Clinical research network · Florida
Cutting clinical research intake from four days to four hours
Three study sites, two CRMs that did not talk, and a four-day intake. Here is what one private platform changed.
3 study sites · 200+ active patients
- 4 days → 4 hrs
- intake to assignment
- 3
- study sites unified
- 1
- platform replaced 3 tools
- 30 days
- to live
The challenge
Patient data lived in spreadsheets, a shared inbox, and two CRMs that did not talk to each other. Coordinators across three study sites spent their days chasing status instead of enrolling patients.
From first contact to study assignment took about four days, slow enough that eligible patients lost interest or enrolled elsewhere.
What we deployed
We deployed a private platform that unifies intake across all three sites. New patients are captured once, screened against study criteria, and routed to the right coordinator the same hour.
A Chief of Staff agent watches the whole pipeline and surfaces anything stuck, so nothing waits in an inbox for someone to notice it.
Patient intake to study assignment dropped from 4 days to 4 hours. Coordinators stopped chasing spreadsheets.
The results
Intake-to-assignment dropped from four days to four hours. Coordinators stopped reconciling spreadsheets and went back to working with patients.
Two disconnected CRMs and an Excel tracker collapsed into one system the network owns.
What it retired
- Excel-based patient tracking
- shared inbox triage
- two separate CRMs that did not talk
replaced with one platform · $2,400/mo
agents deployed