights from the webinar was the need for healthcare professionals—particularly nurses conducting research trials—to be aware of the financial barriers many participants face. Unexpected costs like travel, lodging, and childcare expenses during trial appointments place a disproportionate burden on individuals, especially those from lower-income or geographically isolated communities. 

Institutional Review Boards (IRBs) and Ethics Committees play an essential role in addressing these challenges. Their ethical oversight ensures financial support programs are not only permissible but also designed to reduce economic strain on participants. These committees advocate for creative, compliant solutions that ease financial burdens, enabling clinical research to reflect the diversity of our communities. 

This awareness is key to empowering healthcare professionals to support trial participants in meaningful ways. By identifying and addressing financial challenges, clinical teams can facilitate a more inclusive research process, strengthening equity in the broader clinical research landscape. 

Advancing Diversity through the EACT Initiative 

Awareness of the socioeconomic and geographic disparities faced by participants drives targeted advocacy efforts. Through initiatives like EACT, stakeholders can unite to promote financial neutrality as a standard for clinical trial participation. 

Financial neutrality ensures that no participant is financially penalized for engaging in a trial. It builds a foundation for fair participation by covering costs such as travel expenses, time away from work, caregiving —factors that often deter many from participating. By mitigating these barriers, we not only alleviate individual burdens but also foster patient population diversity in clinical trials, enriching the scope of research data. 

Achieving greater diversity impacts more than fairness; it enhances the generalizability of clinical studies. Diverse representation generates robust data that translates to better treatments for a wider range of patients. Initiatives like the LUNGevity Foundation’s EACT aim to catalyze systemic change, creating a clinical trial ecosystem that is both more inclusive and more representative of the populations it serves. 

Feedback from Participants 

The webinar’s engagement underscored a critical point—collaboration across the clinical research industry is indispensable. Attendees, including nurses, site representatives, Sponsors, IRBs, academic researchers, and patient advocacy organizations, weighed in with thoughtful observations and actionable strategies for reducing financial barriers. 

Audience feedback confirmed that equitable access is not only timely but also essential for advancing clinical research. Real-world insights from healthcare professionals who work directly with trial participants provide valuable direction for refining approaches. Soliciting continued input through surveys or discussions ensures that efforts remain relevant and responsive to participant needs. 

This kind of collaboration creates momentum, providing the foundation to explore new initiatives and refine existing methods. Together, we can strengthen efforts to remove financial obstacles and achieve a clinical trial system rooted in equity and inclusion. 

Utilizing EACT Resources 

The EACT website offers valuable tools for clinical trial teams aiming to address financial barriers. Here are two standout resources: 

Participant Needs Assessment and Discussion Guide 

The Participant Needs Assessment helps site staff identify financial and logistical challenges faced by participants, whether travel expenses, accommodation needs, or caregiving responsibilities. By proactively recognizing these barriers, clinical teams can provide tailored support, fostering trust and engagement. 

Engaging with Sponsors About Financial Support Programs 

Additionally, the Sponsor Checklist serves as a practical tool for advocating financial neutrality with trial sponsors. This resource provides guidance for initiating conversations and securing participant-centered support programs that align with equity goals. 

When integrated into day-to-day operations, these tools enhance participant experiences and create a data-driven approach to equitable participation. They also help trial teams align their efforts with the broader mission of reducing systemic barriers and fostering inclusivity across clinical research. 

Scout’s Role in Supporting Fair Access 

At Scout, we strive to ensure clinical trial participation remains financially neutral for every participant. By directly arranging travel support and guaranteeing the timely reimbursement of related expenses, we alleviate logistical barriers while helping participants focus on what matters most: their health and well-being. 

We are also working to influence policy changes that benefit participants. One major focus is advocacy for tax-exempt compensation for participants' time and contributions. Current tax laws can unintentionally penalize participants, placing an undue financial burden on individuals who choose to support critical research. By pushing for legislative changes, we aim to eliminate this inequity and create policies that honor and respect trial participants. 

Read more about this important topic in our eBook, Evolving Compensation Models in Clinical Research. 

Scout is equally dedicated to collaborating with stakeholders across the industry. These partnerships ensure that financial neutrality and participant-centered practices are prioritized in trial design and operations. By harmonizing efforts and sharing best practices, we strive to create a research ecosystem where fairness, inclusivity, and accessibility are the standards, not the exceptions. 

Final Thoughts 

Ensuring equitable access to clinical trials is a shared responsibility that requires thoughtful collaboration. I believe that by fostering partnerships among key stakeholders—site staff, Sponsors, IRBs, patient advocates, industry colleagues—we can overcome longstanding barriers and open doors for those who have been unable to participate in the past. 

I encourage everyone involved in clinical research to explore the resources available through the EACT project. These tools offer guidance for creating equitable solutions that support trial participants and strengthen diversity within clinical research. 

At Scout, we remain committed to driving systemic change while supporting trial participants every step of the way. True progress demands persistence, dedication, and collective action, and we are proud to contribute to this effort. I am confident that, together, we can make clinical trials not only accessible but also representative of the diversity and richness of the communities they aim to serve. 

Scout EVP of Strategic Accounts Kristin Hermann joined the organization in 2022 to develop and lead the Strategic Accounts Project Management team. She has contributed to the clinical research industry for over 25 years, serving in project management of full-service Phase I-III clinical trials for over 17 years. Click here to connect with Kristin on LinkedIn.