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Category: CTMS

19 Dec 2019

Artificial Intelligence in Clinical Research

Emerging software and artificial intelligence in clinical trials are transforming the way research is being conducted. These digital advancements can help to improve, accelerate, and simplify the clinical trial process that we know today. How can your site take advantage of these artificial intelligence capabilities and power your site’s research efforts? Let’s dive deeper into the future of clinical trials.

Subject Referral Coding

When it comes to tracking study recruitment efforts, analyzing and understanding results can be challenging. Automatic referral coding powered by AI can simplify recruitment efforts. With RealTime-AI, subject referrals are automatically coded to specific campaigns. For example, a person sees your study on Google; they click on the ad and apply to the study. That subject has automatically been coded as a Google Ad referral and dropped right into your CTMS study roster. There’s no need to ponder where your leads are coming from!

artificial-intelligence-clinical-trials-ctms

Automated Follow-up and Scheduling

Following up with fresh leads can be crucial for a successful study. RealTime-AI makes it easier for the site to follow up with new leads. AI notifications are sent to new leads via email and text, ensuring prompt follow-up and the opportunity for a phone screening. Text reminders and re-scheduling are sent to subjects automatically, reducing no-show rates!

Financial and Milestone Tracking

As any site administrator knows, study financial tracking is a time-consuming process. Manually entering study financials is now a thing of the past with Artificial Intelligence. RealTime-AI automates screen-fail max and ratio identification with intuitive revenue and cost adjustment based on contract terms. When a milestone is completed, an auto-notification is sent out to the entire site staff.

RealTime-AI has capabilities that can function on a single site, multi-site, or enterprise level. Add on features such as eDOCS, eSOURCE, TEXT, and SitePAY, can power your site and make the clinical trial process easier than before!

Learn more about our RealTime-AI by scheduling a demo with one of our experts. Call 210-852-4310 or visit https://www.realtime-ctms.com/contact/ for more information!

09 Dec 2019
clinical trial management system software customer support

Behind the Software with Shannon Samuel

Building a strong team is crucial to the success of our customers. At RealTime, we have dedicated our time to finding strong individuals to help shape the clinical trial software of tomorrow. Our goal is to give back to clinical researchers by creating software that is more efficient, reliable, and easy to use, while providing the best customer service. This month, we got to know an individual who has dedicated her time to helping customers understand RealTime software and the multiple benefits it can bring to sites.

Meet Shannon Samuel, Sales Director! Shannon has been with the RealTime team since the very beginning. Prior to RealTime, she gained industry knowledge by working in business operations for one of the largest multi-specialty sites in the nation. Today, Shannon brings her experience to RealTime-CTMS solutions in a way that assists sites to understand innovative clinical research solutions. Now, let’s get to know her a bit more!

What’s the top destination on your must-visit list?
Because Australia is home to some of the most unique animals of the world, I would like check it out in person.

What’s one song you have completely memorized?
There are several, but there is one that when it gets played at a party, I will lip sync the whole song. It’s Baby Got Back by Sir Mix-A-Lot.

What’s the coolest or most interesting thing you’re working on right now?
I recently conducted an onsite training with a colleague, and it was great to physically be with the site staff (aka family). I enjoyed not only helping them learn the system but being able to help establish new site processes with the new system was exciting, their excitement fed my excitement.

If you could choose a superpower, what would it be?
To fly

Do you have a hidden talent? What is it?
As I get older, my hidden talents have faded. However, if you ask my husband, it’s the ability to fall asleep on command or when he starts a movie. I just think that’s called “Mom life”.

What’s your favorite famous or inspirational quote?
“A woman is like a tea bag, you can’t tell how strong she is until you put her in hot water” Eleanor Roosevelt

What energizes you at work?
I get energized at work when something that I have done helps improve another colleague or client’s day in some significant way. It encourages me to do more.

What TV shows/movies are you into at the moment?
I recently saw Instant Family and it spoke to my heart. It was like it was written about our family. On evenings when I want to relax, I put on Frasier. It always gives me a good laugh!

What would we most likely find you doing on the weekend?
Saturdays I start off the day with a run at the beach, then errands with some fun shopping. Sundays are typically used almost all day for serving in church.

What is the most inspiring part of your job?
Because I KNOW that our system is necessary for site operations and is literally a life-changer, it is super rewarding when a client has arrived to the same conclusion after implementing our solutions.

If you are interested in scheduling a demo for CTMS or any of our other solutions, call (210) 852-4310 or fill out a CONTACT FORM.

25 Nov 2019

Ask the Experts: Getting sponsors to cover your site-based electronic solutions

Site-based clinical trial software systems such as RealTime-eDOCS and eSOURCE are becoming more commonplace and essential than ever before.  These solutions are part of a fast-growing market of site-based systems in the research industry that is reshaping research processes. One common topic of concern of the sites is the cost of these systems and the potential to have those costs covered within their clinical trial agreements and study budgets with the sponsors. The efficiencies that these systems bring to sites substantially, if not entirely, offset the costs. In addition, there are benefits for sponsors and CROs, which include remote monitoring, real-time access to study data and documents, complete oversight of Investigator and staff performance, and more.

This article will provide some justifications and best practices that sites can leverage to request and receive compensation from sponsors, which will, at the very least, help to cover some of the costs associated with these advanced systems.  

In the course of working with hundreds of sites that are currently leveraging these robust systems, the RealTime team has observed practices used by sites in approaching sponsors to help cover the cost of their site-based electronic systems. Here is what we found:

  1. Sites that are confident in their electronic systems and processes tend to be better negotiators. They understand the value that the system brings to, not only to their operations but the sponsors and CROs as well.  The shift to these systems is no longer a question of “if” the industry will adopt site-based electronic paperless systems, but “when” the transition will be realized in full.
  2. One way to quickly consider the offset of eRegulatory systems is to consider the fact that the typical Archival Fees that sites receive to archive and store records will no longer be needed to cover the cost of storage. For systems like RealTime-eDOCS, there are no annual storage fees.  Further, the archival process can be substantially reduced to a simple review and validation that all documents are present in the regulatory system for long-term holding.
  3. For eSOURCE, sites are encouraged to increase the per-visit revenue by at least $10 per visit. By doing so, this will cover the cost of CTMS and eSOURCE for that study, in full. Many sites add a line into their study budgets for QC/Data Entry with a rate of at least $10 per visit to cover the cost of data review for accuracy and data entry into eSOURCE and EDC.  Some sites are consistently successful in receiving a rate of $25 or more for this fee.
  4. Some sites add the cost of their electronic systems to their General Overhead Fee. A 1 or 2% increase in overhead across all studies will easily pay for your eSOURCE system.

In one case, a site that grouped everything into a “Systems Fee” was able to get the costs of their electronic systems completely covered by the sponsor.

One thing to remember, having consistent processes is paramount to quality and efficiency so it only makes sense to go “all in” with your paperless systems.  Even if the sponsor only covers partial or none of the costs on a particular study, the efficiencies that these systems bring to the site as a whole are still worth it. Utilizing site-based paperless systems has shown to increase productivity, efficiency, and collaboration on every level.

In other words, the improvements in efficiencies and increased revenue opportunities make paperless systems worth the cost. You will be able to do more for less, so the cost is well worth the benefits.  But, there is no question that sponsors and CROs should share in the cost as they too benefit greatly from these systems.  Real-time data, remote monitoring, complete transparency of investigator oversite and site performance, are all enormous benefits that are worth far more than the budgetary increases that sponsors may see from sites.

If your site is interested in learning more about RealTime and our software solutions, give us a call at (210) 852-4319 or fill out a CONTACT FORM.

09 Oct 2019

RealTime Software Solutions Announces They Have Joined SCRS Global Impact Partner Program

RealTime Software Solutions Announces They Have Joined SCRS Global Impact Partner Program

As a leader in clinical trial software, RealTime hopes to benefit sites, sponsors and CROs through a new partnership with SCRS.

As a dedicated leader in the clinical trial industry, RealTime Software Solutions is pleased to announce that they have joined the Society for Clinical Research Sites Global Impact Partner (GIP) Program.

RealTime CEO Rick Greenfield, a long-time member of SCRS, says the partnership is just another way for the company to come together with industry leaders to help streamline the way research is done.

“As a long-time attendee of the Site Solutions Summit and proud member of SCRS, I have seen first-hand the difference that SCRS has made for clinical research sites and the research industry as a whole,” says Greenfield. “I could not be prouder to bring RealTime into the GIP family at SCRS and to join the cause for better processes, systems and best practices that will improve the clinical research landscape for Sites, CROs and Sponsors alike. At RealTime, we prioritize the needs of the industry so we can offer solutions that truly make a difference. The GIP program gives us the opportunity to listen and contribute on a whole new level.”

As a member of GIP, RealTime will have the opportunity to work directly with major players in all facets of the clinical research industry to include large-scale CROs, data vendors, service providers, sites and site networks that all have a hand in shaping clinical research.

Members also benefit by having a seat on the GIP board which interfaces with SCRS leadership to set strategic initiatives for the Society. SCRS GIP members may also elect to engage the SCRS community for individual corporate objectives using SCRS program options that include focus groups, surveys, research, content development, and geographic or regional site support.

To learn more about RealTime Software Solutions, visit RealTime-CTMS.com.

About RealTime Software Solutions

Founded in February of 2013, RealTime Software Solutions, LLC strives to bring innovative Clinical Trial Management Systems (CTMS) to sites, CROs and sponsors of all shapes and sizes. The core values of RealTime include, “Innovation Now”, “Think Like Customers” and “Integrity Always”. These values have helped RealTime grow into a leading CTMS provider for systems like SitePAY, GlobalPAY, eDOCS and eSOURCE for thousands of customers around the world. RealTime will continue the pursuit of advanced systems and processes that enhance the workflow and efficiency of all stakeholders within the clinical research execution process. Visit RealTime-CTMS.com to learn more.

Contact Information

Brandy Haslam

ImageBloom, Inc.

http://imagebloom.com

210-254-7431

01 Oct 2019

Q&A with Rick Greenfield: RealTime-Enterprise

Large-scale research data can seem overwhelming in a data-driven industry. While managing a multi-site or extensive site network, centralizing processes and taking advantage of multiple resources across the network is the goal, but few systems on the market can truly bring this level of efficiency to a site network.  Aggregating data and providing valuable network-wide metrics for enterprise-level decision making and forecasting is another goal that is often difficult to make a reality. We had the opportunity to speak with Rick Greenfield, CEO of RealTime Software Solutions on the RealTime-CTMS Enterprise system and how it can help solve the above challenges and more.

Interviewer: What is RealTime-Enterprise?

Rick: RealTime-CTMS has enterprise-level platforms that can scale to meet the demands of the largest and geographically diverse site networks, hospital systems, and universities. Enterprise systems connect CTMS to allow for a perfect combination of separation. In regards to local resources and patient databases, these systems provide enterprise-level managers and officers with visibility across the network and aggregate data to track production, profitability, business development, and more.  Further, RealTime’s Enterprise systems allow for real centralization of processes such as finance and accounting, eREGULATORY processes, patient recruitment, and even eSOURCE creation and data collection.

Interviewer: Who can benefit from RealTime-Enterprise?

Rick: RealTime’s Enterprise systems can be found today in medium-sized multi-site networks with geographical diversity as well as extensive international site networks spanning multiple countries.  Because we have servers strategically positioned around the globe, we can also meet the strenuous and varying data privacy laws of countries such as Canada, Australia, New Zealand, the entire EU.

International Data Compliant Seal

Interviewer: How does RealTime-Enterprise differ from RealTime-CTMS?

Rick: RealTime-Enterprise leverages all of the tools of the RealTime-CTMS and SOMS products so that each site within the network can leverage the most powerful grouping of products on the market.  The RealTime-Enterprise platform connects sites for centralization and aggregation of systems and data.  In short, RealTime-Enterprise brings the best of the best CTMS solutions together into an unparalleled platform for network-wide management.

Large-scale data needs large-scale systems. RealTime-Enterprise brings systems and data together, like no other.  Find out how your medium to large-scale organization can benefit from RealTime-Enterprise systems to lead the shift to centralization and efficiency in the site network landscape!

Interested in a demo? Give us a call at 210-852-4310 or CLICK HERE to fill out a contact form!

12 Aug 2019

Behind the Software with Chuck Hubbard

Clinical research technology is constantly changing. Which is why we have dedicated our time to finding strong individuals to help shape the clinical trial software of tomorrow. Our goal as a team is to give back to clinical researchers by creating software that is more efficient, reliable, and easy to use. This month, we feature a truly talented individual who has helped construct the RealTime Software that we know today, Chuck Hubbard.

Chuck joined the RealTime team in 2015 and has over 25 years of customer service experience in the research and health care industry as a technician, manager, and department director. Chuck moved to the CTMS Development Team as the manager and is dedicated to the development and improvement of our software.

To get to know Chuck better, we’ve asked him some fun questions!

  1. What is your favorite drink?

Margarita

  1. What’s the best piece of professional advice you’ve ever received?

Don’t let Perfect get in the way of Good Enough

  1. What’s your favorite 80’s jam? 80’s movie?

Christopher Cross – Ride Like the Wind  /  Fast Times at Ridgemont High

  1. What’s the coolest or most interesting thing you’re working on right now?

A notification system for all users. When a user logs in to the system a message is displayed.

  1. If you could meet any comic book superhero, who would it be and why?

Spiderman. A childhood favorite. He has cool abilities and real-world personal problems.

  1. What’s your favorite famous or inspirational quote?

“I am not scared of dying. I am scared of not living every day.” – Chip Gaines

  1. What are the values that drive you?

Honesty, hard work, perseverance, confidence

  1. What books/podcasts are you into at the moment?

Brain Games, Lower your brain age in minutes a day!

  1. What is the most inspiring part of your job?

Being able to be creative. Taking an idea and making something that turns the idea into reality.

Thank you, Chuck, for your perseverance, hard work and dedication to helping build and improve our company.

If you are interested in scheduling a demo for CTMS or any of our other solutions, call (210) 852-4310 or fill out a CONTACT FORM.

31 Jul 2019

Stipends in Clinical Trials: 4 Reasons Why You Need a Secure Payment System

An important part of any research participant’s participation in a clinical trial is knowing that they will receive their stipend payments for the time and contributions that they invest in a study. The truth of the matter is that no matter the amount, it’s important to make sure patients get paid in a timely manner.  Timely stipend payments help to increase subject compliance, and ultimately, improve study timelines and outcomes.

Making the decision to move to an electronic stipend payment system can provide many benefits, not just to the study participants, but for the site as well. Here are four things to consider when evaluating the benefits of moving to an electronic stipend payment system.

1. Reduced Costs and Improved Security

Initially, the transition to an electronic stipend system may seem more costly and more difficult to manage, but the reality is that the time-savings to staff and the built-in accountability that these systems provide save money and help to ensure greater transparency and security.  Some questions you want consider when looking at a stipend payment system are:

  • Does it integrate with your current CTMS?
  • Is it secure, and how does it prevent fraud?
  • Is it user-friendly and patient-friendly?
  • What are the reporting options?

Each one of these above questions will help you make the right decision and provide a better experience for site bookkeepers and staff as well as the clinical trial participants.

2. Streamlined Payment Processes

When your payment system is integrated with your CTMS, you don’t spend time writing checks, chasing the check signor down for signatures, distributing to staff and/or patients, dealing with lost checks, canceled checks, re-issuing checks, check fraud, etc. You will also have access to real-time stipend account balances and low account balance alerts.  Site staff, such as clinical research coordinators, can easily load the patient’s stipend card with a click of a button as soon as the visit is complete and the patient will leave with a smile on their face, probably looking forward to their next visit.

3. Track Financials

Tracking stipend payments is easier with a CTMS-integrated stipend payment solution.  Many sites are still trying to pay stipends with cash, leading to numerous challenges with tracking and the potential for theft/fraud.  Checks come with their own security risks as well as more time to process.  Electronic stipend payment system tracking is simple and funds distributions are quick and secure.  1099 reporting at year’s end can also be completed in a snap as patient stipends are tracked across any and all studies that a patient has participated in.  Aggregate reporting is available for study-level and site-level accruals as well.

4. Customer Service

Your business is solely dependent on volunteer participation. Every improvement that you make in a patient’s experience provides a boost in your site’s bottom line.  When you have a streamlined stipend payment system, patients get paid faster, have quicker access to their funds for purchases, and have customer support standing by to assist with any issues they may have with their funds or stipend cards. The positive effects of happy, satisfied patients have short and long-term benefits that will help your site be successful, long-term.

RealTime-SitePAY

At RealTime, we proudly offer superior, state of the art cloud-based software solutions for the clinical research industry. Our streamlined SitePAY solution benefits include some of the following:

  • Secure- RealTime’s privilege-based system allows you to limit or extend PAY privileges to your staff, as needed.
  • Easy Accounting- Funds are immediately off your books, and pre-set stipends can be loaded to PAYcards by multiple designated staff.
  • Branded PAYcards- Customized branded PAYcards allow you to promote your site with a “billboard in the wallet!”
  • Improved Subject Experience- Patients can receive a text or email when funds are loaded onto their PAYcard. Funds are available immediately, and can be viewed, managed, and transferred to their bank account through the PAYcard portal. The RealTime-PAY portal has both desktop and mobile capabilities.

If you are interested in learning more about RealTime-SitePAY, or any other RealTime solution, call us today at (210) 852-4310, or click HERE!

07 Jun 2019

5 Benefits of Utilizing RealTime-eSOURCE

Whether you are looking for a better electronic data management solution for your site, or you are just in the information gathering stages, RealTime’s eSOURCE solution makes working anywhere in a clinical trial site setting possible.

RealTime is a leader in the industry of advanced research information systems offering solutions from CTMS, eDOCS, SitePAY, GlobalPAY, TEXT, and eSOURCE. The team is comprised of individuals that have worked at the site and CRO level, so you are getting real solutions to make the data collection and management more streamlined and compliant. All products are tested to ensure an excellent workflow for sites, sponsors, CROs, and other third-party vendors before being integrated.

Let’s touch on some of the benefits of eSOURCE at your site:

Benefits:

  1. Customized eSOURCE Templates: Build templates with a simple drag-and-drop feature that can be modified and used for future studies, saving you time!
  2. Easy Data Collection: Seamlessly upload and route ECGS, lab results and other reports for investigator review and signature.
  3. Data Accuracy: Build specific parameters in the form fields to ensure completion as well as safety and compliance checks to help eradicate errors.
  4. Work from Anywhere: Did we mention there is an eSOURCE MobileAPP? Whether you are using a mobile phone, tablet, or other device, RealTime has you covered. With the user-friendly MobileAPP, easily access patient visits, eSOURCE forms, study I/E criteria, and more. Doctors and staff can also eSign documents and/or eSOURCE forms with fingerprint/face-ID technology and voice dictate notes directly into eSOURCE forms.
  5. Affordable: At just $10/visit and $5/phone visit, ReaTime eSOURCE solution is not just affordable but actually saves your site time and money!

eSOURCE also seamlessly integrates into RealTime’s other solutions, so you can either use RealTime-eSOURCE as a standalone option or packaged with the one-and-only RealTime-SOMS.

If you are interested in learning more about eSOURCE, or one of RealTime’s other phenomenal solutions, the team would love to talk with you. Follow this link to see our contact information.

30 Apr 2019

Behind the Software with Norma Zayas

RealTime Software Solutions’ Success Team is compiled of talented individuals dedicated to providing the best support for RealTime customers.

This month, we are highlighting an exceptional team member and manager who goes above and beyond for RealTime customers. Norma Zayas joined the RealTime organization in 2018. With a strong background in account management and client relations, Norma brings strong support to the team with her exceptional technical and customer support.

To get to know Norma a little better, we had the chance to ask her a few fun questions!

  1. What is your favorite drink?

Coke Zero.

  1. Do you have any pets?

No.

  1. Best piece of advice you’ve ever received.

Never stop learning and growing as a person.

  1. Current Netflix binge?

Property Brothers (HULU)

  1. Name one thing we wouldn’t have guessed about you.

I like to sing.

  1. What motivates you?

Seeing others grow in their positions.

  1. Finish this sentence. On Sunday mornings, you can usually find me

…outdoors.

  1. If you could live in any city, where would it be and why?

New York, the snow and fast pace environment.

  1. Favorite thing about working at RealTime?

Our Customers😊.

Thank you, Norma, for your hard work and dedication to help our customers. If you are interested in scheduling a demo for CTMS, eDOCS, eSOURCE, GlobalPAY, SitePAY, TEXT, or any of our other solutions, call (210) 852-4310 or fill out a CONTACT FORM.

19 Apr 2019

ACRP 2019 – Key Takeaways (and Bandanas)

Each year, RealTime attends a variety of conferences around the globe in hopes of aiding clinical research professionals, sites, sponsors and CROs on their paperless journey. RealTime attended ACRP in Nashville, Tennessee this April and the team had the opportunity to network with professionals in the industry while gaining insight into the realm of clinical research technology. Did you get your RealTime-Bandana?!

RealTime’s CEO, Rick Greenfield discussed one of the hottest topics at the conference:

The Paperless Site –eSOURCE and eREG

In a follow-up conversation with Rick Greenfield, we asked him a few questions on his takeaways from the conference.

RealTime CEO discusses the shift to paperless sites and the challenges sites face when transitioning to paperless systems like eSOURCE and eDOCS.

How do you feel that RealTime is contributing to the shift to Paperless Sites?

“The RealTime-SOMS (Site Operations Management System) is the first of its kind, combining our leading CTMS, eSOURCE, eDOCS, SitePAY, and TEXT into one system. The RealTime-SOMS can also be accessed through the RealTime-MobileAPP, which can essentially eliminate the need for paper and allow site staff and investigators to perform most tasks with a smartphone or tablet.  While developing these paperless solutions has been challenging, seeing the success that RealTime sites are having with the shift to eSOURCE and eDOCS is incredibly rewarding.  I only wish that I would have had these tools when I was running my own clinical research site.”

What was your favorite part of ACRP?

“ACRP was an incredible experience for RealTime.  The best part was seeing how RealTime and the many other vendors at ACRP that are working to change the industry by helping Sites, Sponsors and CROS achieve greater efficiency and better outcomes. It is a privilege to network with other industry professionals and to participate in the search for innovative solutions to the obstacles our industry faces every day.”

Do you feel that Site-Based Paperless Systems will change our industry for the better?

“They already are! The shift to site-based paperless systems is already happening at an astounding rate, and the benefits of these new systems are already being realized by all parties involved in the conduct of clinical trials.  As the shift continues, the clinical research industry as we know it will be faster and more efficient than ever.”

If you missed RealTime at ACRP, here is a list of our upcoming conferences:

  • MAGI EAST | May 5 – 8th | Boston, Massachusetts
  • DIA | June 23 – 27th | San Diego, California
  • SCRS | October 11 – 13th | Hollywood, Florida

Learn more about the RealTime solutions including eSOURCE, eDOCS, CTMS, TEXT, SitePAY and GlobalPAY that are leading our industry into the future.

Click HERE or call (210) 852-4310 to see RealTime products up close!