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Category: CTMS

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
GlobalPAY keyboard

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

24 Mar 2016
transfer data RealTime-CTMS Clinical Trial Management Systems Software

Do you REALLY own your CTMS data?

Do you REALLY own your CTMS data?

As investigative sites become more sophisticated, more sites are using Clinical Trial Management Systems (CTMS) to manage their site data. This data often includes HIPAA protected subject demographic data, medical and medication history, study-specific enrollment data, financial data, etc. The longer a site uses a system, the more data that will accumulate in their CTMS database. For many sites, tens of thousands of subject records, hundreds of studies, millions of dollars of financial data are all stored in the cloud on their CTMS vendor’s server. But you may be surprised to find out what some CTMS vendors might say if you ask to have a full copy of your data provided to you, even if it is just so that you can have a recent copy of your site’s data.

Some of the most popular CTMS vendors who share the largest part of the market will simply tell you “NO”. One such vendor states that all data can be exported out of their system using the reporting section. But, a full export would take many hours, require dozens of separate custom report builds and would still not provide ALL of the data in the system.

Another popular vendor will ask you “why?” If you tell them it is because you would like to move your data to another system, then they will not send the file. In fact, this particular vendor has an agreement that you must sign in order to receive a copy of your data. This agreement requires the customer to covenant that they will not use the data to move to another system. Without that agreement they will only send you your data 30-45 days after the software contract is cancelled. Even if you request a copy of your data for back-up purposes only, they will not send you a full data set, only a portion of the data.

These vendors are essentially trying to hold customers hostage in their system. Without giving customers their data, they can’t leave.

Sound unbelievable? At the very least, it is definitely a horrible business practice. Shouldn’t sites own their own data and have complete access to it whenever they need it?

There is one CTMS system on the market that feels that these business practices are unacceptable, RealTime-CTMS™. RealTime expressly states in their software contract that the customer shall receive a complete copy of their data upon request. Rick Greenfield, CEO of RealTime Software Solutions, states, “We believe that a great product and excellent customer service is what will keep our customers using our system. If one of our customers feels the need to move to a different CTMS other than RealTime-CTMS™, then we will help them get their data moved over. It’s their business and we are here to support the sites, not hold them back from the tools that they feel are necessary to achieve success.”

If you are looking into a CTMS for your site, be sure to ask about each CTMS vendor’s data policies and find out if you REALLY own your CTMS data!

24 Mar 2016
RealTime-CTMS Clinical Trial Management Systems Software

RealTime Becomes First CTMS to Integrate Text Reminders

Since their emergence on the market, Clinical Trial Management Systems (CTMS) have made it possible for research sites to rapidly respond to the growing complexity of executing clinical research protocols. One such CTMS, RealTime-CTMS™, empowers its customers to enhance productivity and effectiveness by providing a powerful, yet intuitive interface for research staff and site stakeholders. With all of the multi-functions that a site must manage successfully to effectively conduct their studies, a powerful CTMS has become a necessary tool to meet these challenging demands.

Unfortunately, even the sites that have invested heavily in efficient systems still share in a common problem that affects both profitability and protocol compliance: The dreaded NO-SHOW.

Technology to the rescue! RealTime-CTMS™ is the first CTMS software company to offer integrated Text Message Appointment reminders into its CTMS system that allows automated appointment text reminders to be sent to study subjects (RealTime-TEXT™). Additionally, this innovative new feature allows subject text responses to be received back into RealTime-CTMS™ to provide site staff with immediate feedback of subject confirmations, cancellations or other inquiries.

In a recent article published in Applied Clinical Trials, some very compelling statistics were provided:

Recent studies suggest that only 22% of emails are read and that 98% of text messages are read
90% of text messages, on average, are read within 3 minutes
The true results of integrated text messaging are already in as RealTime-TEXT™ customers are already seeing the positive impact that text message reminders are having on their no-show rates. For example, one of the largest multi-specialty sites in the country, Clinical Trials of Texas, Inc. (CTT) in San Antonio, has experienced a greater than 50% reduction in no-show rates as a result of adopting RealTime-TEXT™ into their daily operations. “People wanted to be texted,” according to CTT President, Kay Scroggins, “It puts the appointment reminder in a patient’s pocket or purse without interrupting their day.”

While many appointment reminder methods exist, including reminder cards, phone calls and emails, none have had the level of impact at reducing no-show rates than text message reminders. Having a text solution integrated into a CTMS creates a new level of efficiency for site personnel and leads to increases in subject show rates, further leading to higher subject compliance and increased site revenues.

RealTime-TEXT™ is just one example of how RealTime Software Solutions, LLC is bringing leading innovations to clinical research sites to maximize their efficiency. For more information about RealTime-CTMS™ visit their website at https://www.realtime-ctms.com/.

28 Jan 2016
RealTime-CTMS Clinical Trial Management Systems Software

RealTime-CTMS: Built by and for Clinical Research Sites

Do the increases in protocol complexity, greater regulatory oversight and need for efficiency in clinical trials have you wishing for a better Clinical Trials Management System (CTMS)?

Your wishing may be over as RealTime-CTMS lives up to its name, delivering up-to-date Real Time information as it happens. Although there is no lack of CTMS systems, they are often unpractical and do not provide the features and functionality that is required to track and manage a clinical trial from beginning to end.

RealTime has broken the mold in this respect as a result of its pragmatic approach to development and a new approach to what a CTMS does for its users.

One thing that has been missing from the current CTMS market is a system that works for all departments within a research site, pulling everything together by streamlining operations for a smooth oversight of all trials. RealTime co-founder and CEO Rick Greenfield believes a quality CTMS platform combines workflow management, fast, easy access, little to no maintenance and user-friendly performance.

“Every department within a site, including business development, patient recruitment, regulatory compliance, clinical operations, accounting and upper management have all directly contributed to the various features within RealTime,” says Greenfield. “This has helped us ensure that our software meets the specific needs of every department within a site.”

Greenfield says that other sites that use RealTime are continuing to offer insights and ideas that further help advance the CTMS software, keeping the functionality and features way ahead of the competition.

“We know where we came from and what made us great, so we continue to listen to the end users to improve RealTime-CTMS every day,” said Greenfield.

By doing so, RealTime has based its software around two primary themes: workflow management and communication.

“Our CTMS is not just a clunky database that you throw information into and hope to find a way to get it out later,” said Greenfield. “RealTime provides a streamlined workflow approach that enhances the performance of each user that works in the system. For these end users, RealTime is what drives their day and helps them continue to be successful in every aspect of their job.”

The failure to implement CTMS at many sites is simply due to the fact that there is little or no benefit to the end-user. If the user sees no benefit, then why would they use it?

“Imagine a system that enhances a professional’s job performance so that they actually want to use it,” said Greenfield. “That’s what RealTime is all about.”

Accurate data collection, organization and reporting along with the ability to deliver study progress, site-wide communication and financial updates are just some of the top features of RealTime software.

“The overall goal of implementing a CTMS system is to save time and money through efficiency, increase performance and to drive quality,” said Greenfield. “RealTime does all of these things well and will continue to do so even better in the future.”

Learn More about RealTime-CTMS