The study walk-through method has been applied and refined in highly varied clinical studies over 20 years. The practical application of this method is illustrated below, using three examples. For each example, results of using this approach are described.
Example 1: a regulatory vaccine trial
As one of the centres in the phase III RTS,S/AS01 malaria vaccine trial (NCT00866619) [15–17], we needed to plan how we would set this study up in three distant community health clinics and then bring the samples back to the hospital. We gathered the team, which included the fieldworkers who were based out in the community, the laboratory team from the hospital, the nurses who would be vaccinating the children and all the study coordinators and data managers. We also included a group who were fundamental: the study drivers. Together, we ‘walked through’ the process of enlisting mothers in the clinics, having them return for the vaccination of their enrolled infants, and following participants up at home. Alongside this, we considered how we would get the samples from the clinics back to the laboratory, and how we would enter the data into the CRFs when the study teams were back in the trial office. Working through these steps made many potential challenges and solutions clear. Some examples of these are described below.
Recruitment and retention of study participants
We discussed enlisting mothers, recruiting their children and keeping them engaged in the trial. Poor recruitment and retention of children had been identified as the most likely risk to the trial. Therefore, we asked our community engagement team to attend our study walk-through meeting, to advise us how best to deliver the patient information within the specific settings of each clinic. The community engagement team also advised us how to turn consent into an ongoing process, to maintain the trust and support of the families [6, 7, 18].
Transporting samples
We planned the study during the dry season, but the drivers pointed out that conditions would be very different during the monsoon. We had a very precise time window to transport samples from the clinics to the laboratory for immunology assays, which were a key outcome in the trial. As a result of our meeting, we were able to switch from cars to motorbikes, so no samples were delayed or lost during the rains.
Data entry
The volume of information to be gathered from the communities was huge, but there were no formal patient records. Therefore, we needed to create source data sheets for use in the community. We also needed to create a strong system for the data entry clerks, to facilitate taking data from the source data sheets and entering the required information into the CRFs. The study walk-through process led to the setting up of this system and to having one of the data entry team out with the clinical team members every day. This made the whole process better and faster, and reduced the likelihood of errors or missing data.
Vaccinating and maintaining study blinding
We needed to blind the participants and the trial team to which vaccine the children were given. As part of the study walk-through process, we worked through the practicalities of applying the protocol and SOP for study blinding, and considered what would work best at each clinic. We identified the solution of using different nurses for the preparation and administration of the vaccines, and carrying these processes out in different rooms.
Measuring the primary endpoint
Active and passive case detection of malaria episodes determined the primary endpoint of this trial. Involving the fieldworker who would be responsible for this detection in the planning of their own training, and in the planning of the execution of this step, was critical. Training of the fieldworkers was found to be the most critical element, as we needed to ensure consistency throughout the 12 months of follow-up. Therefore, a comprehensive training programme was devised to ensure that quality and standards were maintained throughout the trial, and that the fieldworkers felt fully supported.
Example 2: a pragmatic disease management trial
This trial (ISRCTN67805210) [19] was conducted because earlier studies had estimated that one million people in Ethiopia were living with podoconiosis [20], one of the most neglected tropical diseases [21]. Pilot studies had suggested that these patients could benefit greatly from foot hygiene support and care [19, 22, 23], including a highly pragmatic system that involved cleaning and bandaging the affected limbs. However, more supporting evidence was required before additional health providers would administer this treatment. Therefore, a randomised clinical trial was designed. This would be incredibly challenging to conduct, as the trial would need implementing by health workers in an area where there was no previous experience in research. Consequently, during the very early stages of trial initiation (once there was a near-finalised protocol), the team was gathered in the remote area of Ethiopia where this trial was planned. The aim of the team meeting was to allow everyone who was to be involved in the trial to think about how it could work in practice (Figures 2–3). Through this exercise, several key issues were highlighted, as described below.
Randomisation
The team discussed how to avoid patients sharing their intervention, e.g. in the event that a couple were randomised to the different trial arms. As a result, we decided to switch to a cluster randomisation approach, so that different clinics would use differently timed interventions.
Measuring the primary endpoint
The primary outcome of the trial was the change in the number painful episodes over 12 months. As highlighted by the study walk-through process, the matter of how to accurately capture the number of painful episodes was a major issue in operationalising this trial. The team discussed how patients could report symptoms, and whether patient diaries would work. They considered whether patients would be able to read and write, and if pictures could be used to help report symptoms. The process of working through the draft protocol with community health workers allowed potential difficulties to be identified, and led to the development of simple diaries that the patients used to record these attacks.
Follow-up
The team discussed how a balance could be struck regarding the number of follow-up visits. The aim would be to see patients often enough to record whether they were experiencing an improvement, without making the study visits so frequent that they would become an intervention in their own right.
Training of study staff
The study walk-through process identified areas of difficulty that might be encountered during the study, particularly in terms of maintaining the same methods and standards across all visits. It highlighted where training would be needed. As a result, fieldworkers were trained to implement the SOPs, but also to understand why the research was different from standard care and why the protocols were important. The critical nature of the fieldworkers’ roles in the success of the trial was emphasised.
Example 3: a trial in a disease outbreak
During the Ebola virus epidemic, there was the opportunity to conduct the first therapeutic clinical trials during a disease outbreak [24]. Typically, setting up a trial during such an outbreak is impossible because the process takes so long [24]. When planning a phase 2 trial for the treatment of Ebola virus disease (PACTR201411000939962) [25], we undertook the study walk-through process at a very early point, before we knew which drug we would be evaluating. We used this process to set out the draft protocol, pinpoint where SOPs would be needed and identify the trial team’s training needs.
The most critical factors for this trial’s design and operation were contextual. The trial would include seriously unwell participants, and the trial staff would be working in a very dangerous setting. The trial staff would only be able to see the patients for a very short time. The study walk-through process was invaluable in guiding the protocol development in this situation (Figure 4).
The starting point for the study walk-through discussion was the person with suspected Ebola infection presenting for diagnosis. All we knew at this point was that patients would arrive, be screened in the screening tent, and then admitted to the isolation/treatment tent once they were confirmed to have Ebola virus. There was a high mortality rate among these patients, with around 70% not surviving past day 7. Using the study walk-through method, we sketched out the screening and isolation/treatment process and considered the most appropriate efficacy endpoint for evaluating the potential treatments. Using this process allowed us to understand what could practically be measured and when. It was clear that measuring fevers or assessing symptoms was not feasible; therefore, the clear outcome of survival at day 14 was agreed.
During the study walk-through discussion, it became very clear where significant issues could arise. These issues related to: enrolment within the query period of confirmed diagnosis; dosing and observed dosing; sampling during the follow up-period; and verifying survival. Identifying these major challenges highlighted where SOPs would be needed and guided the design of the trial.
The study walk-through process was undertaken on the day that the trial’s funding was secured. At the time, it was not known exactly where the trial would be conducted, or which drugs would be available to evaluate in the trial. However, the final protocol hardly differed from what was set out during these initial discussions. This demonstrates the benefits of considering patients’ experiences as they progress through the research process, and thinking about how samples and data will need to be gathered in this context. An important consideration for all studies is whether the research processes might impact on standard clinical care and treatment. Identifying any potential issues in this respect is key to mitigating any conflict between standard care and research.
Overall, the study walk-through process allows a protocol to be written that is highly workable, and that reflects the realities for the participants and study staff in the relevant healthcare settings.