Category: Recruitment

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

Leverage Your Website to Recruit Subjects



By: Rick E. Greenfield – CEO, RealTime Software Solutions, LLC

One of the greatest challenges facing clinical research sites around the globe is meeting recruitment goals for clinical trials.  As protocol complexity has grown, so has the challenge of meeting recruitment goals on time.  Depending on the study indication and protocol complexity, sites may have to phone-screen upwards of 100 potential subjects just to randomize a single study volunteer.  With this reality, sites should leave no stone uncovered and continually find innovative ways to pull more potential subjects out of the community.  One source of study subjects that is often underutilized, or in some cases completely overlooked, is the company website.  Most of the site owners that I talk to don’t view their website as a great source of study volunteers, but the reality is that a good plan to leverage the company website for recruitment will lead to dozens of daily applications that will accelerate recruitment and build the site database faster than ever.

In this article I will provide a step-by-step guide to making your website one of your most powerful recruitment tools.  There are a few pieces of the puzzle that will cost a few bucks, but these investments will pay huge dividends in the future.

Step One – Create a branding strategy:  Decide who you are, what your message is, and what you look like.  This is the first part of branding.  You need a unique company name, a professional logo and a catchy slogan such as, “Leading the Search for Better Health”.  A good website domain name that is easy to remember and not too long is good to have as well.

Step Two – Build a great website:  The great thing about a website is that every website is different and is the perfect tool to express what makes your research site great.  Your website can educate the community about research, explain why participating in a study at your site might be a great experience, and showcase currently enrolling studies at your site.  Using your unique logo and slogan, build a nice website that caters to the local community.  Instead of pictures of syringes and test tubes, use “people” pictures depicting a cross-section of the community enjoying life and smiling about their health.  A few doctors and nurses are OK, but you want pictures that local residents can identify with that make them feel excited to know more about your services.  Your website should have at least have the following elements:

  • A simple non-cluttered homepage
  • A clear and very conspicuous link or button to access a list of enrolling studies.
  • A study listing page that showcases each study with a brief description of the study and a link to “See Study Details”.
  • A study-specific details page for each study that preferably displays a colorful IRB-approved flyer and more information about the study.
  • A form application whereby volunteers can submit their contact information to be considered for participation. This information should be limited to only first name, last name, phone #, and email address.  Asking for detailed information such as medical history, or too much contact information, will lead to fewer applications.
  • A great “Contact Us” page that provides clear contact information, phone #, and your address (with online map embedded).
  • A page dedicated to study participation that includes reasons to participate, benefits and any site-specific processes that enhance the research participant’s experience. You may want to consider adding information from CISCRP showcasing the altruistic value of participating.
  • Make sure that the website is mobile-friendly! This is one of the most important features.  Your website should auto-scale to whatever device it is being viewed on.  More than 65% of all web traffic is now over mobile devices such as tablets and phones, so be sure that mobile visitors have a great experience as well.

Step Three – Brand your website and direct traffic to it:  All of your study flyers, company brochures, business cards… EVERYTHING should have your logo and website address very clear.  With all of the money that you spend to promote your studies using sponsor-approved ad dollars, you should be building a brand in your community. Many sites have their own annual branding budget to further market their site and primary study indications.

Step Four – Use online media to promote your studies:  Use promoted Facebook Ads, Google AdWords, Craigslist and other online mediums to advertise your studies online.  Ads should link directly to the study-specific pages on your website and provide a “sign-up” form to apply for the study.  Knowing how to effectively utilize these marketing platforms requires experience and training, so you can either take the challenge on yourself, hire a marketing/recruitment specialist, or outsource these services through an ad agency.  The goal is to use the powerful tools within these marketing platforms to specifically target subsets of your local community and market your studies to them.  If you are successful, interested volunteers will click on your online ads and be re-directed to your website’s study-specific landing page.  One more click, and these interested parties can apply for your study.

Step Five – Follow-up quickly:  Studies have shown that interest levels of applicants drop very quickly.  If your staff waits more than 24 hours to respond to an online application, the chances of capturing the interest of the applicant has already dropped significantly.  The inbox where applications are delivered should be closely monitored and applicants should be followed up with very quickly.

In Summation:  Build and brand an awesome website, target local residents with online marketing mediums, land interested volunteers on a study-specific page, make it easy for them to apply, follow-up quickly.

Another great way to stay engaged with your database of subjects and keep them re-applying to new studies is to stay connected with them through email marketing campaigns that utilize platforms like MailChimp or Contactology.  Monthly engagement emails listing enrolling studies and upcoming studies with links to the various study-specific pages on your website will bring in fresh applications every time.

Sites around the country who are using their website and online marketing effectively are seeing far better results in many cases than traditional advertising methods such as TV, radio and print.  If you are not re-positioning your advertising to online mediums and leveraging your company website, then you are missing out on a huge opportunity.  Effective web-based marketing and advertising is a critical part of any good marketing strategy.  Clinical research is no exception.

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
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
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 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
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 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