Category: CTMS

28 Jul 2017

Paper Checks Riskier than You Think!

How many checks do you sign each day?

Ten, twenty, fifty?

You issue a check to your subjects after every visit but, how well do you know the person who will cash the check? Can you trust them with your information? Every issued check represents a higher risk of fraud for your company.

It will never happen to my company, you think, but more than 500 million checks are forged annually in the US with an estimated calculated loss of $18.7 billion! If your company becomes a victim of fraud, it can take up to 18 months before the scheme is detected.

Every check you give out has your company’s routing and account number, and an authorized signer’s name/signature. With that information, anyone with a printer and an internet connection could commit fraud against you.

How?

  1. Using information located right on each check that you hand out, fraud is not too difficult:
  • If the person committing fraud simply knows who the authorized signor(s) are, then fake ID(s) can easily be created.
  • Since each check that you send out has the authorized signor’s signature, forgery is as easy as a little bit of practice!
  • Fake withdrawals can be initiated or fake checks created with the above information.
  1. Using chemical washes used to remove the ink to change the check dollar amounts or payee.

 

RealTime-PAY Solution

As previous research site staff, the RealTime team can relate to challenges at the site level. We know about the burdens involved with generating paper checks, the risks associated with this and the long administrative processes. That’s why we have created a user-friendly stipend portal for all sites!

RealTime-PAY has innovative technology that enables world-class security and robust features such as intuitive management portals and subject mobile apps.

How it works:

  1. Give your patients a reloadable Visa/Mastercard that can be used as a debit or credit card.
  2. Once the visit is complete, mark it as ‘complete’ in the RealTime system.
  3. You can authorize the visit payment immediately, or wait and pay all stipends at a later date.
  4. Funds are loaded instantly on to the patient’s card and can be used right away!

Streamlining your stipend payment process, while providing your patients with a convenient payment card will protect your company’s bank account information and company assets.

Simplify processes, maximize performance, increase profits, and security with RealTime-PAY!
To find out more about RealTime-PAY, call us at (210) 852-4310 or click HERE to schedule a 30-minute demo today!

“RealTime has made the running of our research office so much more efficient. The customer service is always courteous, knowledgeable and FAST! We had an issue with fraud at our site and RealTime came along beside us and expedited getting RealTime Pay started at our site. The staff and the subjects love RealTime Pay. It has made stipend payments much easier. Our site also utilizes eDOCS, TEXT and of course, CTMS. We have been very happy with this software. “ –Director of Research, site in Austin, Texas

27 Jun 2017

What RealTime–TEXT Can do for YOUR Site!

As a RealTime-CTMS user, you are likely accustomed to the quick access that RealTime gives you to study and subject information. Our CTMS allows you to easily manage your subject data, study information, study visits, scheduling, financial data, reports, and more.

But did you know RealTime also has a TEXT feature that fully integrates with RealTime-CTMS?

Here is a list of the many benefits RealTime-TEXT offers:

1. AUTOMATED APPOINTMENT REMINDERS:

Research participants, like most of us, are constantly checking their phone. Research shows that 90% of mobile users read a text messages within three minutes of receiving them, so what better way to stay connected with your subjects than through a text?

RealTime-TEXT will send automated appointment confirmations and reminders to all scheduled study subjects. These TEXT reminders are proven to reduce no-show percentages and improve patient retention rates.

RealTime-TEXT reminders are sent to subjects 24 hours prior to their appointment, allowing them to easily confirm, cancel or reschedule their study visit. Furthermore, study staff receives alerts of subject text responses and all subject responses are documented in RealTime-CTMS in the subject’s progress notes.

2. STUDY ALERTS FOR RECRUITMENT:

By running a subject matching report based on inclusion/exclusion criteria, you can pre-identify subjects in your database that may be interested in upcoming or ongoing trials. RealTime’s Mass Marketing TEXT feature allows you to send subjects a text to alert them of their potential qualification for your study. Subjects can then easily respond ‘YES’ to receive information about the study opportunity.

Additionally, subject TEXT responses will flow back into RealTime-CTMS and notify staff to contact the subject in regards to the study.

3. TEXT KEYWORDS to PROMOTE YOUR SITE

By utilizing a site-specific keyword, you can build your database and give your patients a way to sign up for future study alerts. A keyword of your choosing can be utilized by your site and marketed to potential study volunteers in your local community. Those that are interested in receiving study alerts can simply text your keyword to your TEXT short code, requesting to be added to your database. Your staff will be notified of the TEXT received and be able to follow-up with potential study subjects to set up their profile and study alerts. Keywords make building your database even easier!

Here’s how it works: Your site chooses a site-specific keyword; for example, STUDY, LUPUS, ACNE or COPD. This unique keyword can then be used in advertising campaigns or displayed throughout the clinic to prompt patients to text the keyword and sign up for study alerts.

Advertising example:

When the subject sends the keyword via text, they will receive an automatic response and your site will receive an email notification from RealTime-CTMS like the one below to contact the subject for further screening.

Email sent by RealTime-CTMS:

As you can see, RealTime-TEXT does so much more than just send appointment reminders. RealTime’s two-way TEXT communication keeps you connected with your database of subjects, increases retention, decreases no-shows, provides study alerts and more!

To find out more about adding RealTime-TEXT into your RealTime-CTMS, call us at (210) 852-4310 or click HERE to schedule a 20-minute demo today!

24 Mar 2016
edocs RealTime-CTMS Clinical Trial Management Systems Software

4 Steps to Standardize and Centralize your Regulatory Binders

Clinical research sites typically conduct studies with multiple sponsors/CROs.  While this is great for generating revenue for the site, it can be a major challenge to manage regulatory documents across sponsors/CROs. Filing within regulatory binders across multiple studies tends to be inconsistent and very redundant.

Adding to this issue, paper-based processes associated with regulatory binders is inefficient and very time-consuming.  At smaller sites, investigators may struggle keeping up with regulatory filing and clinical research coordinators are forced to spend terrible amounts of time performing clerical tasks (e.g., completing paperwork, printing, filing, routing forms, collecting signatures, etc.).  Most research sites would agree that this time would be better spent recruiting study subjects and conducting study visits.

realtime edocs
Great processes and electronic systems can lead to greater efficiency.

As research sites grow in size, they typically establish dedicated regulatory specialists that remove much of the regulatory burden from research coordinators and investigators.  This is a great move for sites to make but this doesn’t solve the regulatory problem.  Instead of making the regulatory process more efficient, the workload is merely shifted to another team member.  This burden dramatically limits the amount of studies that a dedicated regulatory specialist can manage.

What if sites could streamline the regulatory process, allowing investigators and research coordinators more time to dedicate to the success of their studies while also providing regulatory specialists the ability to manage additional studies?  A simple remedy is to standardize and centralize regulatory processes across studies.  This can be achieved in four steps:

  1. Create a standard table of contents (TOC) for your binders and use it across studies. Having a standard TOC will create familiarity for your staff and make filing more efficient.
  2. Create a central filing system for training and qualification records. Instead of participating in redundant filing across studies, maintain one central location to include CVs, licenses, GCP training, and other general records.  Sponsor/CRO monitors can access this central location as needed during monitor visits.
  3. Create a standard operating procedure (SOP) outlining your new process and ensure that all of the site’s regulatory SOPs are standardized across studies. Yes, sites may receive pushback from some sponsors/CROs but SOPs help keep your new process running smoothly by providing the site more ground to stand on.  It’s important to articulate the site’s processes to your monitor in a way that is easy to understand.  Ultimately, this new process is a benefit to sponsors because it increases quality and efficiency at the site while allowing the study team more time to schedule and conduct study visits to meet recruitment timelines.
  4. Adopt an eRegulatory system to create efficiencies at a higher level. A site-centric eRegulatory system, such as RealTime-eDOCS, allows sites to dramatically reduce costs associated with paper, supplies, working hours, and physical archiving.  Using electronic signatures alone can save sites countless time routing documents and gathering signatures.  To take full advantage of an eRegulatory system, it’s important for sites to adopt the entire system and move as far as they can towards being completely electronic.

With standardized processes at the site-level combined with technology, the industry is moving towards increased quality and efficiency.  With this increase, sites have the opportunity to become streamlined while ensuring the long-term viability of their business, and sponsors/CROs continue to gain access to highly dependable research sites.

By: Nathan Levens, BS – eDOCS Product Manager, RealTime Software Solutions, LLC

24 Mar 2016
RealTime MailChimp

RealTime-CTMS is Now Integrated with MailChimp!

RealTime-MailChimp

Thats right… RealTime can now connect with MailChimp to auto-populate subject and sponsor/CRO email distribution lists for business development and community outreach.  With this integration, when you add a business contact or research subject into your RealTime-CTMS database, or even if they apply online through RealTime’s web-integration, the contact is automatically added to MailChimp.  This means that every day, your email campaign lists will grow as your database grows.  Your connection to the community will build, leading to increased enrollment power in the future.

Email marketing really works, especially when utilized correctly and effectively.  RealTime personnel know how to set up website integration, MailChimp integration, email campaigns and a whole lot more to help your site recruit better.  Call us today! (210) 852-4310

Oh yeah… and this new feature is NO EXTRA CHARGE, we just threw it in there for you.

This MailChimp integration is just one more way that RealTime continues to collaborate and build upon its leading CTMS capabilities. Call RealTime Software Solutions, LLC today to see what makes RealTime different from any other CTMS.

 

Rock-On

24 Mar 2016
RealTime Saving Money

Give Your Site an Instant Revenue Boost – Track Every Dollar!

RealTime-Saving-Money
RealTime-CTMS will make tracking every dollar possible at your site.

So many clinical research sites are looking for ways to increase their bottom line.  Budget negotiations are one area of focus as sites around the world are fighting for fairer compensation for the work involved with conducting clinical trials.  But one of the most common reasons that money gets lost at research sites is due to the fact that they don’t fully account for all of the work that is being done, and they don’t track every dollar to make sure that the sponsor pays in full.  This is an area where RealTime-CTMS, a leading Clinical Trial Management System built specifically for clinical research sites and institutions, can make a huge difference.  RealTime was built by site professionals that know the nuances of the clinical research business and how to best navigate the challenges presented with accounting for all of the different sponsor/CRO budgeting terms that a site has to work with.  Most sites get an instant raise when they switch to using RealTime-CTMS because they can finally track every dollar, invoice, collect and reconcile.

In addition to simply accounting for those precious dollars, RealTime also increases efficiency in all departments, leading to increased production.  Recruiters will recruit more, coordinators will see more subjects, accounting personnel will be able to track every dollar with ease and managers will have valuable performance data that they need to keep operations maximized.

All of this is possible with RealTime-CTMS and its many features including RealTime-TEXT, a fully integrated appointment text message reminder system, and RealTime-PAY, an integrated stipend reloadable card payment system.  Our newest feature is an integration with MailChimp to allow for auto list population with site subjects and sponsor/CRO contacts for business development engagement activities.

No CTMS can do what RealTime-CTMS can.

If you would like to see the difference, call RealTime Software Solutions, LLC at (210) 852-4310 or visit our website at www.realtime-ctms.com.

24 Mar 2016
Database RealTime-CTMS Clinical Trial Management Systems Software

Site Recruitment Success – Building a Robust Subject Database

Database-Image

When sponsors and CRO’s talk about good sites, there is a huge amount of emphasis placed on one critical factor; the ability of a site to meet recruitment goals. One misconception that sponsors and CRO’s seem to have is that research subjects come out of a doctor’s own practice. There are always exceptions, and certainly some doctors are able to successfully refer subjects to a handful of studies, but typically doctor referrals represent a small fraction of the overall enrollment into clinical research studies. Adding to the challenge, sponsors and CRO’s often provide inadequate advertising budgets or central recruitment campaigns to aid sites in locating qualified subjects from within the community. So sites are left with the challenge of figuring out how to meet their enrollment goals with inadequate resources from the start.

Some sites have figured out that there is a potential solution to these recruitment woes. The solution is to cultivate a robust, searchable database of research subjects complete with full medical histories and demographics that can be queried for qualified subjects at the start of each new study. Depending on which resource you reference, roughly 2% of the general population participates in clinical research, so identifying and connecting with that 2% is critical to enrolling a broad range of studies.   Sounds simple right? I would bet that most site owners or managers that are reading this are saying, “yeah, we do that!”

But are you really doing it effectively? How many active records do you have in your research database? Are you coding full demographics and medical histories for each new subject added to the database? Are you attracting new interested subjects to your site and adding new subjects to your database at an adequate rate to support your study enrollment needs?

Attracting new research subjects to your site and studies is a matter of effective advertising and branding utilizing every potential advertising avenue available. How to successfully advertise and brand your site is a topic for another day, but let’s assume that you are already on top of your advertising and the phones are ringing with interested subjects and website applications are pouring in. How are you going to handle the workload associated with connecting with these volunteers and coding their information into your database? You need a fast, user-friendly CTMS system that makes this coding process quick and easy. If you don’t have a fast and easy way to code the information, then your staff will not be able to keep up and you will never be able to build a meaningful database. Imagine if you added 20 to 50 complete subject records into your database every single day for the next year. That would equate to between 5,000 and 13,000 new, searchable subject records each year!

RealTime-CTMS has an intuitive interface and a proprietary method for capturing subject data, tracking study leads, and building a powerful subject database.   RealTime-CTMS also has a comprehensive and robust search capability that allows sites to perform detailed searches on their subject database to locate subjects that are most likely to qualify. Search results can easily be added to email lists or study recruitment rosters for outreach and recruiting activities.

No other CTMS system will contribute to your sites recruitment success like RealTime-CTMS. Call RealTime to learn more about how streamlined and easy it is to build your site database and recruit like a pro. We can set up a personalized web-demonstration for you and your staff.

RealTime Sites: Recruit Fast, Run Better, Perform Higher

24 Mar 2016
RealTime-CTMS Clinical Trial Management Systems Software

What Makes a Good Site CTMS?

What Makes a Good Site CTMS?

[by: Rick Greenfield]

In the course of searching for a good CTMS solution, many site stakeholders are faced with the challenge of determining which of the CTMS products currently on the market are going to be the right fit for their site and personnel.   What makes evaluating and selecting the right system even more challenging is that many site stakeholders have medical or coordinating backgrounds, hardly the right qualifications to evaluate software for the purposes of business management. So what makes a good site CTMS? Since a CTMS is an information system, there are some simple principles related to information systems that one can consider to best answer this question:

Principle #1: Staff Adoption is Key. Adoption of an information system within an organization is one of the biggest challenges; therefore, make sure that your staff is a part of the vetting process and let them play a major role in deciding which system to implement. The biggest challenge to implementing a new information system is getting staff buy-in so that they will invest the time and resources into implementing the CTMS into their daily tasks. If they do not want to implement a system because they don’t agree with the system chosen, then you have likely failed before you even get started. There are hundreds of sites around the world paying for a CTMS that is either not being used or completely underutilized.

Principle #2: Know what makes software POWERFUL. Don’t let phrases like “ours is the most powerful” or “our system does more” put undue influence on what “powerful” and “more” should really mean. “Power” is combination of capability and usability. Just because a program can perform and theoretically do more, doesn’t mean that users will readily access and use those functions unless they are integrated into the interface in an intuitive fashion. It is best to evaluate what functionalities the software has that will truly be a benefit to your organization and productivity.

Principle #3: Know what user-friendly and intuitive really mean. If you can’t figure out how to use a program with little to no training, then it is not user-friendly. Of course, every system may have some higher-level complex functions on the back-end that require specific training, but on the front end, users should be able to click around and find what they are looking for. Further, the functions within the CTMS should enhance user-performance, not detract from it. An information system should not just be a data-entry tool, but also a tracking, workflow enhancing, information-providing system. The best test… play around in demo-versions of CTMS software and see which one is easier to “figure out”. If you can figure it out, then so will your staff.

Principle #4: Market share is not a fair evaluative criteria in this market. Many site stakeholders simply choose a system that most of the other sites are using. But many of the CTMS systems that older sites are using have been around for a very long time and those CTMS vendors enjoyed an era where there was little or no competition. In other words, older sites didn’t have a choice… but you do! There are new systems on the market that incorporate the latest software principles and technology that make them fast, user-friendly and powerful. This is your chance to stay ahead of the competition!

Principle #5: Make sure you are not LOCKING yourself into a system. All CTMS vendors require a contract, but many of the CTMS vendors hold their customers “hostage” in their system. When their customers want to switch, they will not provide a copy of the data to their customer in a timely fashion or at all so that they can move to another system. Make sure that the vendor that you select will provide you with a copy of your data upon request with no questions asked. Make sure that there is a clause in your license agreement that speaks to this.

With the above basic principles in mind, you will be well on your way to finding the best CTMS for your site! Call RealTime-CTMS to see one of the newest and most user-friendly CTMS systems on the market.

RealTime-CTMS

RealTime-TEXT

RealTime-PAY

realtime-ctms.com

(210) 852-4310

24 Mar 2016
Advertising Campaigns RealTime-CTMS Clinical Trial Management Systems Software

Site Recruitment Tactics – Linking with CTMS

Site Recruitment Tactics – Linking with CTMS

[by: Rick Greenfield]

There are many clinical research sites that have discovered the benefits of web-based advertising for study-specific recruitment, general site branding and database building. Most sites are not linked up with a CTMS to track the effectiveness of individual advertising runs and manage outcomes of every single lead in an organized and productive fashion. There are very specific tools that you will need as a site owner to effectively recruit like “the big boys do.” Here is the list:

  • A knowledgeable employee, contractor or agency that can manage: Hootsuite, Facebook, Google AdWords, Yahoo, Bing, MSN, Craigslist, Google Plus, Instagram, mass media ad placement, etc.
  • A knowledgeable employee, contractor or agency who has the ability to create professional-looking flyers, web ads, print ads, and other recruitment materials
  • An adequate number of phone screeners to handle incoming leads from the web and other incoming communique
  • RealTime-CTMS with website integration enabled
  • An attractive website that attracts clicks to a study listing page powered by RealTime-CTMS

This may seem like a lot, but even smaller sites effectively acquire and manage these resources to fit their size and recruitment bandwidth. Most small sites start with a single Recruitment Manager who has the education and experience to handle most or all of the human skills needed above. The other tools are easily attainable and highly affordable, especially when considering the increased revenue and cost-savings that they provide.

So why is RealTime so critical to this equation? Because no other CTMS tracks recruitment as effectively and efficiently as RealTime-CTMS. RealTime’s tracking includes not only complete website integration and management of each and every lead that is generated by an ad, but also total ad effectiveness tracking down to a cost per enrollee and cost per randomization. While some other CTMS systems claim to manage recruitment processes within their system, these recruitment features are not nearly as robust and are rarely used by their clients. In order to get site users to adopt an electronic recruitment tracking method, the electronic system should add value to the users overall workload and allow for superior time-management through a simple interface and streamlined workflow processes. RealTime’s interface and workflow processes were developed by site personnel with direct site experience and a track record for successful site recruitment at the highest level.

Here are the workflows that RealTime Sites use to maximize their recruitment efficiency:

Infographic-1

1. Web Ad -> Link to Site Website Ad -> Website Applications from Interested Subjects -> Lead Generation Directly into RealTime-CTMS -> Notifications sent to designated staff and CTMS users -> Subject Recruitment Status Tracking -> Ad Results Tracking and Reporting

OR

2. Branded Mass Media Ad -> Subject Website Search or Organic Search -> Website application from interested subject -> Lead populated directly in RealTime-CTMS -> Tracking of subject recruitment status and ad effectiveness continued as above.

OR

3. Phone Call from any ad -> Recruitment Personnel or CRC Ad new lead into RealTime-CTMS -> Tracking of subject recruitment status and ad effectiveness continued as above.

To learn more about the RealTime Process or the full capabilities or RealTime-CTMS, visit their website at RealTime-CTMS.com or call their specialists at (210) 852-4310. RealTime can not only provide the most powerful CTMS on the market, but also the training needed to manage your site to a higher level.

RealTime-CTMS

RealTime-TEXT

RealTime-PAY

realtime-ctms.com

(210) 852-4310

 

24 Mar 2016
RealTimePAY RealTime-CTMS Clinical Trial Management Systems Software

RealTime-PAY™ – Instant Gratification for Research Subjects

According to a recent survey conducted by the Society for Clinical Research Sites (SCRS), greater than 60% of research sites are now paying their research subjects on the same day that subjects complete their visits. As a result, these sites are seeing better subject compliance and lower no-show rates. Most likely, this is due to the fact that subjects know that they will literally walk out of their appointment with money in their pocket.

So why do many sites still wait to pay their subjects? Some sites pay weekly, some monthly, and some wait until the end of the study to pay their stipends. Many site owners state that it is the administrative burden associated with paying stipends that prevents them from paying daily. Having to cut checks or handle cash on a daily basis for stipend payments adds a lot of overhead to the stipend payment process; therefore, many sites elect to batch their stipend payments to a single run per week or per month.

RealTime-CTMS™ has developed a solution to the administrative burden of paying stipends daily. Their new integrated service, RealTime-PAY™, makes paying stipends as easy as clicking a button! RealTime-PAY™ utilizes reloadable VISA cards that subjects keep in their wallet. When a visit is complete the research coordinator or other site designee can simply click a button to “Pay Stipend” for the completed visit, and within seconds, the money is loaded onto the subject’s RealTime-PAY™ card.

RealTime-PAY™ is an add-on feature built into RealTime-CTMS™, so existing RealTime-CTMS™ customers can easily add this new service to their system. Further, many sites report a reduction in overall administrative costs using a reloadable card system. To find out more about RealTime-CTMS™ and RealTime-PAY™, contact RealTime Software Solutions, LLC at (210) 852-4310 or visit realtime-ctms.com.

24 Mar 2016
your website RealTime-CTMS Clinical Trial Management Systems Software

Website Integration with RealTime-CTMS

Website Integration with RealTime-CTMS

[by: Rick Greenfield]

Most clinical research sites have a website to provide sponsors and potential subjects information about their facility, staff, and enrolling studies. According to a survey conducted by PEW, 87% of American adults use the internet. Failing to focus on a strong web presence could hamper a sites ability to be successful at enrolling their studies. The most successful sites provide a list of enrolling studies on their website and a way for potential subjects to “apply” for a study that they are interested in.

One of the biggest challenges that sites face is to keep their website study listing page up-to-date as studies come and go. Furthermore, keeping up with subject applications that come in from the website can be a cumbersome task, depending on how those applications are received and routed through the organization.

Infographic

Web Integration

There is one solution that will make ALL of these processes seamless and easy: Website Integration provided by RealTime-CTMS. RealTime-CTMS can actually link up with a site’s website to automatically display a list of enrolling studies along with IRB approved flyers and study-specific information. Once this link is set up, CTMS users can easily add and remove new studies using a simple interface within RealTime-CTMS. No html code knowledge is required and no web developer assistance is needed. Additionally, RealTime’s Web Integration tool creates a study-specific page that allows site recruiters to link Facebook, Google Adwords and other web advertisements directly to, and therefore, create a streamlined path for potential subjects to locate and apply for studies. With these features in place, web traffic can be funneled to the site’s website and applications can start flowing in, all with no web developer costs.

The best part is that study applications don’t just land in an inbox, they actually land in the RealTime-CTMS system as “NEW Subject Applications” on the study in which the subject applied for. Internal alerts and email alerts are sent out to site designees to ensure that the new application is seen and followed up with expeditiously. No other CTMS except RealTime-CTMS can do all of this!

All of the functionalities that are described above are embedded within the research site’s own website and not part of some other webpage on some other server, so the website user experience is seamless and users are never redirected to another website for study listing.

To see just how seamless RealTime-CTMS Website Integration really is, visit realtime-ctms.com or call (210) 852-4310 to schedule a web demonstration. RealTime has the tools you need to manage your site at a higher level.

RealTime-CTMS

RealTime-TEXT

RealTime-PAY

realtime-ctms.com

(210) 852-4310