Watch the Replay: RealTime Keynote: The Recruitment Playbook for Clinical Trials
Patient recruitment continues to be one of the most challenging aspects of running a clinical trial. Common pitfalls often include low enrollment, underutilized tools, and lack of data visibility. In the recent RealTime Keynote: The Recruitment Playbook for Clinical Trials, RealTime eClinical Solution’s team of experts revealed what top-performing research sites are doing differently to fill studies faster and smarter.
Speakers:
- Rick Greenfield, Founder & Chief Strategy Officer, RealTime
- Nathan Levens, Vice President of Product Strategy and Head of Quality, RealTime
Your Database is Your Foundation
Every great recruitment strategy starts with a strong, well-maintained database. But data doesn’t come from nothing, which is why it’s important to build as you go. Every screening call, form completion, and patient touchpoint is an opportunity to grow your database.
Having the right technology makes all the difference. RealTime’s feature-rich product suite automates data collection and streamlines recruitment workflows. For example, RealTime’s recruitment tools provide auto-coding of referral source, primary diagnosis, inclusion/exclusion assessment, and more – directly into your CTMS. Saving you time and money on every study.
“This is a tool that allows you to retarget on a much greater level and really bring more value to your database that you’re building every day.”
How to Leverage RealTime-SOMS for Recruitment
Once you’ve built your foundation, it’s time to mature your recruitment processes. RealTime’s Site Operations Management System (SOMS) is a single, unified system that does it all: CTMS, eSource, eReg/eISF, eConsent, Participant Payments, Text (SMS), and Devana business intelligence and analytics. And the best part? It’s all integrated, all connected, all reportable.
“When you use these features together, you start to have economies of scale. If you’re using disparate systems, you’re not getting the feature of having those leads drop directly into RealTime, onto the study, onto the recruitment roster. You’re not getting automated responses out of RealTime that are cataloged for future reference and auto-coding into the CTMS.”
By leveraging RealTime into your recruitment workflows, you can become a top-recruiting site and increase revenues. Here are some of the ways lead generation is made easier with Realtime’s Recruitment Campaign Manager:
Web Integration
RealTime CTMS offers seamless website integration from your website directly into the CTMS, allowing you to:
- List all enrolling studies
- Build web landing pages with questionnaire forms
- Leads drop directly into study
- Recruitment roster
- Manage pre-screening
- Provide immediate feedback with qualified/not qualified responses
Inclusion/Exclusion assessments can be built into the form questions, improving lead quality with higher intent by weeding out unqualified participants. Meanwhile, the instant sync with CTMS creates subject profiles from form submissions. These features add up fast, cutting staff pre-screening workloads by over 90% and allowing them to focus on other tasks while still boosting overall recruitment numbers. Plus, all pages and forms created are mobile optimized automatically – no developers needed!
Digital Advertising
RealTime also supports digital lead generation and features integrations with Facebook and Instagram, allowing applicants to apply without leaving their preferred platform – boosting leads and form completions. Google ads and email blasts can also be created to drive traffic to your website landing page – resulting in more visibility and leads.
Of course, more isn’t always better – which is why choosing your questions carefully to help with inclusion/exclusion criteria is key.
Traditional Advertising
Sites can also utilize traditional advertising such as radio, TV, and print with the same referral source tracking as web-based methods. RealTime’s integration with Twilio allows sites to use vanity numbers with our inbound phone and voicemail capture system to track calls. Additionally, customer QR codes can be used to drive leads to your website integration landing page, with form submissions going directly into RealTime CTMS.
Integrated Text (SMS)
RealTime makes it easy to send texts to patients and leads. Send mass marketing and recruitment messages to your database, or send direct texts to patients and track outreach. Sites can also set automated text responses and reminders, helping keep patients informed.
Advanced Features Built into RealTime
Several automated features are built into RealTime’s recruitment tools, saving time and money:
- Auto-Coding of Referral Source to Recruitment Campaigns
- Auto-Coding of Primary Diagnosis (Medical History)
- Auto Text Response
- Automated Inclusion/Exclusion Assessment and Recruitment Status Coding
These features allow for improved retargeting and remarketing for future studies, while also helping to build out your foundational patient database.
Lead Funnel Management
RealTime’s lead funnel management allows users to manage thousands of leads, documenting their journey and telling the entire story. Capture medical history, demographic information, contact methods, contact outcomes, scheduling, and more – allowing sites to track recruitment staff effort and results.
On top of these powerful features and capabilities, RealTime CTMS offers native, bidirectional integration with RealTime eSource and other SOMS products. With every step housed in a single connected platform, teams can seamlessly transition data from recruitment teams to clinical operations staff – ensuring smoother handoffs, fewer errors, and a more efficient trial workflow.
“As you recruit patients into your CTMS and they enroll in your study and you start to collect data screening, the medical history between eSource and CTMS are synced - meaning that any data that you change or capture during the study will feed back into your CTMS recruitment database. And that's really powerful.”
Measurable ROI
Not all leads are created equal, that’s why good reporting is so important. RealTime’s Recruitment Campaign Manager allows you to easily run reports with campaign data, allowing users to identify the best-performing channels by enrollment outcomes and advertising spend. Analyze each referral source and channel so you can compare conversion quality, not just quantity. Sites can also track top exclusionary criteria to help tailor ads, channels, and spends to improve results. These in-depth campaign reports can also be used to justify marketing spend to sponsors and leadership.
Not sure technology alone can result in a major ROI? One site saw a 160% increase in enrolled patients using RealTime’s recruitment tools. In response to the inefficiencies of using multiple systems, Cedar Health Research transitioned to RealTime SOMS. Harnessing a single, unified platform has allowed Cedar Health Research to consolidate all aspects of trial management, from patient recruitment to study data reporting, under one roof.
Next Steps
Recruitment remains one of the biggest challenges in clinical trials, but RealTime was built to fix it. The first step toward better enrollment is optimizing your database workflows to ensure you have a strong pool of engaged contacts. From there, take a close look at your recruitment strategies within RealTime: Are you using web integrations? Referral source coding? Text messaging tools? If not, you may be leaving valuable opportunities on the table.
Now is the time to maximize the tools you already have. Connect with a RealTime expert to activate key features and elevate recruitment for your next study.
Watch the Replay: RealTime Keynote: The Recruitment Playbook for Clinical Trials
Read More: Innovative Patient Recruitment: A Site Spotlight on Cedar Health Research
Read More: How to Improve Patient Recruitment in Clinical Trials: Tools and Strategies That Work