Insights from recruiting individuals with mild dementia and care partners for a multi-site oral hygiene intervention.

Background: Maintaining oral health is essential for individuals with dementia, yet they often need support. We sought to identify insights gained during the recruitment process for an intervention designed to teach care partners skills to guide individuals with mild dementia in proper oral hygiene techniques and provide reminders to practice oral hygiene care. Methods: Throughout the study, research team members from two research sites met regularly to discuss their experiences in recruiting participants. Notes from these meetings served as the basis for identifying key challenges and effective strategies. Results: Recruitment involved direct patient engagement, collaboration with dementia research centers and community organizations, and the use of electronic health record systems, including MyChart. Recruitment coordinators connected study personnel with organizations and support groups, thereby broadening the recruitment base. Barriers to recruitment included the reduced frequency of patient visits to clinics during the COVID-19 pandemic, which limited in-person recruitment opportunities, as well as the time required to establish new relationships with non-affiliated hospitals and community organizations. Recruitment efforts successfully integrated long-standing relationships with dementia research centers and healthcare providers alongside the establishment of new partnerships with community organizations and non-affiliated hospitals. Conclusion: Flexibility, participant-centered communication, and a multifaceted approach were critical for overcoming pandemic-related challenges and addressing recruitment barriers, ensuring diverse and well-retained participation in this study.