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Supporting Participants Through National Travel Disruptions
Keeping participation steady in unpredictable conditions
Background
A small clinical study relied on participants who traveled across the country for required visits. With limited enrollment, any missed appointment carried meaningful implications for study progress. When one participant encountered a sudden, nationwide travel disruption, immediate support was needed to keep their visit on track.
Challenges
- Flight canceled at the airport due to staffing shortages during a federal shutdown
- No same-day travel alternatives
- Participant concerned about connection-related delays during widespread cancellations
- Weekend timing with reduced vendor availability
Scout's Approach
To navigate the situation smoothly and keep the participant connected to their study, Scout put a coordinated plan in motion that addressed every part of the disrupted trip:
1. Rapid Weekend Response: Patient Liaisons and Patient Navigators acted quickly to assess options.
2. After-Hours Coordination: Engaged travel vendors through emergency channels to evaluate alternatives and secure necessary approvals.
3. Urgent Ground Transport: Arranged a same-day sedan to bring the participant home safely when flights were unavailable.
4. Aligned Rescheduling: Worked with site and Sponsor to confirm new dates and adjust logistics.
5. Stabilized Future Travel: Shifted upcoming trips to direct flights from a different airport to minimize layover risk.
6. Consistent Communication: Stayed in contact with all parties until every detail was finalized.
Scope
Scout coordinated participant travel support during a nationwide disruption. This included urgent ground transportation, rebooking, and aligning the revised schedule with study requirements.
Specialized Solutions
This disruption required fast coordination during a period of national instability. Scout’s quick action prevented a missed visit and eased the participant’s concerns at a stressful moment. By reshaping both the current and upcoming trips, the team helped the participant continue safely and confidently.
The visit stayed on schedule. Future travel was structured to limit risk in an unpredictable environment. Scout’s support keeps participants from stepping away when unexpected barriers hit.