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Retention of Clinical Data Coordinators at the US operations of a UK based Pharma Company

There was an increasing turnover trend of CDCs at a pharma company causing disruption in the clinical trials study reports and lower productivity. As part of an on going partnership with the pharma company, Kelly Scientific reviewed the number of KSR employees leaving assignments at the company and the reasons given during the Exit Interviews. There were two significant responses:

  • Career Development
  • Salary

Addressing these and creating solutions to eliminate the problem was mission critical for the customer due to increasing re-training and training, and administrative recruitment costs.

To encourage KSR employees to remain on assignment for the length of the assigned project, a two step retention policy was designed and then fully implemented third quarter of 2001. A third step involving training is under evaluation.

Step 1. Retention Policy: Career Pathing and Development

A four tier job title and definition of contract clinical positions including job description, responsibilities, experience and salary was constructed. Promotions to the next level may occur before the end of the 12 months by company recommendation.

Step 2. Retention Bonuses

At each 90 day period on assignment increment, a quality survey is sent to the manager of each KSR CDC. At this time, the manager is rates the overall satisfaction of the KSR CDC ‘s qualifications to do quality work, efficiency to perform quantity of work required and punctuality and reliability. At this time the manager can award a maximum bonus of a predetermined amount for a rating of satisfactory or better.

Step 3. Training (In Evaluation - courses exist on KSR’s web-based, internet delivered learning center)

It was proposed to offer Online Good Clinical Practices training to the Kelly Employees on assignment. Online training is offered by Kelly Scientific Resources through its http://www.sciencelearning.com website. Part of the proposal is to provide An Introduction to Drug Development as a requirement of all Kelly employees before start of the assignment. Upon completion of the six month apprentice level, KSR employees would be offered the Complete Good Clinical Practices on line training, billed back to the company at cost. This package includes:

  • Introduction of Clinical Design and Biostatistics
  • Adverse Event Reporting
  • Implementing and Monitoring Clinical Studies
  • Regulatory Aspects of Drug Development
  • Writing a Clinical Study Report

To date the project CDC temporary labor pool provided by KSR retention has increased by 75% since the launch of the retention program. Further, this has allowed the company to reduce its reliance on the more expensive staff provided by other agencies. Additionally, this has reduced the administrative costs of the company’s project management personnel. There have been noticeable increases in productivity. Decreases in training and retraining cost, recruitment costs and lower project labor cost with improved quality of work output from the KSR project staff.

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