Table 5 Retention strategies in the Improving Care of ALI Patients (ICAP) study

During inpatient stay

   1. Describe the frequency, duration, and number of follow-up visits to potential participants

   2. Collect comprehensive contact information (for example, address, multiple telephone numbers for patient and two or more contacts) for participant tracking

   3. Visit the participant frequently, offering to answer any questions

   4. Provide a business card before discharge and encourage the participant to call with questions

After discharge

   1. Call the participant within 4 days of discharge to verify location and confirm health status

   2. Send a letter and refrigerator magnet (with study logo and phone number) within 2 weeks of discharge

   3. Call the participant 1 month after discharge to confirm health status and remind him/her about the ICAP study

Follow-up visits

   1. Phone and mail (if necessary) the participant to schedule a follow-up visit at least 1 month in advance

   2. Mail a confirmation letter with relevant instructions 2 weeks before the appointment

   3. Phone the participant to remind him/her of the appointment 1 day before visit

   4. Greet the participant at hospital entrance and accompany him/her throughout all stages and locations of the follow-up visit

   5. Provide meal voucher and free parking or taxi service for the appointment

   6. Mail the participant a handwritten thank-you note within 1 week after the appointment

Ongoing retention

   1. Confirm contact information by phone or mail 18 months after ALI/ARDS diagnosis (for example, between 1-year and 2-year appointment)

   2. Mail all patients an annual study newsletter

   3. Mail each participant an annual birthday card, signed by all study staff