Category: Text

05 Nov 2018

5 Ways that CTMS Can Add Value to Organizations

Clinical Trial Management Systems offer essential functionality for tracking study visits, building a robust patient database, managing all study-related financials, and accelerating recruitment.

Over the last decade, the clinical research industry has seen an increase in the use of software systems to perform essential functions, increase efficiency, and reduce costs. Site-based CTMS systems play a large role in the move to advanced systems and processes that are re-shaping how research gets done.

How can CTMS add value to organizations?

  1. Recruitment Tools

Utilizing the vast number of recruitment tools within RealTime-CTMS enables sites to consistently meet enrollment goals and become a top-enrolling site. RealTime’s powerful features allow advertisement campaign integration with traditional media, Facebook, SubjectWell, website landing pages, and personalized mass study alerts.

  1. Build Your Database

With these advanced integration features, new study leads will flow into your CTMS database while simultaneously notifying staff. Staff can manage lead follow-up activity with attention to detail. With a robust database, sites can run detailed criteria searches to identify potential subjects for new studies. Be the first to screen and enroll qualified subjects.

  1. Improve Site Efficiency

From scheduling subjects, managing study documents, leading recruitment, and tracking study visits, to ensuring accurate accounting and timely sponsor payments; RealTime-CTMS will streamline the workflow of your site while ensuring critical site processes are maintained.

  1. Software Integration

Powerful integrations with other systems bring even more value to RealTime-CTMS.  For business development, RealTime can seamlessly connect to Devana Ignite for Sites.  For recruitment, integration can connect with Facebook, Instagram, SubjectWell, websites, Twilio and more. This will give you advanced recruitment tools that no other CTMS can offer.  Integrations with EMR/EHR systems can also streamline the flow of data between your hospital/medical practice and research activities in RealTime.  Embracing and cultivating new integration opportunities is just another way that RealTime is leading the CTMS market.

  1. Track Financials

Track study costs, reimbursements, and all other financials related to study activities with RealTime-CTMS. Subject stipends can also be easily loaded onto reloadable Visa/Mastercards with RealTime’s SitePAY solution.

Take your organization to the next level and add value to the clinical trial process from start to finish. Introducing CTMS, but more specifically, RealTime-CTMS can transcend organizational boundaries, improve efficiency, and act as a seamless portal for all site operations.

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

To learn more about adding value to your organization with RealTime Software Solutions, call 210-852-4310, or visit www.realtime-ctms.com

24 Oct 2018

Key Takeaways from SCRS 2018

Assembling for a cause

Global Site Solutions has provided a centralized hub where sites, sponsors, and CROs can gather and network. For the past 12 years, Global Site Solutions Summit has given participants the opportunity to promote and build their business, share best business practices, attend insightful workshops and seminars, and develop new partnerships and relationships along the way.

Powerful words

In an eye-opening discussion with Shielia Nagley, she describes her husband’s constant battle with Alzheimer’s Disease and how they discovered the benefits of clinical research.

“Participating in research is the only way we can advance medicine.” -Shielia Nagley, advocate for husband and Alzheimer’s patient, Bill Nagley.

“You give us hope,” Nagley concluded, speaking to researchers, site directors, and those in between.

In a follow-up conversation with Rick Greenfield, we asked him a few questions on his takeaways from the conference.

RealTime-CTMS CEO, Rick Greenfield, speaks at Global Site Solutions Summit 2018 in Boca Raton, FL

How do you feel that RealTime is contributing to the advancement of medicine for patients like Bill Nagley?

“I feel that RealTime is a playing an increasingly important role by bringing advanced efficiencies for Sites, Sponsors and CROs with innovative software technologies such as eSOURCE, eRegulatory, CTMS, patient travel portals and so much more.  By improving the research process and increasing the flow of data and processes between all parties, we can find effective treatments and cures faster than ever before.”

What was your favorite part of the SCRS experience?

“Learning from and networking with all of the amazing professionals in our industry and  Seeing their excitement as my team would showcase the features and capabilities of our software solution.  We always receive great ideas for advancements that we take home to incorporate into future systems.”

Where do you see the clinical research in the next 5 years?

”Systems will connect with each other like never before and data will flow faster than ever. Advanced systems will not only create powerful integrations and increased efficiency but will greatly reduce errors and improve compliance. RealTime is very excited to be on the forefront of this change and to lead the charge to a powerful paperless future for our industry.”

Shannon, Ted, Elise, Nathan, and Rick from RealTime Software Solutions attended SCRS 2018.

If you missed RealTime at SCRS, our team is also attending MAGI West this October 21-24, 2018 in San Diego, California. Learn more about solutions including eSOURCE eDOCS, CTMS, TEXT,PAY and GlobalPAY that are leading our industry into the future.

Learn more about RealTime solutions HERE or call 210-852-4310 to speak to a RealTime expert!

13 Jun 2018
What does STOP mean for your site?

Texting STOP doesn’t mean to cease contact with your patients

STOP. It is such a forceful word. We hear it and we immediately tend to stop whatever it is we are doing and go the opposite direction.

As a RealTime-TEXT customer you’ve probably had many potential patients respond STOP to a text message, but what does that mean? Spoiler alert: it does not mean the patient doesn’t want to be contacted at all or ever. To give you some insight, here is how the auto-text is setup and why STOP doesn’t mean to cease all communication with a potential patient.

Here is an example of RealTime’s automated text that is sent to all applications when the SMS checkbox is checked and an indication is set up for each study:

Thank you for your interest in the [insert indication] study at [site name]. Please reply with the best time to call or call us [site phone]. Text STOP to opt out.

STOP in this instance simply means, STOP TEXTING ME. Some people, me included, don’t always like to get salesy text messages and although unlimited texting is a common ground for some of us, others have to pay for text messages received and therefore, opt out of texts.

The STOP reply in this instance doesn’t mean that the patient isn’t interested in receiving a call, email, IM or other form of communication regarding study participation. It simply means that they don’t wish to be contacted via text message.

If a patient opts out of your marketing efforts, you should never opt them back in manually. (This is against FCC guidelines) In order for them to re-subscribe to text message marketing, they will have to text RESUME to the same short code.

*Note: When a patient has opted out from text message marketing, they will automatically receive a follow-up text with instructions to re-subscribe.

Ex: You have opted out and will no longer receive messages from this service. Reply RESUME to subscribe. *

To further understand the anatomy of an automatic reply, here is a breakdown of the main four components:

Anatomy of an automated text message

  1. TEXT Subject: Texts like any other form of communication have to address a specific topic and answer the question: “Why am I being contacted?”
    In the sample above, a potential patient has reached out to your site through your website application form or even a social media ad and will receive an automatic text message. The introduction of this text message has to be relevant to your subject in order for them to respond appropriately.
  2. Sender: This portion of your text message has to answer the question: “Who is sending this to me?”
    A potential patient might be more likely to respond and engage with a text message if they know the sender. As previously stated, this potential patient has actively engaged with your site via website or social media. Therefore, they should be able to recognize the sender.
  3. Contact information: Your text message has to give a potential patient the tools to reach out to the site.By providing your phone number you will accomplish three things:1. Give patients another way to reach out to you with questions about your studies.
    2. Build rapport with them by providing a piece of information about your site.
    3. They are more likely to answer your phone call because they will recognize the phone number.
  4. Opt-out option: All marketing outreach is regulated by the Federal Communications Commission (FCC) and they require ALL marketing texts to include an option for recipients to opt-out of marketing at any time.

 

Texts are an effective way to communicate with your patients and reduce your no-show percentage and improve patient retention rates. If you have any questions about RealTime-TEXT call (210) 852-4310 or text PAPERLESS to 74-121 an experience how RealTime-TEXT works!

24 May 2018
Marketing Text Messaging: Are You Compliant?

Marketing Text Messaging: Are You Compliant?

It’s no secret, we are addicted to our phones. We are constantly engaging with new apps, text messages, and social media outlets. According to the New York Post, Americans check their phones every 12 minutes!

Consequently, being on our phones has increased the amount of advertisement we are exposed to. So, how do you get in touch with your patients to remind them of their appointments or notify them of new enrolling studies? Well, the answer is text!

The average person will read a text message within three minutes of receiving it. Texting will allow your site to deliver personalized communication to your patients in a matter of seconds! What better way to build a strong and lasting rapport? Additionally, TEXT reminders are proven to reduce no-show percentages and improve patient retention rates.

Incorporating text into your marketing and communication strategy seems like a no-brainer, right? Although we do recommend your site to adopt a TEXT outreach strategy as soon as possible, we also would like to emphasize that there are certain regulations and procedures you have to follow before sending that first TEXT.

All marketing efforts are regulated, and TEXT messaging is no different. The Federal Communications Commission or (FCC) has established several guidelines that all organization utilizing TEXT messaging as a marketing avenue need to follow.

Here’s what you need to know:

  1. Short Codes vs Long Codes: Short codes are 5 or 6-digit numbers assigned and administered by the US Common Short Code Administration (CSCA). The short code can be used across multiple wireless operators within the borders of the country. Once a short code is established, your site will be able to send mass marketing texts, direct texts and picture messages to opted-in patients; additionally, the code will be able to receive replies from patients.
    Long codes, on the other hand, are “virtual phone numbers” composed of 10 digits and have similar capabilities to a landline or mobile phone numbers such as voice, SMS, and fax. Long codes should only be used for appointment reminders and information related to the study the patient is currently enrolled in such as diary entry reminders.

    What does this mean for your site?

    You are only allowed to send mass TEXT messaging and marketing to your patients if they’ve opted-in to your marketing efforts through written consent or if they responded to other marketing efforts (i.e., automated Keyword opt-in) by texting the short code directly. Your marketing efforts can only be sent through the short code the patient agreed to receive text messaging from and all texts should offer the recipient a way to opt out.
    Ex: Thank you for your interest in our study. Please reply with the best time to call or call us 222-222-2222. Text STOP to opt out.

    On the other hand, you can send any appointment reminders through a long code and you will need verbal or written consent from the patient. One consent will not cover both long code and short codes. If you are including a consent in your forms, be sure to specify the type of texts that patients will be receiving.

  1. Keywords: Consider establishing a unique marketing keyword to promote on various marketing channels. For instance, your site could post flyers around the waiting area with instructions to text your keyword to receive study alerts from your site. Keywords can help build your database and open up new channels for engagement and recruitment.
    Ex: Text “STUDY” to 74-121 and receive TEXT notifications of our upcoming research studies.
  2. HIPAA compliance: All your marketing efforts should be HIPAA compliant. For more information, visit the FAQ section on HHS.gov that covers HIPAA guidelines related to marketing outreach.
  3. Marketing Strategy: Text marketing should complement your overall marketing strategy and should be one of many ways you engage with your patients. Send your patients text messages when it is relevant to their interests and be sure to include a call-to-action on all marketing efforts. There is a fine line between building a rapport with your patient and intruding. You want to respect their privacy and show them that you care about the safety of their information.
  4. Cost: Different carriers have varying costs when it comes to mass texting. Research the costs involved with leasing a short code and sending mass texting. If some costs will be charged to the patient, include the relevant information in your consent form. Consequently, if you are hiring a third-party platform, make sure you are aware of all hidden costs and their capabilities. Will they charge you for each individual text message? Do they have a shared short code? Are the platforms HIPAA and FCC complaint?

Text messaging can be a great asset to your site! It may help you build a long-lasting relationship with your patients and keep them informed of your upcoming studies. However, being compliant and following the established guidelines is a must! Luckily, RealTime has done all the research for you! If you are thinking about adopting text messaging, call us at (210) 852-4310 or text PAPERLESS to 74-121 to learn more about how to be compliant and how we might be able to help with your marketing efforts!

14 Nov 2017

PATIENT RETENTION TIPS FOR THE HOLIDAY SEASON

The holidays are upon us. As Thanksgiving and Christmas approach, you’ll most likely see your patient retention rates drop. While we are all looking forward to the Holidays and spending time with loved ones, subject no-shows can have a negative effect on your trial and your site’s bank account.  So, how can you motivate your patients to show up for their appointments?

  1. Send them a TEXT

Family gatherings and holiday shopping sprees are time-consuming and may be keeping your patients away from the clinic. They might have even forgotten about the scheduled appointment! Reduce your no-show rates by sending them an appointment confirmation TEXT. The patient will most likely see the TEXT since TEXTs are opened about 98% of the time.  This TEXT reminder may be all that they needed to work in their visit.

  1. Show them you care

Go a step further and send all your patients a mass TEXT to wish them a wonderful and safe Holiday Season. Nobody wants to be just a number, show them that you are thinking of them and their well-being.

  1. Pay them on time

Shopping, family gatherings, and dinners can make the holidays expensive. Keep your patients engaged by paying them on time.  RealTime-PAY provides instant payment onto a reloadable VISA card and they can use the funds as soon as they leave your clinic!

  1. Engage with them on social media

Social media allows your company to demonstrate its human side. Encourage your patients to follow you on your social channels. Post daily during the holidays to keep your patients engaged with your site. Let your social media presence fortify the positive perceptions they have of you and your team and let it serve as a reminder of their upcoming appointment.

RealTime is a business built by research staff. We know your struggles because we have been in your shoes. That’s why we have created solutions such as PAY and TEXT to help your site increase engagement and retention rates.

RealTime – TEXT has made it easy for sites to reach patients by sending TEXT reminders 24-hours prior to their appointment and capture subject responses right within RealTime-CTMS. The mass texting feature also allows you to send subjects a TEXT to alert them of their potential qualification for one of your studies.

RealTime-PAY streamlines your stipend payment process while providing your patients with a convenient payment card that’s easy to use. Your cards can be branded with your site’s logo to reinforce your presence in the patient’s mind.

Let RealTime help you keep your retention rates high. Give us a call at (210) 852-4310 to learn more about how our solutions can help your site take patient engagement to the next level!

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
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 http://www.realtime-ctms.com/.