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Category: CTMS

06 May 2020

What does “Your Success” in Research mean to RealTime? A conversation with Scott Butcher, VP of Operations

What makes your clinical research site successful? We all hope to be able to fully answer this question someday, but RealTime Software Solutions is working tirelessly to make meaningful improvements in site operations to help Research sites, Site Networks, Universities, and Hospital systems find their ultimate success.

In a conversation with RealTime’s Vice President of Business Operations, Scott Butcher, MBA, we discuss what their motto of “Your Success is Our Success” means to the RealTime team and how it drives the work that RealTime does each and every day.

Scott, tell us what “Your Success is our Success” means to RealTime?

While delivering amazing customer experiences has always been a priority at RealTime, our strategy evolved further in 2020 as we adopted the theme of “Your Success is Our Success.” Central to this is the idea that on every interaction, whether personal in nature with a member of our team, or through the experiences our customers have while using our research software, we strive every day to deliver outcomes that ultimately drive success and value to our customers. We also know that there is a multiplier effect from our actions. If we can ensure that our customers are successful, the speed at which a new drug or vaccine hits the market can be accelerated and ultimately help us save more lives in the process. Nothing is more motivating to our RealTime family then achieving this goal, especially now, as we provide the necessary tools for our brave customers on the front lines who are working tirelessly to bring forward a cure for COVID-19.

What is a key element of the “Your Success is Our Success” theme?

We feel that a critical component to achieving success for our customers is to always think and operate with the end users experience in mind. To accomplish this, we’ve prioritized our development processes to think like clinical researchers. As a result, we are developing software based on Coordinators, Recruiters, Site Managers, Investigators and other research staff member’s desired experiences. Our customer’s feedback ensures the capabilities incorporated within our research software enhances their daily workflow and provides greater efficiency, visibility, quality, and ultimately leads to increased production and success for all of our RealTime users.

How valuable is customer feedback?

Simply put, customer feedback is central to our Strategic Priorities, Development Roadmap as well as our Customer Service Strategy. We’d like to think that we know what a perfect solution looks like but at the end of the day, we have to bring to market solutions that adapt to the ever-changing needs of the clinical research industry. The valuable interactions we have with Sites, Sponsors, CROs and other industry experts provides greater insight into what is working well, but more importantly, where further innovation is required in order to meet the growing needs of all stakeholders and streamlining a very complex and highly regulated environment. We are extremely proud of the fact that RealTime was built from feedback provided by our customers. Without this valuable feedback, we’d be acting on a hunch rather than the true voice of our customers and the needs of the industry.

How does RealTime capture and utilize feedback from customers?

RealTime takes customer feedback very seriously, and we believe this is one of the many differentiating factors between ourselves and our competitors. Throughout a customer’s journey with RealTime, we continually seek feedback through various methods such as conferences, customer satisfaction surveys, software rating agencies as well as through the daily interactions our customers have with our Customer Success team. Realtime is extremely proud and thankful for our 5-star ratings on Capterra. The testimonials provided by our valuable customers provide constant motivation to our team and reaffirms that our customer-first strategy is truly making a difference. We also appreciate and encourage constructive feedback, because at the end of the day, we know that finding software solutions to our customer’s problems ensures a more efficient clinical research process for all.

Thank you, Scott, for your input and insights into RealTime’s strategies for customer success.  Your success in clinical research is closer than you think. If you have questions about RealTime Software Solutions and would like to take the next step towards successful research, call us today at 210-852-4310.

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31 Mar 2020

Utilizing Remote Monitoring Study Portals Through a Pandemic

During this challenging time, maintaining clinical trial progression is a novel challenge as on-site data and regulatory reviews are either impossible or extremely limited. Travel limitations and “stay home” initiatives across the country have hindered the way clinical trial data is handled. Many clinical research sites and sponsors are left without the data records needed to conduct safe and timely trials.

RealTime’s eSOURCE and eDOCS could be the solutions you are looking for to maintain visibility, data integrity, subject safety, and keep operations moving. RealTime systems provide complete monitoring portals to review eSOURCE data and eRegulatory data. These portals allow sites to upload their source documents and regulatory documents for remote review, provide for query management, document versioning, document download, and more. Here are the key features that RealTime can rapidly deploy:

  • Source Document and Regulatory Monitoring portals – Online access allows Sponsors to collaborate more effectively during trials and streamlines monitoring activities.
  • Query Management – Sponsors can review, track, and issue queries on records from the monitoring portal. Sites communicate directly to the monitor for a quick resolution.
  • Document Version Control – Source documents can be uploaded by sites using our document control feature.
  • eSignatures – Electronic signatures dramatically increase efficiency when gathering staff/doctor signatures. This feature also maximizes subject safety oversight by allowing more timely doctor assessments on lab reports, ECGs, and other critical documents.
  • Part-11 Compliance – Our systems are secure, validated, and ready to go! Complete audit trails and data controls are maintained within the system for users to reconstruct the time of events and prevent human errors during data collection. These features improve accountability and data integrity.
  • Secure Cloud Hosting – All records are stored with a thorough data security/backup plan and encrypted for maximum security.
  • Built-in Reports and Notifications – Quickly review queries across all records, including query statuses.

 

Here at RealTime, it is our goal to help guide you through this moment and get your clinical trials back on track. We are here to help. Give us a call at 210-852-4310 or CONTACT US to learn more!

30 Mar 2020

San Antonio based software company keeping clinical research moving amid COVID-19 crisis

San Antonio, TX – As COVID-19 clinical trials start to ramp up around the country, the research industry has struggled to continue operating. As more and more cities implement orders to shelter in place, the way clinical trials are monitored has faced a challenge.

RealTime Software Solutions, a San Antonio based software company, is giving the industry a facelift that may forever change how research is conducted. Clinical trial monitors have historically visited research sites in person, collecting and monitoring crucial trial data. As most (if not all) sponsors and contract research organizations (CRO) have halted travel, and many sites limiting access to their locations, the need for other options have emerged.

“Sponsors and CRO’s are facing serious challenges in gaining access to study data and regulatory documents for important monitoring activities,” says Rick Greenfield, CEO of RealTime. “A rudimentary, inefficient and non-regulatory compliant solution, is for sites to scan and email these confidential and highly sensitive documents to the monitors for review.”

In steps RealTime.

“RealTime is now implementing emergency measures and spinning up complete portals for sponsors and CRO’s to deliver monitoring systems to their sites,” says Greenfield. “This will allow a quick and easy option for sites to upload data source and regulatory documents for review.  These systems are FDA Part-11 and HIPAA compliant, and provide excellent categorization and version control of uploaded study data for efficient monitoring.”

RealTime portals also include two-way data monitoring communication to maintain a strong connection between the sites and study-management personnel.

“This is such a challenging time for the entire world, and we are all trying to make sense of the massive change that has taken place in our society and the global economy,” says Greenfield.  “Just like everyone else, we are looking for ways to help and we are thankful to have been working for the past several years on systems that can provide a major benefit to the clinical research industry at this most critical time of need.  I urge all Sponsors and CROs to reach out to RealTime as we can deliver a complete monitoring portal to run multiple clinical trials for an unlimited number of sites within 48 hours.  We can train on the usage and have these systems fully operational in less than a week.”

RealTime has been at the forefront of clinical research technology, providing cutting-edge software to an industry that has been somewhat antiquated. This latest technology may change how trials are conducted and monitored, allowing a more streamlined approach.

“If we can keep clinical research moving with absolutely no additional risk to sponsor/CRO staff, then we can keep searching for better treatments and cures when they are most needed,” says Greenfield.

To learn more, visit realtime-ctms.com or call (210) 852-4310.

About RealTime

RealTime is a leader in advanced clinical research software with leading Clinical Trial Management Systems (CTMS), eSOURCE and eDOCS portals for completely paperless clinical trials.  The value of these systems is shining bright during this difficult time and allowing clinical research to continue for the benefit of medical advancements to include COVID-19 vaccine and treatment studies.

Call RealTime today at (210) 852-4310 or email info@realtime-ctms.com to learn more about remote monitoring portal delivery.

28 Feb 2020

5 Reasons Why Your Site Should Be Using Paperless Systems

The year is 2020 – you’re running a clinical research site and realize your workflow is still primarily running off paper systems. Files are overflowing your workspace, paperwork is getting lost between your site staff and doctors, and before you know it, you’re stuck in a paper vortex!

Has this ever happened to you? The reality is that the vast majority of the clinical research industry still mainly works with paper systems. Paper has been the standard for regulatory processes for years; however, many research organizations now realize the benefits of transitioning to paperless clinical research systems. Let’s go over the top 5 reasons why your site should be taking advantage of these paperless systems!

  1. Using paperless clinical research systems lowers the risk of inefficiencies and inaccuracies. These oversights are caused by several reasons including the delay in data receipt and review by the Sponsor or CRO, time and travel expenses of on-site review of source and regulatory documentation, or the higher probability of transcription errors from source to EDC.
  2. Reduce redundant, non-Part 11 compliant, storage systems to store document copies by switching to a Part-11/HIPAA compliant eDOCS Sites can easily manage all their study records electronically while maintaining inspection readiness during the entire process (no clutter involved!).
  3. Decrease enrollment times and increase patient experience. RealTime-CTMS allow sites to input accurate and full medical histories directly into the software before and/or during patient visits. Track study progress, milestones, financials, and more, all within an easy-to-navigate paperless portal!
  4. Increase organization and collaboration amongst site staff by adopting mobile devices. Stay organized with collaborative calendars, instant notifications, and study alerts. Now, you can take your source/study documents anywhere and always stay notified!
  5. Decrease opportunities for poor clinical practices. Paper-based central files such as staff professional documents (Licenses, CVs, Certifications), and equipment calibration records can be kept electronically, allowing staff to update their documents when they are expiring. Audit trails can also make monitoring site staff and study activity more effortless than ever.

Making the switch to paperless clinical research systems will ultimately increase efficiency, accuracy, quality and reduce operational costs. Advancements in technology and newly adopted site-centric approaches are making it possible for these paperless systems to improve the workflow benefitting all parties (Sponsors, Sites, CROs, IRBs, and the FDA).

At RealTime, Your Success is Our Success! If you would like to learn more about going paperless, call (210) 852-4310 or fill out a CONTACT FORM!

14 Feb 2020

How can your CTMS make your site or site network a recruitment powerhouse?

Patient recruitment in clinical trials is undeniably one of the most challenging obstacles facing the clinical research industry. The lack of patient participation in clinical trials can be due to multiple factors but the most likely cause of low or slow enrollment is simply the lack of clinical trial awareness.

Digital technology and connectivity have made it easier for research organizations to connect with potential patients. Adopting the right clinical trial management system (CTMS) into your site operations can also help to improve patient recruitment, retention, and turn your site into a study recruitment powerhouse. Let’s delve into the top reasons your site may want to consider RealTime-CTMS.

Advertising Mastermind

Let’s face it; we’re not all blessed with the capability (or time) to manage study campaigns, track ad spend, and remarket to study applicants. However, with RealTime-CTMS, your site holds the power to do all the above!

Your site can track ad spend budgets and patient referrals within the RealTime’s Recruitment Campaign Manager, a section in CTMS designed with your advertising needs in mind. In addition, RealTime offers robust integrations with Facebook, Instagram, MailChimp, Twilio, SubjectWell, and more that can help advance your study marketing efforts.

Leads, Leads, Leads!

Following up with new leads is crucial for a successful study. Whether your site is utilizing traditional or digital advertising, RealTime’s clinical trial management system auto-codes where your referrals are coming from, helps manage lead follow-up and lets you easily remarket to qualified patients. Clinical trial patient recruitment and engagement has never been easier!

“Can you text me?”

Why, yes. Yes, we can. RealTime-TEXT will take your patient recruitment to the next level with the only FCC-compliant Mass TEXT tool that will allow you to TEXT thousands of patients with one click. Boost recruitment by instantly notifying your patient database of new studies at your site, auto-notify patients with automated appointment reminders, and set up email alerts to inform site staff of new TEXT messages from patients.

Recruitment Powerhouse

Advertise smarter, track study budgets, and stay connected with your patients to let them know about new enrolling studies, while participating and after they have completed a study. With RealTime-CTMS, your site can become a clinical research recruitment powerhouse!

To learn more about RealTime-CTMS and its many robust features, schedule a free demo with one of our experts! Call 210-852-4310 or fill out a CONTACT FORM!

27 Jan 2020

The Future of Clinical Trials: Q&A with Rick Greenfield, CEO of RealTime

As we segue into a new year, one can’t help but wonder what the future of the clinical research industry looks like. Cutting-edge clinical trial software, research advancements, and other breakthroughs have proven to shape the clinical research industry that we know today. In a Q&A with Rick Greenfield, CEO of RealTime Software Solutions, we discuss the future of clinical trial software and how RealTime is helping to meet these changes.

Question: How is RealTime adapting to the changing industry?

Rick: RealTime has developed solutions that are adaptable for any organization. Whether you are at the site, site network, hospital, university, sponsor or CRO, RealTime is developing advanced systems to improve processes and efficiencies for the clinical research industry from top-to-bottom. We make it a top priority to listen to the feedback of our customers, who guide our development roadmap and help us meet the growing needs of the industry.

Question: What can we expect from RealTime in 2020?

Rick: Lots of exciting things! I like to keep the competition guessing, so I can’t disclose the long-term goals, but short-term, we will be enhancing all of our products substantially this year.  We also have new systems coming that, I believe, will be industry game-changers.  Current and Future RealTime customers have a lot to look forward to.  So basically… stay tuned!

Question: Where do you see the clinical research industry headed?

Rick: There is a shift happening in the industry as well as a lot of uncertainty as to where things are headed and how we will all be affected by those changes. There is no question that we are moving rapidly towards paperless systems.  I also believe whole-heartedly that site-based systems for site-based functions are essential to a successful operating model.  Sites need standardization and systems that ultimately cater to their needs.  Sponsor-based, or top-down systems, meant to take over a site-based function, are disruptive to good processes, quality, efficiency, and ultimately, data integrity and patient safety.  We have seen the top-down approach fail time-and-time again, but we are seeing huge successes with site-based systems that connect up to Sponsor/CRO systems.  I believe this is the model that everyone collectively must embrace, or they will end up watching it happen before their eyes.  Those that get on board early can be a part of building something truly transformational, which will include the right solutions and maximum benefits for all parties involved.

A little philosophical, I know, but I am convinced of this path to a streamlined industry.  It leads us to the ultimate in virtual/decentralized clinical trials and efficiencies that we have only dreamt of to-date.

The shift has begun! With 2020 upon us, what kind of expectations do you have for your business? If you’re interested in learning more about RealTime Software Solutions, contact us today!

Are you interested in a demo of our products? Give us a call at 210-852-4310 or CLICK HERE to fill out a contact form!

 

20 Jan 2020

Advanced Clinical Research Systems: The Top-Down Approach

The clinical research process, especially as it relates to data, primarily functions off paper source documentation and manually transcribed data into EDC systems. Most clinical research sites are still utilizing paper regulatory processes. Due to these primarily paper-based systems, there are numerous inefficiencies and detriments to the speed and accuracy of the clinical research process. So why are many sites still using paper-based research systems?

The Problem

As it relates to advanced research systems, FDA regulations have paved the way for electronic document storage, eSignatures, and electronic data capture. However, there is still an evident uncertainty in the industry about the FDA’s acceptance of a paperless process. The slow adoption of these advanced systems, unfortunately, is holding back the clinical research industry from a much more efficient and cost-effective future.

The Top-Down Approach

The Top-Down (or sponsor-driven) approach to adopting advance research systems has proven to be a long-winded process. Adherence to site policies and procedures for data accuracy, GCPs, regulatory compliance, and protocol compliance makes transitioning to paperless systems a significant hurdle. Current top-down systems do not have the user’s (site staff and doctors) needs in mind regarding workflow and ease of use.

The Solution

The shift to advanced research systems such as eDOCS and eSOURCE is inevitable. Additionally, EDC vendors need to help pave the way by offering intuitive data sync capabilities that will bring value to all parties and keep EDC companies relevant in this inevitable shift. As sites adopt site-based eSOURCE and eDOCS systems, the need to efficiently transfer files and data into sponsor-managed eTMF systems and EDC systems will become imperative. The pendulum has shifted!  Advanced electronic systems are proving their value across all organizations!

So, what are you waiting for?

Take the next step to adopting advances research software solutions! RealTime Software Solutions can transcend organizational boundaries, improve efficiency, and act as a seamless portal for all site operations.

RealTime-CTMS can function on a single site, multi-site, or enterprise level. With add-on features such as eDOCS, eSOURCE, TEXT, and SitePAY, RealTime can deliver the one-and-only Site Operations Management System (SOMS) for an end-to-end solution.

To learn more about going paperless, fill out a CONTACT FORM, or call 210-852-4310 to speak to an expert today!

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.