Elevating Patient Retention in Clinical Trials Through Outsourced Travel, Reimbursement, and Stipend Management

Executive Summary

Clinical trial success hinges on consistent patient retention. One of the most overlooked barriers to retention is the financial and logistical burden placed on patients and caregivers. In addition to managing complex travel, accommodations, and daily expenses, many participants must also consider lost wages and time away from personal responsibilities. To ease this burden and support retention, many sponsors provide stipends—such as milestone payments, inconvenience fees, and compensation for time and effort.

At Colpitts Clinical, we offer a comprehensive, patient-centric travel and reimbursement solution that includes prepaid travel, expense management, and stipend disbursement. By outsourcing these services, sponsors and CROs can ensure participants remain fully supported throughout the study—resulting in higher retention, greater compliance, and reduced operational burden at clinical sites. 

The Financial Burden of Participation

For many patients and caregivers, the decision to participate in a clinical trial is not only medical but also financial. Key challenges include:

• Upfront out-of-pocket expenses for travel, lodging, and meals
• Lost income due to missed work
• Childcare or eldercare costs during time away
• Complex and delayed reimbursement processes
• Lack of caregiver support or logistical resources

These challenges are especially pronounced in long-term, multi-visit, or rare disease trials where participants must travel significant distances.

A Holistic, Outsourced Approach

Colpitts Clinical provides end-to-end travel and financial support tailored to the unique needs of clinical trial participants and their families. Our services reduce financial stress, simplify logistics, and offer a reliable, compliant way to disburse stipends and other compensation.

Key Services Include:

• Prepaid Airfare, Hotel, and Ground Transportation: Booked directly by our experienced team to remove cost concerns and logistical barriers.
• Prepaid Meal and Expense Cards: Reloadable cards for meals and incidentals, with customizable daily allowances.
• Caregiver Coordination: Travel and support for parents, guardians, and aides, as needed.
• 24/7 Global Support: Assistance for last-minute changes, travel disruptions, or emergencies.
• Stipend Management: Disbursement of participant stipends, including:
  • Pay-for-participation and milestone payments tied to study visits
  • Inconvenience fees based on visit complexity or duration
  • Reimbursement for lost wages, as allowed by local regulations
  • Flexible delivery via prepaid cards and bank transfers (outside the U.S.)

The Impact of Comprehensive Financial Support

Outsourcing travel, expense and stipend services provides measurable benefits to sponsors, sites, and—most importantly—participants.

For Participants:

• No out-of-pocket expenses for core travel needs
• Reduced financial anxiety, enabling better focus on their health
• Timely stipend payments in compliance with local laws
• Greater trust in the sponsor and study team

For Sponsors and CROs:

• Higher retention rates, particularly in long-duration and geographically dispersed trials
• Improved data quality due to consistent visit attendance
• Broader participant diversity, supporting DEI goals
• Regulatory compliance, with proper documentation for all financial interactions
• Simplified site burden, as site staff are no longer managing travel logistics or payments

Regulatory Considerations

Colpitts Clinical maintains strict compliance with global regulations including:

• HIPAA and GDPR for data privacy
• Local guidelines for stipend and reimbursement caps
• Ethical principles around fair compensation without coercion

Today’s patients expect more than clinical care; they expect support, flexibility, and financial transparency. Outsourcing travel, reimbursement, and stipend services to Colpitts Clinical ensures that participants can focus on their health, not the hurdles. This patient-first approach leads to greater satisfaction, stronger retention, and more successful studies.

Colpitts Clinical is your strategic partner in reducing barriers and building trust—one journey at a time.