Clinical trial sites and site networks often rely on a growing stack of tools. Many sites now run critical workflows across 6 to 10 platforms, including CTMS (Clinical Trial Management Systems), eSource, eConsent, EDC, EMRs, participant payment platforms, lab portals, wearables, and sponsor portals. Each tool plays an important role. But when these systems operate in isolation, the result is familiar: manual workarounds, data silos, version control issues, and costly study delays. To run trials efficiently, these platforms must talk to each other, share current data, and support consistent workflows. That’s exactly what APIs in clinical trials are designed to do.
What Is an API - And Why Should Research Sites Use Them?
An API (Application Programming Interface) is a set of digital rules that allow one system to access data or services from another system, securely, automatically, and in real time. APIs enable interoperability between platforms, allowing your systems to work together without human intervention. In practice, this means:
- Data can flow between your CTMS and your analytics platform, automatically updating dashboards as visits occur.
- You can send potential study participants from your EMR to the CTMS to look for people who meet detailed criteria for study enrollment.
- Send study financial information to your accounting system.
- Your study team no longer has to rekey the same data into multiple systems.
The impact is profound: faster execution, fewer errors, reduced manual work, and clean, connected data.
Why It Matters More Than Ever
The clinical trial ecosystem is increasingly becoming hybrid. With growing use of remote monitoring, ePROs, eConsent, and wearables, trial data is no longer housed in a single system. For each participant, there may be multiple user profiles across multiple platforms. Without an API-powered infrastructure, you risk:
- Disconnected records
- Inconsistent data across systems
- Delays due to manual reconciliation
- Failed audits or protocol deviations
APIs solve this by creating a real-time data bridge. This ensures that all systems reflect the most current information and enable a true single source of truth.
From Manual Work to Repeatable Workflows
Manual data transfers waste time and create risk. With APIs, your site can automate repetitive processes with precision and traceability. For example:
- Participant payments can be reconciled instantly in your ERP
- Study milestones can be synced to your sponsor-facing dashboards
- Screening and enrollment progress can be monitored live in your BI tool
APIs also support repeatability and consistency, allowing processes to be deployed across multiple trials or sites without reconfiguration.
APIs Enable Smarter, Audit-Ready Operations
Another overlooked benefit? Traceability. When APIs move data, they do so with a digital footprint that can be logged, tracked, and reported. This makes your site more audit-ready and inspection-resilient. You gain the ability to:
- Monitor transaction status across systems
- Confirm when and where data was sent or updated
- Validate workflows end-to-end without relying on memory or email threads
In highly regulated trials, this type of visibility is essential.
RealTime’s API: Built for Clinical Research Sites
RealTime’s API is designed with flexibility, performance, and security in mind, built specifically to support high-volume, high-velocity clinical site environments.
RESTful, OData-Enabled API
Our API adheres to REST principles, allowing developers to access RealTime resources using standard HTTP methods. With OData support, users can create custom queries and filter responses in real time. This makes it easy to:
- Filter by site, study, date range, or status
- Pull only the data you need
- Connect directly to data warehousing or analytics platforms
Easy Integration with Postman + Friendly Dev Docs
Our OpenAPI documentation is designed to be usable even by less technical teams. You can use tools like Postman or Swagger to test endpoints, build connections, and validate workflows. Code examples, parameter explanations, and schema overviews are all included.
Cloud-Native Scalability
RealTime’s API is built on a scalable, cloud-native architecture that handles high-volume, concurrent requests with low latency. Whether you’re syncing 1,000 participant records or querying data across 50 sites, performance won’t degrade.
JWT-Secured Authentication
We use signed JWT bearer tokens for authentication and authorization. This ensures secure, role-based access to your data, giving your IT team confidence in both compliance and control.
Unified Access Across Modules
Data available via the API includes:
- Sites and staff
- Studies and protocols
- Participant and visit data
- Financial and payment activity
- Regulatory and document status
All accessible via a unified schema.
4 Example API Use Cases
1. Build a Live Dashboard in Power BI
Customers can use OData connections to pull real-time CTMS data into their data warehouse, then build custom dashboards from there using tools like Power BI or Tableau.
2. Automate Participant Payment Reconciliation
Export subject payment transactions directly into your accounting system or ERP. This eliminates dual entry, improves audit trails, and accelerates month-end close processes.
3. Sync EMR and CTMS for Improved Patient Matching
Use API calls to check eligibility and referral status between your CTMS and EMR, enabling more efficient site feasibility and recruitment workflows.
4. Centralize Study Oversight Across a Network
For site networks, pull standardized study and operational data across locations into a single data lake or dashboard for executive-level oversight.
Why APIs Matter Now More Than Ever
With tighter sponsor timelines, increased trial complexity, and growing data compliance needs, disconnected systems are no longer sustainable. APIs enable:
- Interoperability between systems (EHR, CTMS, eSource, Pay)
- Data integrity by reducing manual handling and errors
- Operational efficiency by cutting hours of staff time per month
- Scalability by supporting site growth, network centralization, or DCT models
- Data readiness for decentralized trials, remote monitoring, and adaptive designs
Beyond connecting your systems, RealTime’s API positions your site for modern, competitive clinical trial execution.
SOMS Handles the Core. The API Connects the Rest.
RealTime-SOMS (Site Operations Management System) solves a major part of the interoperability problem by bringing your essential eClinical tools like CTMS, eSource, eReg, participant payments, and engagement into one fully integrated platform. That means fewer logins, cleaner workflows, and no more jumping between disconnected systems just to manage a visit or track a document. But every site is different, and sometimes you still need to connect to external platforms, like your EMR, accounting software, or a custom sponsor dashboard.
That’s where RealTime’s API comes in. It bridges the rest of the gap by enabling secure, automated data exchange between RealTime and any system your site depends on, so your data stays in sync and your operations stay efficient.
Final Thoughts: APIs Are the Infrastructure of Future-Ready Sites
In 2025, clinical research sites that adopt API-powered operations will be faster, leaner, and more attractive to sponsors. Those who don’t may find themselves bogged down by inefficiencies and reactive troubleshooting.
Sites that embrace API-driven automation are already seeing gains in performance, sponsor satisfaction, and profitability. They’re better equipped to handle complex, multi-platform protocols, and more competitive when it comes to study awards.
Meanwhile, sites relying on disconnected systems and manual workarounds risk falling behind.
With RealTime’s API, you don’t need to overhaul your tech stack to modernize your operations. You just need to connect the tools you already use – securely, efficiently, and intelligently. Whether you’re a tech-savvy coordinator or a network CTO, now is the time to ask: Are our systems working together or holding us back?
If you’re ready to eliminate silos, scale smarter, and unlock the full value of your site data, RealTime’s API is ready for you. Request a demo to explore how RealTime’s API can power seamless integrations across your site or site network.
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