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Understanding How Other Research Sites Solve Clinical Trial Challenges

Understanding how your industry peers approach and conquer challenges is a great way to ideate creative and strategic solutions. Sharing wins, key learnings, and process improvements help generate new ideas and introduce new technologies. Learning how other sites approach their work can also support your staff, patients, and sponsors at every point during a clinical research trial. However, finding the right case study to addresses specific needs can be challenging. To help, we’ve compiled a series of cases aligning with the most common clinical research trial challenges:

Trial Site Operations

One site leveraged Clinical Conductor’s data warehouse capabilities and business intelligence (BI) technology to compare data to identify key performance indicators (KPIs). Patterns for improved operational execution quickly emerged, and this site was able to clearly visualize data related to trial selection and conversion. Understanding which trials better patient interest and completion had enabled request for proposal (RFP) prioritization and increased their trial win rate and return on investment (ROI).

An integrated clinical trial management system (CTMS) allows staff to quickly pull reports and real-time data to determine if patients meet necessary requirements. Since deploying the Clinical Conductor CTMS, this site saw a 40% increase in patient enrollment, a 20% increase in overall profitability, and a 53% increase in the amount of additional advertising funds from sponsors.

Patient Recruitment and Retention

Clinical Conductor’s Facebook integration enables lead information from the social media platform to automatically enter into the CTMS database. Learn how this site immediately saw results and reduced prospect outreach time by 85%.

Since implementing Clinical Conductor CTMS, this site saw tremendous improvement in subject recruitment. Through Clinical Conductor, staff reduced time on day-to-day recruitment tasks, enabling more resources to focus on proactive business development. Recruiters were able to save even more time by implementing a voice over internet protocol (VOIP) system, allowing call center staff to call participants from directly within the Clinical Conductor CTMS application.

Successful recruitment necessitates using every tool at your disposal including broadcast advertising, direct mail, and outbound calls. Connecting these external promotions to a CTMS empowers sites to better quantify each tool’s effectiveness and adjust. This clinical research site began inputting all recruitment executions into Clinical Conductor and saved 50% on recruitment by tracking inbound calls to determine what is the most effective.

Patient Experience

Timely and accurate participant payments are necessary for retainment. One site managed all aspects of participant payments through Clinical Conductor by pulling a full range of comprehensive trial-level reports showing study assignments, if they’d been paid, and if any payment needs to be backed out due to participant or study changes. The reports were available on a trial or time basis, allowing easy comparison to sponsor budgets in real-time.

As remote and hybrid studies become more popular, effective participant communication is more important than ever. One trial site used Clinical Conductor’s texting feature for appointment reminders, improving their show rate by more than 10%. The group email capability also helped them notify potential participants of studies early so their qualified patient database took early steps to apply even before outbound calls begin.

Monitoring Protocol Adherence

Many sites are challenged with meeting the out-of-window visit requirements for studies, putting efficacy, sponsor payments, and overall trial results at risk. One site deployed Clinical Conductor to preempt possible missed appointments with reminder calls, adherence supports (e.g., rideshares), and rescheduling when necessary.

Trial Staff Management

While sites typically focus on their CTMS functionality and participant data and trial management, it can also be an invaluable tool to manage staffing efficiencies. Clinical Conductor gave one site a data-driven understanding of their appointment pipeline so they could better schedule staff and facility time. This led to less staff downtime and improved system quality. Another clinical research company used the system to track staff scheduling, activity, and better understand work allocations. This ensures their clinical trial team is not overbooked, leading to better patient care and staff satisfaction.

Analytic tracking provides insights across clinical trial departments. Read more about how this site used data within the Clinical Conductor CTMS system to manage staff allocations. Analyzing participant interaction data clearly showed staff effort and opportunities to enhance utilization. Leveraging data from past studies also allowed comparisons between studies in the same therapeutic area for clues on how to better manage labor and offer more accurate budgets to sponsors.

Transition to Digital

Learn how this major medical clinic significantly increased its regulatory efficiency with Clinical Conductor eReg, leading to a 70% decrease in staff hours to collect financial disclosures. The team easily obtained signatures, sharing them with monitors in real-time via remote access. This eliminated the need to visit the clinic, scan the documents, and send them to regulatory auditors. Many of this site’s studies are regulated by the Food & Drug Administration (FDA), which strictly limits the number of allowable binders. eReg mitigates those barriers, enabling easy storage and access via cloud system.

Transitioning from a spreadsheet-based system to Clinical Conductor CTMS gave this site a streamlined solution and empowered them to triple the number of trials under management with no additional manpower. They integrated financial and study parameters when building new studies, allowing them to automate critical, and often time-intensive, study components such as invoicing, budgeting, patient follow-up, and subject stipends.


Find out how this site recovered $100K in unbilled payments by using historic trial data to visualize billing for both standard visits and optionals. It was in this area – the add-on, separately invoiced payments accounting for demographics such as weight, age, gender, etc. – that the team found significant disparities between charges that were allowed and what had actually been billed.

This site used its CTMS to track finances at the participant, visit, and study levels to truly understand budgets. With a limited understanding of true study costs, leadership had to rely on estimates to negotiate budgets with contract research organizations (CROs) and sponsors. The data insights from Clinical Conductor allowed them to increase profits throughout their system.

With a strong CTMS in place, this clinical trials office (CTO) set up each trial with various elements for the sites to track in real-time and proactively bill sponsors for its work. Each piece of tracked data tied to a financial action so invoices were more detailed, included all payable elements of the trial (which increased revenue) and were processed more quickly resulting in shorter payment times.

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