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Comprehensive Guide to Designing a Research Proposal for Masters & PhD Students in Medical and Healthcare Sciences

Levi Cheptora

Wed, 17 Dec 2025

Comprehensive Guide to Designing a Research Proposal for Masters & PhD Students in Medical and Healthcare Sciences

1. Introduction

Designing a robust research proposal is a crucial milestone for graduate students (Master’s and PhD) in the medical and healthcare disciplines. A well-prepared proposal not only contributes to securing approval from a thesis committee or institutional review board (IRB) but also often forms the basis of funding applications, ethical clearance and project planning (Upington & Co., 2020; “How to prepare a research proposal in the health science?”, 2021). globalhealthtrials.tghn.org+3University of Pretoria+3ScienceDirect+3

In a globalised world, healthcare research increasingly involves interdisciplinary teams, cross-national collaboration, and addressing issues that span high-, middle- and low-income contexts. This guide adopts an international perspective, recognising diverse settings (e.g., sub-Saharan Africa, Latin America, South East Asia, Europe) and encourages you to tailor your proposal to your context while drawing on standard best practices.

In what follows you will find a step-by-step manual, divided into major headings: from topic and question formulation, through literature review, methodology, ethical and logistical planning, to budget/timeline and writing strategy. Within each section I provide case-studies/scenarios illustrating applications in medical/healthcare research, followed by curated, free online resources with working URLs (templates, toolkits, examples). Where possible I refer to accessible globally-available materials so that readers from Kenya (for example) or other countries can access them without paywalls.

The manual follows APA style for citations and references. At the end you will find a reference list and a directory of the curated resources.

2. Understanding the Purpose of a Research Proposal

A research proposal serves multiple overlapping purposes:

  • It explains and justifies the research you plan to undertake — why it matters, what gap it addresses, and why you (or your team) are suited to do it. (“A research proposal is a clear description of the research activity to be carried out and will be a document designed to convince an audience of the merit of the work to be performed.”) WCHRI+1
  • It outlines the roadmap of your study — objectives, design, methods, analysis, budget, timeline — so that reviewers/committees can assess feasibility, rigor and significance. (Hassan, 2024). Research Method+1
  • It helps you, the researcher, to crystallise your thinking, plan logistics, anticipate risks, and build a coherent framework before the full study commences (Penaranda et al., 2023). media.tghn.org+1

In medical/healthcare contexts, additional imperatives apply, including ethical considerations (participant safety, data confidentiality), regulatory compliance (IRB/ethics committees, clinical trial registries), and alignment with health systems or policy priorities (e.g., patient outcomes, service delivery, epidemiology) (The Neuron, 2024). The Neuron

Scenario 2.1: A Master’s student in public health in Kenya is interested in the prevalence of hypertension among adults in rural Machakos County and wants to assess an intervention in community health clinics. A solid research proposal will allow her to justify the topic (hypertension burden in Kenya), review existing interventions, define her research question (e.g., effect of health-education plus screening on blood pressure control), propose design (cluster‐randomised trial, perhaps), estimate sample size, ethical issues (screening + referral), timeline and budget.

Key takeaway: The proposal is both your pitch and your plan. It must be compelling, clear, rigorous and feasible.

3. Selecting a Topic & Formulating the Research Question

3.1 Topic Selection

Selecting a topic is often the first challenge. Especially in healthcare research, you’ll want to choose a topic that:

  • Is clinically or societally relevant (addresses a real health need, policy gap, service gap).
  • Reflects your interest and capacity (you’ll spend a lot of time on it).
  • Is feasible given your resources (time, supervisor, data access, sample). (Upington & Co., 2020). University of Pretoria
  • Has enough existing literature to ground your work, but still leaves a gap (so your research is original, innovative or adds value) (Hernández-Sampieri & Mendoza-Torres, 2018). media.tghn.org+1

Scenario 3.1: A PhD student in nursing in India wants to study nurse burnout in COVID-19-era ICUs. This is clinically relevant (pandemic context), timely, but she assesses feasibility: will she get access to ICUs? Are there enough nurses to sample? Is measurement feasible? Can her institution’s ethics committee approve a sensitive topic?

3.2 Narrowing the Topic to a Research Question

The transition from broad topic to specific research question is crucial. You may start with “hypertension management in rural Kenya” but refine to something like:

“What is the effect of community health worker-led education on systolic blood pressure reduction among adults aged 45–65 years in Machakos County, Kenya, compared to usual care over 12 months?”

Key elements in a strong research question:

  • Population (who?)
  • Intervention/exposure (what?)
  • Comparison (if applicable)
  • Outcome (what change/measure?)
  • Timeframe (if applicable)
  • Setting (context)

This is often called PICO (Population, Intervention, Comparison, Outcome) in quantitative clinical research. For qualitative or mixed methods you may use other formats (e.g., “How do…, what are the experiences of…, what factors influence…”).

Scenario 3.2: A qualitative PhD researcher studying maternity care in Zambia defines her question as:

“How do midwives working in district hospitals in Northern Zambia perceive the barriers and facilitators to implementation of the WHO Safe Birth checklist?”
Here the population: midwives; context: district hospitals; phenomenon: barriers/facilitators; intervention: WHO Safe Birth checklist.

3.3 Defining Objectives & Aims

From your research question derive overall aim and specific objectives. The aim is broad; objectives are measurable and often linked to outcomes.

Example:

  • Aim: To evaluate the impact of community health worker-led education on blood pressure control among older adults in Machakos County.
  • Objectives:
    1. To compare mean systolic blood pressure at baseline and 12 months between intervention and control groups.
    2. To assess adherence to antihypertensive medications in the two groups.
    3. To explore participants’ perceptions of barriers to blood pressure control via focus-group discussion (if mixed methods).

In qualitative or mixed method studies, objectives may include exploration of themes, comparisons, or development of frameworks.

3.4 Framing the Research Gap & Significance

You must articulate why this study matters: the gap in knowledge, the practical relevance, and how your study will contribute. This sets the stage for your introduction and literature review (see Section 4).

Tip: Try to answer:

  • What is already known?
  • What is not yet known (gap)?
  • Why this gap matters (for theory, practice, policy, patients)?
  • How will your research address it?

4. Literature Review & Theoretical/Conceptual Framework

4.1 Purpose of the Literature Review

A literature review does more than summarise what’s been done: it critically analyses what’s known, identifies gaps, helps you position your research and justify methodology. “What has previous research found out about the problem? … What are your main variables of interest?” (APA template) APA

In healthcare it also helps demonstrate you understand the clinical/health-systems context. For example, if your study is about nurse burnout, you’ll review workload, staffing ratios, shift patterns, burnout scales, existing interventions, etc.

4.2 Structure/focus of the Review

Plan your review in thematic or methodological blocks (not just a chronological list). Typical headings may include:

  • Background/context (epidemiology, prevalence, burden)
  • Key variables/interventions/outcomes
  • Methodological/scope limitations in prior research
  • Theoretical or conceptual models
  • Gaps and need for current study

4.3 Theoretical/Conceptual Framework

In many health-scientific proposals you’ll include a conceptual framework (for quantitative) or grounded theory/methodological model (for qualitative). This anchors your research design and data analysis. Example: in studying nurse burnout, you might use the Job-Demand–Control model as the theoretical lens.

4.4 Example Scenario: Literature Review in Practice

Scenario 4.1: The Master’s student in Machakos County reviews literature on hypertension in sub-Saharan Africa: prevalence, interventions (education, screening, medication adherence). She notes many studies in urban Kenya but few in rural Machakos; many focus on pharmacists but few involve CHWs. She builds a gap: CHW-led education in rural Kenya is under-studied. She then frames her conceptual model: CHW education → improved adherence & screening → BP reduction.

4.5 Free Online Resources for Literature Review

You should bookmark these and refer to them while drafting your review section.

5. Designing Your Methodology

The methodology section is among the most scrutinised parts of a proposal. It demonstrates how you will carry out your study in a rigorous, ethical, feasible manner.

5.1 Overview: What to include

As the “Components of a Proposal” guide by Yale University notes: Title page, abstract, introduction, description of the project (specific aims, methodology), references and appendices. Research Support

Key methodological subsections often include:

  • Study design (quantitative, qualitative, mixed methods)
  • Population, setting and sampling
  • Data collection methods/instruments
  • Variables and measurement
  • Data analysis plan
  • Validity, reliability, bias mitigation
  • Ethical considerations
  • Logistical issues (study duration, resources)
  • Limitations and mitigation

5.2 Study Design

Select a design that aligns with your question. For example:

  • Cross-sectional survey (prevalence)
  • Cohort study (risk/outcome)
  • Case-control (rare diseases)
  • Randomised controlled trial/intervention study
  • Qualitative (interviews, focus groups)
  • Mixed methods

Scenario 5.2: The Machakos hypertension study may use a cluster-randomised controlled trial: CHW-led education in intervention clinics vs usual care in control clinics. Rationale: to test the effect of intervention.

Ensure you justify your choice (why not cross-sectional? Because you want causal inference). The guide “How to write a research proposal – step-by-step” explains this. Research Method+1

5.3 Population, Setting & Sampling

Define: target population, inclusion/exclusion criteria, sampling frame, sample size calculation (for quantitative), or sampling strategy (purposeful/snowball for qualitative).

Sample size/power calculation

In healthcare research you should show you have considered sample size and power (if applicable). For example, look at “Powering population health research” for considerations of effect sizes. arXiv

5.4 Data‐collection Methods & Instruments

Detail the methods (survey, interview, clinical measurement, lab test). Include instrument descriptions, validity/reliability, pilot testing. For example, in nursing burnout study you might specify the Maslach Burnout Inventory (MBI) questionnaire, translation/validation process.

5.5 Variables & Measurement

List key variables (independent, dependent, covariates), how they’ll be operationalised, measurement tools, scale (nominal, ordinal, interval).

5.6 Data Analysis Plan

Quantitative: statistical tests, software, handling missing data, confounders, effect modification.
Qualitative: coding, thematic analysis, software (NVivo, Atlas.ti), reliability (inter-rater).
Mixed methods: integration strategy (convergent parallel, explanatory sequential).

5.7 Validity, Reliability & Bias Mitigation

Discuss internal/external validity, validity threats (selection bias, measurement error), reliability (consistency), generalisability. Provide mitigation plans (blinding, training, quality control).

5.8 Ethical Considerations

In healthcare research you must address: informed consent, confidentiality, risk/benefit, IRB/ethics committee approval, data security, vulnerable populations. The “How to write a winning medical research proposal” article emphasises this. The Neuron

5.9 Logistical/Feasibility Considerations

Address: timeline, personnel, equipment, data management, dissemination. Demonstrate you can do the study in your resource/context.

Scenario 5.9: In the midwife‐safe checklist Zambia study: set out interviews/focus groups over 3 months, transcription and thematic analysis over 2 months, write-up over 1 month; show you have access to district hospitals and permission from hospital management.

5.10 Limitations and Assumptions

A strong proposal acknowledges limitations (e.g., single-centre study, potential loss to follow-up), and how you will manage or interpret them.

6. Budget, Timeline and Resources

While some proposals focus solely on the scientific plan, many health-research funding applications require a detailed budget, timeline (Gantt chart) and resource plan.

6.1 Budget

Include: personnel costs (salary/time of investigator, assistants), equipment (if any), consumables, data collection costs (travel, printing, survey), software licenses, participant reimbursement (if allowed), dissemination (conference, publication). Provide justification for each item. When preparing for a university submission rather than grant, it may be simplified but still realistic.

6.2 Timeline

Present a Gantt chart or table mapping each stage: e.g., literature review (month 1–2), ethics approval (month 2–3), data collection (month 4–8), data analysis (month 9–10), write-up (month 11–12). Ensure your timeline aligns with your institution’s programme length (e.g., 24 months for PhD) and resource availability.

6.3 Resource Plan

Indicate what institutional support you have: supervisor(s), lab access, clinic access, data management systems, software, library access. This enhances feasibility in reviewers’ eyes.

7. Ethical, Legal and Dissemination Considerations

In the healthcare context, ethical considerations go beyond the usual academic ones: you deal with human participants, possibly vulnerable groups, clinical data, interventions, and must follow local/international guidelines.

7.1 Ethical Approval & Regulation

You should indicate your plan for obtaining institutional/college/university ethics committee approval (and if applicable national regulatory body or IRB). Mention consent process, anonymity/pseudonymity, data storage/security, plans for adverse events (in intervention studies). The “How to write a research proposal in the health science?” article emphasises the logistic and ethical aspects. ScienceDirect

7.2 Data Protection & Confidentiality

Especially relevant for digital data, identifiable personal information, health records, mobile data collection. Indicate how you will store and destroy data, coded IDs, secure servers. Mention local regulation (for example Kenya’s Data Protection Act) if applicable.

7.3 Equity, Inclusivity & Context

In global health research you should reflect on equity, diversity, inclusion of under-represented populations, patient/public involvement (PPI), cultural relevance, translation/linguistic issues. This demonstrates ethical depth.

7.4 Dissemination Plan

How will findings be shared? Publications in peer-review journals, conference presentations, policy briefs, local stakeholder meetings (clinicians, service users), open-access deposits. For healthcare-research proposals especially highlight potential impact on practice/policy.

Scenario 7.4: The nurse burnout study includes dissemination to hospital management in the form of a workshop, publication in an open-access nursing journal, and a policy brief for the Ministry of Health.

8. Writing the Proposal: Structure, Style and Tips

8.1 Typical Structure & Headings

While disciplines vary, a typical health-science proposal may include:

  • Title page
  • Abstract (150–250 words)
  • Table of contents (sometimes)
  • Introduction/Background/Rationale
  • Literature Review/Theoretical Framework
  • Research Question/Aims/Objectives
  • Methodology (Design, Population, Sampling, Data collection/analysis, Ethical considerations)
  • Budget, Timeline, Resources
  • Dissemination Plan
  • Limitations, Assumptions
  • References
  • Appendices (questionnaires, consent forms, Gantt chart, budget breakdown)
    The “How to write a research proposal — step by step” article lists this format. Research Method

8.2 Abstract

Although it appears at the beginning, many draft it last. Make it succinct, capturing the problem, objective, methodology, expected significance.

8.3 Style & Formatting

Use academic, formal style; avoid jargon (or define it). In medical/healthcare proposals make sure you use correct terminology but remain clear for interdisciplinary committee members. Include sub-headings, page numbering, consistent formatting. Use APA style for references (7th edition).

8.4 Reviewers’ Perspective

Reviewers will assess: originality, relevance, feasibility, appropriateness of design, ethical soundness, clarity of writing, adequacy of budget/timeline, and research team/institutional support. The WCHRI guide emphasises this reviewer mindset: “By the time I finish reading this, I should be convinced that this is the MOST important study in the world.” WCHRI

8.5 Common Mistakes to Avoid

  • Over-ambitious topic (too large for your timeframe)
  • Vague research question / objectives
  • Poorly matched methodology to question
  • Missing sample size/power calculation
  • Ignoring ethical/regulatory issues
  • Weak dissemination plan
  • Budget/timeframe unrealistic or missing
  • Poorly written, lacking structure or readability

8.6 Example Mini-Proposal Outline (Scenario)

Using our Kenya hypertension example:

  • Title: “Effect of Community Health Worker-Led Health Education on Systolic Blood Pressure among Adults Aged 45–65 Years in Machakos County, Kenya: A Cluster Randomised Controlled Trial.”
  • Abstract: (150 words summarising background, objective, methods, expected outcome)
  • Introduction: Hypertension burden in Kenya, rural health system context, gap (CHW-led interventions in rural areas).
  • Literature Review: Review sub-Saharan Africa hypertension studies, CHW interventions, adherence research, gaps.
  • Aims/Objectives: as above.
  • Methodology: Cluster RCT design, sample size calculation (say 200 participants in 10 clinics), CHW training, baseline/12-month BP measurement, adherence survey, focus group interviews (mixed methods).
  • Budget: personnel (PI, CHWs, data clerk), equipment (BP monitors), travel, printing, data analysis software, workshop for dissemination.
  • Timeline: Month 1–2 literature review, Month 3 ethics approval, Month 4–6 baseline data, Month 7–17 intervention & follow-up, Month 18–20 analysis, Month 21–24 write-up/dissemination.
  • Ethical: consent; referral for uncontrolled BP; confidentiality; local IRB.
  • Dissemination: Publication in open-access journal, local health-ministry presentation, community stakeholder meeting.
  • References (APA style).
    This mini-outline can then be expanded into full sections.

9. Case Studies & Scenarios in Medical/Healthcare Fields

Here are three illustrative case studies (scenarios) across different healthcare research areas: descriptive, interventional and qualitative/mixed methods. You may adapt components accordingly.

9.1 Case Study A: Descriptive Prevalence Study

Context: A Master’s student in Uganda wants to determine the prevalence of depression among chronic kidney disease (CKD) patients undergoing haemodialysis.

  • Research question: “What is the prevalence and associated factors of depression among adult CKD patients on haemodialysis in Kampala?”
  • Design: Cross-sectional survey.
  • Population: Adult CKD patients on haemodialysis in two tertiary hospitals.
  • Sampling: Convenience (or systematic) sampling of patients present during dialysis sessions over 3 months.
  • Instruments: Patient Health Questionnaire-9 (PHQ-9) validated in Uganda; clinical data from records (duration of CKD, comorbidities).
  • Analysis: Prevalence estimate (percentage), bivariate and multivariate logistic regression for associated factors (age, sex, duration dialysis, comorbidity).
  • Ethical: Psychological distress referral pathway; confidentiality of clinical/mental-health data.
  • Significance: Data lacking for Uganda context; may inform mental-health screening in CKD services.

9.2 Case Study B: Interventional Study (Clinical Trial)

Context: A PhD student in Brazil aims to evaluate a mobile-health (mHealth) SMS-reminder intervention for improving medication adherence in hypertensive patients in primary care.

  • Aim: To assess whether weekly SMS reminders improve adherence and blood pressure control over 6 months compared to usual care.
  • Design: Randomised controlled trial (individual randomisation).
  • Population: Hypertensive adults in municipal primary-care clinics. Inclusion/exclusion defined.
  • Sample size: Calculation based on expected effect size of adherence improvement.
  • Intervention: Weekly SMS reminders + brief health-education message.
  • Outcomes: Primary: medication adherence (validated scale); Secondary: systolic/diastolic BP, clinic visits.
  • Data collection: Baseline, 3-month, 6-month follow-up.
  • Analysis: Intention-to-treat; repeated-measures ANOVA / mixed‐models.
  • Ethical: Mobile data confidentiality; unsubscribing option; clinical follow-up for uncontrolled BP.
  • Timeline: Ethics (2 months), recruitment (4 months), intervention/follow-up (6 months), analysis/write-up (4 months).
  • Budget: Personnel, SMS platform cost, BP monitors, travel, dissemination.
  • Significance: mHealth in LMICs is growing; evidence in Brazilian primary care is limited.

9.3 Case Study C: Qualitative/Mixed Methods Study

Context: A PhD nurse researcher in South Africa wishes to explore the experiences of newly-qualified nurses in rural hospital wards and how organisational culture influences their integration and retention.

  • Research questions: “What are the lived experiences of newly-qualified registered nurses working in rural hospital wards in the Eastern Cape?” and “What organisational culture factors support or hinder their retention?”
  • Design: Qualitative phenomenological study with a quantitative survey component.
  • Population: Registered nurses qualified within the last 2 years, working in rural hospital wards.
  • Sampling: Purposeful sampling for interviews (20 nurses); survey of the full eligible population (~200 nurses) using validated organisational culture instrument.
  • Data collection: Semi-structured interviews, audio-recorded and transcribed; survey questionnaire administered electronically/printed.
  • Analysis: Qualitative: thematic analysis (using NVivo); Quantitative: descriptive statistics + correlation between perceived organisational culture and intention-to-stay.
  • Ethical: Consent, anonymising transcripts, emotional support if interviews evoke stress.
  • Significance: Nurse retention in rural settings is a global issue; this adds evidence from South Africa’s rural context.
  • Timeline/Budget: detailed accordingly.

These case studies illustrate how you should tailor your proposal to your context, resources and research type.

10. Curated Free Online Resources (Accessible & Up-to-date)

Below is a list of key free resources, grouped by type, with direct URLs. These are meant to support your proposal development.

10.1 Toolkits & Guides

10.2 Templates & Examples

10.3 Topic Ideas & Healthcare Specific

10.4 Ethical/Health Science Context

Tip: Bookmark these resources and revisit them as you draft each section. They are especially useful for templates, examples, guidance and topic ideas.

11. Checklist for Finalising Your Proposal

Before submission, run through the following checklist:

  • Title is concise, descriptive, and reflects scope.
  • Abstract summarised background, objectives, methods, significance.
  • Introduction clearly presents context, problem, gap and rationale.
  • Literature review is current, critical, and identifies gaps.
  • Research question(s), aim and specific objectives are clear, measurable and aligned.
  • Methodology matches question(s): design, population, sampling, instruments, analysis.
  • Sample size/power calculation (if applicable) included.
  • Ethical and regulatory issues addressed.
  • Budget, timeline and resources are realistic and aligned with institutional/funding expectations.
  • Dissemination plan is clear and appropriate for healthcare context (clinicians, policy, patients).
  • Limitations and assumptions acknowledged.
  • References formatted in APA 7th edition.
  • Grammar, spelling, style, consistency (headings/sub-headings) good.
  • Format follows your institution’s or funder’s guideline (margins, font, page limit).
  • Appendices (if required) attached: questionnaires, consent forms, Gantt chart, budget table.
  • Supervisor/mentor has reviewed and you’ve incorporated feedback.

12. Conclusion

Writing a compelling research proposal in the medical and healthcare field is a demanding but achievable task. This manual has provided you with a step-by-step structure, tailored to Masters/PhD level, international healthcare context, and includes case studies and curated free resources.

Remember: your proposal is not just a formality—it is the blueprint for your whole research project, the document that convinces reviewers you are asking an important question, using the right methods, able to do it, and with a meaningful impact. Invest time in refining your question, aligning it with feasible methods, and anticipating ethical/logistical issues.

By following this guide and using the resources listed, you’ll be well positioned to draft a high-quality proposal that will stand up to academic, clinical and ethical scrutiny.

Good luck with your research journey!

References

Hassan, M. (2024, March 25). How To Write A Research Proposal – Step-by-Step [Template]. ResearchMethod.net. https://researchmethod.net/how-to-write-a-research-proposal/ Research Method

“How to prepare a research proposal in the health science?” (2021). ScienceDirect. https://www.sciencedirect.com/science/article/pii/S2444382421002133 ScienceDirect

Penaranda, M. E., López López, L., Arbelaez-Montoya, M. P., Rumi, M., & Herring-Hall, S. (2023, February 20). Research Proposal Writing (PDF). The Global Health Network. https://media.tghn.org/medialibrary/2023/03/Research_Proposal_WritingFULL.pdf media.tghn.org+1

“Research Proposal Format Example” (n.d.). American Psychological Association. https://www.apa.org/pubs/books/supplemental/Designing-Proposing-Research-Project/research_proposal.pdf APA

Yale University, Office of Sponsored Projects, Research Support. (n.d.). Components of a Proposal. https://research-support.yale.edu/sponsored-projects/office-of-sponsored-projects/proposals/components-of-a-proposal Research Support

“Writing an Effective Research Proposal.” (n.d.). WCHRI. https://wchri.org/wp-content/uploads/2020/06/How-to-Write-a-Research-Proposal-Ali-WCHRI-Oct-2021.pdf WCHRI

 

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