BEFORE
Exigent Research Before RealTime
- Limited visibility into trial opportunities
- Manual coordination of opportunities across sites
- Difficulty driving site responsiveness
AFTER
Exigent Research After RealTime
- Centralized visibility into trial opportunities
- Built-in workflows and automated follow-ups
- Scalable engagement across the network
Overview
Exigent Research, an independent community oncology network with 29 sites across 300+ locations and over 900 providers, faced increasing complexity in managing clinical trial opportunities across its distributed network. While active trials were being tracked post-activation, the organization lacked a structured and scalable way to manage pre-activation workflows, site participation, and trial opportunity coordination across the network.
By implementing RealTime-Devana Enterprise, Exigent established a centralized system for managing trial opportunities from intake through site selection and activation, enabling more efficient site coordination, improved visibility, and structured engagement across participating sites.
The Challenge
Exigent coordinates trial opportunities and site participation across a geographically and operationally diverse research network. As the organization grew, managing opportunities from initial site review through feasibility, selection, and activation became increasingly difficult and time-consuming for both network leadership and participating sites.
Without structured workflows, Exigent had limited visibility into pre-activation activity, site interest, and decision timelines across its portfolio. Trial opportunities were distributed and managed through spreadsheets and email, resulting in fragmented tracking, manual follow-up, and inconsistent processes across sites.
This fragmentation placed a significant burden on the central team, which was required to coordinate outreach and track responses manually. The process created delays, increased administrative overhead, and made it difficult to scale engagement efficiently across the organization.
The Solution
Exigent implemented Devana Enterprise to standardize and scale how trial opportunities were distributed, evaluated, and managed across its research network.
Purpose-built for multi-site clinical research operations, Devana Enterprise combines trial opportunity management, workflow automation, site collaboration, and operational reporting into a single platform. The system enabled Exigent to replace spreadsheets and email-driven coordination with structured workflows and real-time visibility across both central operations and participating sites.
Rather than managing site engagement manually, Exigent established a consistent process for distributing opportunities, collecting site interest, tracking responsiveness, and advancing trials through evaluation and activation.
Four capabilities were particularly foundational:
- End-to-end trial opportunity governance. A structured workflow to manage trials from initial presentation through site evaluation and activation, introducing consistency into previously disparate tracking processes.
- Scaled site engagement. Centralized distribution of trial opportunities to participating sites, with real-time visibility into site-level interest and responsiveness.
- Workflow-driven execution. Automated follow-ups and task management features to reduce manual outreach and save time.
- Targeted visibility and analytics. Centralized reporting across pipeline stages and participating site activity, with custom reports aligned to Exigent’s operational needs.
“The system makes it easy to take all of the data entered across various teams and sites and generate reports.”
Michael Johnstone, Program Manager
Exigent Research
The Results
Implementation of Devana Enterprise delivered measurable improvements across visibility, efficiency, and scalable coordination, enabling Exigent to operate as a more unified network. At the core was the establishment of a single source of truth for trial opportunities, site participation, and operational reporting. Previously dispersed data spanning pipeline status, site interest, and investigator participation was consolidated into a centralized system, enabling consistent reporting and shared visibility across teams.
This foundation reduced the operational burden associated with manual coordination. Exigent estimated that automated workflows and centralized tracking reduced several hours of administrative follow-up effort across each trial opportunity cycle, while also improving the consistency and timeliness of site engagement.
“It’s not just valuable for us as a network—sites now have direct visibility into their own trial portfolio.”
Michael Johnstone, Program Manager
Exigent Research
The implementation transformed how sites interacted with the network. Through OneSite, Devana Enterprise’s site collaboration interface, participating sites gained direct access to trial opportunities, site requests, supporting documents, and real-time status visibility within a shared workflow environment.
This shifted site engagement from a manual, email-driven process to a structured, self-service model. Sites could respond to opportunities, manage participation activity, and maintain operational information directly within the platform, reducing dependency on centralized coordination while improving responsiveness and transparency across the network.
These changes translated into faster response cycles and stronger engagement. Centralized distribution and real-time opportunity tracking enabled sites to respond more efficiently, with many preferring OneSite over traditional email-based communication due to its consolidated, transparent workflow and easy access to their own trial pipeline and data.
Altogether, Devana Enterprise introduced structure into previously fragmented processes, allowing the organization to manage a growing volume of trial opportunities while maintaining control, visibility, and consistency.
- Key Takeaways
By replacing fragmented coordination and manual outreach with a centralized trial management platform, Exigent Research gave both its central team and individual sites the visibility and efficiency they needed to focus on what matters most: getting patients into the right trials. Other benefits include:
- More efficient trial distribution
- Faster site engagement
- Network-wide visibility
- Individual site portfolio tracking
- Single source of truth
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