Benchmarks and tools

Feasibility estimate worksheet for research sites

By TrialNotice · Updated
Clinical research coordinator filling out a feasibility questionnaire on a laptop with a patient database report beside her
Short answerA defensible feasibility estimate starts with patients in your records who meet the key criteria, applies a realistic consent rate and screen failure rate, then adds referral sources as a separate line based on past referral volume. The worksheet below does the math and shows it, which is what makes an estimate credible to sponsors.
Funnel chart from 60 patients meeting key criteria to 24 consenting, about 15 randomized from records, and about 6 added from referrals

Feasibility estimate worksheet

Defaults are illustrative. Base the referral line on actual referral volume from a comparable past study.

Why show the math?

Sponsors routinely discount site estimates, and Getz reports that even adjusted estimates are accurate less than 10% of the time by sponsor accounts (Applied Clinical Trials). Researchers attribute overestimation to limited protocol information and time (PLOS One). Over half of sites say questionnaires do not represent their capabilities (Advarra). A worksheet with the method visible separates your estimate from the guesses.

Where do referral numbers come from?

From documented relationships: named practices, specialties, and how many patients they sent on comparable studies. Sites that track referral volume by physician can answer this line with evidence. See how to answer a feasibility questionnaire.

Get your study in front of the right local physicians

TrialNotice builds a physician referral pipeline around one active study. We identify relevant local physicians within driving distance of your site, send study aligned direct mail, follow up by email and LinkedIn, track engagement with recipient level QR codes, and route warm responses into your site team's workflow.

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Sources

  1. Getz K., "Is Investigative Site Feasibility Feasible?" Applied Clinical Trials
  2. Advarra, "Modernizing Site Feasibility and Selection"
  3. "Enhancing site selection strategies in clinical trial recruitment using real world data modeling," PLOS One
  4. Applied Clinical Trials, "Can Recruitment and Retention Get Any Worse?" (Tufts CSDD screen failure study)

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