- Published
- Updated
A referral from a clinic to a research site does not automatically require transfer of the person’s entire health record. A clear purpose and information scope help the candidate understand why they may be contacted. Convenient communication between organizations should not leave privacy expectations undefined.
Define the workflow
The referring team can assess information necessary for initial contact and the appropriate basis for sharing it. Confirm the recipient’s identity and a suitable communication channel. A referral does not establish eligibility or informed consent; those decisions belong to the relevant study processes.
Worked example
For example, a clinician tells someone about a potentially relevant trial. If the person wants information, limited contact details are shared through the agreed route. Need and authority are considered before sending a full record. The receiving site explains the referral source and the purpose of its first call.
Practical checks
- Define the referral purpose and minimum information needed before sharing candidate details.
- Confirm that the recipient is genuinely authorized at the relevant research site.
- Keep referral records distinct from eligibility assessment and informed consent documentation.
Decision and boundaries
A successful handoff shows that the right person was contacted for the right reason without unnecessary record sharing. If contact fails, retention and follow-up should follow the applicable process. Staff should not turn personal contact lists into informal recruitment pools or add new uses to an existing referral without suitable review.
Frequently asked questions
- Does a clinician’s referral authorize participation?
- No. The research team separately conducts eligibility review, necessary information provision and the appropriate consent process.
- Is the full medical record needed for the first call?
- Assess what the purpose actually requires rather than assuming that the entire record should automatically be transferred.