Recruitment Services

CTSI's Consultation Services program offers expertise to implement cohort identification and direct mail campaigns for patient recruitment. All services are available on a fee-for-service basis, after the initial consultation which is free. Services include:

  • Cohort identification & direct mail
  • Recruitment methodology
  • Developing a recruitment plan
  • Social Media recruitment and intervention

For information on identifying recruitment resources that fit your timeline and budget, please see our Recruitment Resources Tip Sheet.

To request our services, email, call 415-514-8086, or request a consultation.

Recruit Study Participants from UCSF Electronic Medical Records

View PDF instructions
EMR Recruitment Process

  1. Submit Request
  2. Write Letter
  3. Obtain Data
  4. Execute Mailing
  5. Evaluation & Optimization

Get started - request a consultation

Back to top

Cohort Identification & Direct Mail

  • Identification of appropriate cohorts from the UCSF APeX/THREDS inpatient medical record, including development of a study‐specific letter in accordance with CHR-required language and guidance in preparing the CHR modification to request approval for use of this resource in recruiting.
  • Data query/procurement, data cleaning and subsequent direct mail to potential participants identified from UCSF APeX/THREDS inpatient medical records.

Back to top

UCSF TrialFinder

UCSF has a new clinical trials site for the public to search trials and reach out to the study team. The UCSF Clinical Trials site pulls data from, where all clinical trials are already required to be registered. (No double entry of data!) The UCSF site uses a sophisticated search that incorporates type-ahead and spell correction. It has condition pages that are optimized for search engines like Google. For trials that are actively recruiting, prospective volunteers can send their contact information to the research team to find out about enrolling.

All studies listed as open on will be listed in UCSF Clinical Trials. To optimize your listing, visit and ensure that:

  • Enrollment status is up to date (Only recruiting trials can receive contact information)
  • Site contact information is current, including email address
  • Study description is written in plain language

Questions? Check out the For Researchers page or email

Back to top


ResearchMatch is a secure national recruitment registry that brings together researchers and people who are interested in learning more about research studies. UCSF Researchers can explore this tool in feasibility mode or can request IRB approval to use for recruitment.

Using ResearchMatch

Researchers search the ResearchMatch database in Feasibility mode to assess how many individuals meet eligibility criteria, to view non-identifying descriptions of potential matches. Once a study has IRB approval to use ResearchMatch for recruitment, the study can add an IRB-approved recruitment message and use the tool for recruitment.

ResearchMatch sends the study recruitment message to matched volunteers to inform them about a new opportunity to participate. Once individuals respond with permission to be contacted for that study, personal contact information is made available to the researcher within the secure ResearchMatch system.

Getting Started Researcher Training: A free webinar about how to use this recruitment tool is available for researchers (investigators and coordinators) the 2nd Thursday of every month from 12-1:00 pm PT. Researchers can attend once and repeat the training as needed. Register here

Back to top

Recruitment Materials Toolkit

Free, professionally designed study recruitment templates. Pay only for printing when you customize and order online from UCSF Documents, Media & Mail.

A few customizable examples....

PRS Poster Samples

Back to top