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