Category: CTMS

24 Mar 2016

ClinEdge Announces Partnership with RealTime Software Solutions

Innovative Partnership Will Yield First-of-its-Kind Platform In Clinical Research Industry

January 08, 2016 10:00 AM Eastern Standard Time
BOSTON–(BUSINESS WIRE)–ClinEdge LLC, a leading business development and marketing company in the clinical trials industry, announced today that it has selected RealTime Software Solutions as its preferred technology vendor.

“We have chosen to establish a partnership with RealTime because their platform is more user-friendly than any CTMS we have seen. RealTime also features extensive capabilities in electronic regulatory documents and remote monitoring, which our sites and Alliance Partners have been requesting for years.”

RealTime Software Solutions provides a leading Clinical Trial Management System (RealTime-CTMSTM) and has recently released a robust standalone eRegulatory Solution that can also be fully integrated into its CTMS platform. This is the first integrated CTMS and eDOCS solution available to the clinical research industry.

ClinEdge Network, the business development division of ClinEdge, and RealTime will offer site clients within the network access to the first platform that integrates CTMS and e-Regulatory Documents for clinical research sites. ClinEdge site clients will be eligible to receive exclusive, reduced rates to utilize this innovative technology.

“Our network has utilized almost all of the common CTMS platforms,” said Christian Burns, the President of ClinEdge. “We have chosen to establish a partnership with RealTime because their platform is more user-friendly than any CTMS we have seen. RealTime also features extensive capabilities in electronic regulatory documents and remote monitoring, which our sites and Alliance Partners have been requesting for years.”

ClinEdge’s patient recruitment and retention division, ClinEdge Engage, will now implement RealTime as its preferred vendor for patient stipend reimbursement and travel coordination. Through this program, ClinEdge Engage provides travel coordination services to sponsors & CROs for clinical trials in virtually all geographic areas and indications.

This exciting partnership highlights the success and vision of ClinEdge and RealTime and emphasizes their commitment to leading the industry in providing solutions to enhance collaboration, problem solving, and efficiency.

For more information on this release please contact Debo Salami at (857) 496-0054 ext.556 or via email at asalami@clin-edge.com.


ClinEdge LLC
Debo Salami, 857-496-0054 ext.556

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

Growing your database: The importance of collecting full medical histories

So your research site has great marketing campaigns, referrals are coming in and you are keeping track of everything with RealTime-CTMS. You’re even calling potential patients within 24 hours, attempting to contact them multiple times and sending emails.

But something is missing… A complete medical history.

Unfortunately many RealTime sites aren’t utilizing the medical history tab of the patient profile, which is one of the most crucial parts of the system when it comes to growing your database. Collecting a full history is not only important to determine whether or not a subject qualifies for a current study, but crucial for future studies as well.

In the medical history section, recruiters are able to collect a full history of potential subjects including use of contacts and glasses, to a history of cancer, gastrointestinal issues and everything in between.

Users can also collect surgical history, current or past use of medications, and social history such as drug use, alcohol use, birth control and more. Having complete medical histories for your research patients means that pulling a list of patients using the Subject Matching Report will yield results to help you fill future studies. It also brings added value to your site when it comes to CROS’s and pharma companies looking for sites with a solid database of patients.

Start building your biggest asset; a robust research subject database with medical histories. The time invested today will bring your site great enrollment successes tomorrow.

As always, the team at RealTime is here to help you make the most of your site database and answer any questions you might have.

To learn more, visit RealTime-CTMS.com or call (210) 852-4310.

24 Mar 2016
RealTime MailChimp

RealTime-CTMS is Now Integrated with 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.



24 Mar 2016
RealTime Saving Money

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

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


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.





(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:


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


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.


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.





(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.


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.





(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!