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RealTime Reports

Survey Summary​:
Clinical Research Site ​Pricing Strategy​

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Survey Summary

The second edition of RealTime Reports examines how clinical research sites are pricing services billed back to sponsors, highlighting key trends such as document storage fees, eSource platform costs, and effective negotiation strategies that help secure fair compensation for eClinical technology investments. Additionally, the report breaks down preferred invoicing practices, fee standardization, and best-practice insights directly from top-performing sites. By leveraging these findings, sites can benchmark their current practices, refine negotiation approaches, and strategically adjust pricing to support sustainable growth and overall profitability.​

Key Findings:

  • The majority of respondents represent well-established clinical research sites, with over 10 years of experience.
  • Cost-based and market-based pricing models dominate how sites determine pricing for services billed back to sponsors. Sites tend to adjust their pricing on a per-study basis or annual basis, showing that pricing strategies are often tied to specific study requirements. This approach indicates that sites generally prioritize tailoring pricing to the unique demands of each study, allowing them to account for variations in study complexity, resource needs, and sponsor expectations.

  • There is a blend of physical and electronic document storage methods among sites, with electronic document storage options gaining increased adoption. Many sites are transitioning to electronic systems due to their efficiency, security, and ease of access, which support compliance with regulatory standards.
  • Many charge fixed fees for document storage or bundle the costs into overall trial management fees. Single sites, AMCs, and hospitals with over 10 years of experience are leading in cases where document fees exceed 100% of costs.
  • Sites prefer monthly or per-visit invoicing as their primary billing methods. While some sites choose to bundle costs into a single charge, others itemize services depending on the sponsor’s contract. This reflects the diverse approaches sites are taking to establish predictable cash flows.
  • Although only 37% of Single-Site respondents currently use eSource exclusively, an encouraging 47% are considering the transition. This highlights a rising awareness of the advantages of advanced electronic data collection methods.
  • When sponsors initially deny reimbursement requests, collaboration is the preferred method for resolving disputes. However, if sponsors remain unwilling, some sites walk away from the study to protect their financial interests, while other sites take a firm stance, negotiating for better terms.
Download the Full Report (PDF)

Read More: RealTime Reports: Negotiating Sponsor Reimbursement for Site-based Technology

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