Managing Multiple HCP Networks: Things to Keep in Mind When Sourcing Across Partners

Managing Multiples HCP Networks Can Be Challenging but Necessary

Key Points:

• Sometimes using multiple panels is necessary for large-N or geography-specific studies

• Overlap between panels can occasionally lead to duplicates and participant confusion

• Most networks will not share NPI or PII data; fingerprinting tools may have limitations

• Strategic sequencing, clear expectations, and participant-friendly design can help

When Multiple HCP Networks Make Sense

There are many cases where a single panel may not be enough to fully support your recruitment needs. This can be especially true for:

• Large-scale surveys that require thousands of completes across different roles or quotas

• Studies with geographic coverage needs such as regional splits or national representation

• Surveys where you are trying to piece together a narrow population of product or brand users

• Projects with fast timelines or low incidence rates that require broader outreach

In these scenarios, tapping into more than one sample provider or panel can be the right move. But it’s helpful to know what to watch for when doing so.

What to Consider Before You Launch

Panel Overlap May Occur

Even among well-established panels, participant overlap is more common than one might expect. Healthcare professionals may belong to multiple panels or platforms. Most vendors will not share NPI or personally identifiable information for privacy reasons, and fingerprinting tools, while helpful, are not always perfect. If the same person enters through two different channels using different devices or emails, duplication is possible.

This doesn’t always mean something went wrong; it just means that overlap can be a natural part of multi-network sourcing.

It’s often helpful to expect a small percentage of duplicates and ensure all partners are aligned on how they will be handled.

Participant Confusion May Arise

If the same HCP receives two different invites to the same survey—especially if the honoraria or branding is inconsistent—it can sometimes lead to confusion. From the respondent’s perspective, it may feel unclear whether they are being invited twice or if the survey is simply similar. While this doesn’t happen in every case, it’s something worth considering, especially for more engaged panelists who tend to notice these details.

Network Relationships Can Be Affected

When respondents feel like something was off; such as being rejected after they already qualified somewhere else, they may disengage from future participation. This isn’t always tied to a single partner; it can be a broader reaction that affects long-term response behavior. This is why panel health should be part of the conversation when using multiple sources. Being mindful of how participants experience a survey across different platforms can help preserve network relationships and ensure sustainable recruitment for future work.

Sequencing Partners Can Make a Difference

Rather than launching all networks at once, a staggered approach can sometimes reduce overlap and allow for better quota management. Starting with the partner who provided the strongest feasibility can help establish early momentum; others can be layered in as needed to help close gaps.

This also gives your team better visibility into how each partner is performing and where IR% may vary.

More Panels Don’t Always Mean More Completes

There are cases—especially in niche specialties or rural geographies—where even a long list of panels may not produce the desired N. In these situations, custom recruitment may be a better fit. Direct outreach, professional association targeting, or curated HCP lists can help reach the right audience more effectively than simply adding more panels.

Custom recruitment is not always required, but it can make a difference when targeting highly specific or low-incidence groups.

Set Expectations with Clients Early

When multiple partners are involved, things like quota tracking, honoraria alignment, and duplicate management can become more complex. Having a clear plan, and setting those expectations with the client early, can reduce friction and keep things running smoothly. It’s also worth flagging that survey design plays a big role here. Short, simple surveys are easier for networks to support and typically yield better performance across panels.

A clean 10 to 15 minute survey with mobile-friendly formatting can go a long way in improving overall response rate and completion velocity.

Final Thoughts

Using multiple HCP networks isn’t inherently problematic; in fact, it’s often the right choice when you need broader reach, faster turnaround, or very specific targeting. But like most things in research, how you approach it matters.

By planning for potential overlap, keeping participant experience in mind, and sequencing partners intentionally, you can make the most of your sourcing strategy without compromising data quality or long-term panel health.

If you're navigating a complex study and thinking about how to piece together the right sample, the Medical Mile team is happy to help you explore the best path forward.