Table 1 Progression criteria with traffic light system

Recruitment

Continuously throughout the project period, simple count of inclusions every 2 weeks

3–4 patients per MDT: continue

2–3 patients per MDT: look into motivational efforts and reminder information to raise referral rates

< 2 patients per MDT: use MDT time slot to make adjustments (e.g. can nurses also refer? Allow patient self-referral?)

Adherence to protocol

Every 3 months, assess if there are uncertainties too great to continue (e.g. impossible to keep time schedule in MDT, technical issues like video conference not working)

All or close to all process indicators^a are being followed: continue

2–10 process indicators are not being followed: consider revising protocol. If time schedule in MDT is not kept, downscaling to 3 patients per MDT might be necessary

> 10 process indicators are not being followed: consider pausing the project in order to evaluate and redesign intervention

Data completeness

Every 6 months, evaluate if the data collection is complete enough. Missing answers in surveys? Unable to retrieve certain register data?

> 80% data completeness: continue

70–80% data completeness: make efforts to collect missing data (e.g. contacting participants)

< 70% data completeness: consider revising protocol. Can data be obtained otherwise? Can data be excluded from study?

Participant retention

Every 6 months, register how many participants lost to follow-up. Simple count and register reason if known (e.g. death, unwilling to participate)

Loss to follow-up caused by death, change of mind, or unable to participate will of course be accepted

If not returning questionnaire at 6-month follow-up, then contact by phone to remind and encourage

If < 75% complete follow-up, then look into protocol amendments