Category: CTMS

21 Dec 2017

What to look for in a CTMS

Sites have a million things to deal with before, during and after a trial. Coordinators and staff have their plates full every day with paperwork, meetings and hundreds of emails. Starting a new study is not easy, but it can be a whole lot less stressful with the right CTMS.

Choosing the perfect CTMS will help your site become more efficient with just about every aspect of study management and site operations.  A robust CTMS should improve study procurement, start-up, initiation, marketing and recruitment, subject database building, re-marketing and patient engagement, study progress tracking, visit tracking, financial management, stipend management, invoicing and collections, provider payments and even MORE.  But evaluating systems can be challenging, so how do you assess which system has more features and the right features that will truly benefit your site and staff to grow your success?

Things to look for in a CTMS:

  1.  Hosting Architecture: Is the CTMS hosting architecture robust to protect your data and provide excellent performance from anywhere?
  2. Compliance: Does the CTMS hosting meet all of the requirements imposed by HIPAA?
  3. System Integration with Advances Solutions: Can your CTMS integrate with advanced solutions such as Stipend Payment Systems, eRegulatory Systems, and eSOURCE systems? What does that integration really look like?  Is it a true integration where one system from a single vendor houses all of the solutions, or is it a connection between two separate systems that are very different and managed by different vendors?  The latter form of integration has limited benefits and still requires sign-on into multiple systems to manage the functions within each.
  4. Database Growth and Management Tools: Does the CTMS allow you to take full medical, medication and social histories of your patients. Can you run comprehensive criterion searches of your database to locate qualified subjects and reach out to them via email, TEXT, and phone?  Does the CTMS have a complete and user-friendly lead tracking capability?  Does it link up to your website and Facebook to capture applications and build your database faster?
  5. Expert Marketing and Re-marketing Features: Website integration, Facebook integration, Mail client integration, Mass TEXT, Direct TEXT, Auto post-application TEXT are just a few features you can leverage to market your site and receive applications from prospective patients through your CTMS. Sites that have an employ these features will be more successful at meeting enrollment goals than those that do not.
  6. Study Progress and Subject Tracking: Does the CTMS help your staff keep up with study progress and subject visit accruals as well as scheduling of all needed staff and providers to appointments?
  7. Robust Scheduling Capabilities: A good CTMS needs to be able to manage the intricacies of scheduling subjects with needed staff and providers who will be involved in the visit. Multiple calendar options such as individual calendars, departmental calendars, resource calendars and a whole-company calendar can be very beneficial to know who is doing what. Additional features such as Outlook integration, recurring appointments, appointment confirmation reporting and more can be little things that make big differences.
  8. Integrated TEXT options: Whether it be appointment reminders, staff reminders, direct TEXTs to subjects, Mass TEXTs for recruitment, automated TEXTs after web of Facebook applications, not all TEXTing systems are created equal. Be sure and ask about all of the features that the CTMS TEXT features include.
  9. Study Documents and Staff Professional Documents Management: Even if you are not a fully electronic regulatory site, your CTMS should still have electronic document capabilities. Being able to store critical study documents such as ICFs, Protocols, Investigator Brochures, and source documents for all staff and investigators to have access to ensures that doctors and staff can quickly reference these important documents when needed.  Maintaining staff documents such as licenses, certifications, trainings, CVs, etc. can streamline staff and investigator documentation management.  Don’t forget about eSignatures!  Some CTMS systems offer eSignatures and Mobile App capabilities standard!
  10. Reporting is King: Collecting data is one thing, reporting information to measure site and staff performance is another. Ensure that your CTMS has robust reporting capabilities that will help managers and site leadership keep a pulse on production metrics that affect success.
  11. User-friendly and Intuitive Interface: Is the platform intuitive and easy-to-use? This is one of the most critical aspects of a good CTMS. If you don’t have site-wide buy-in and adoption of the CTMS, you will never see the full advantage of CTMS benefits and features.  Be sure to bring your staff into the vetting process and make sure that they agree that the chosen CTMS is going to be the one that makes them more productive and brings the staff together.


Whether you already have a CTMS and are looking for a better CTMS solution, or if you are looking to bring on a CTMS for the first time, we hope that you will consider RealTime-CTMS and the host of fully-integrated solutions that RealTime has to offer. RealTime is owned and operated by prior site owners/operators and has thousands of users around the world providing feedback and ideas for newer, better systems. A great CTMS is not built overnight or without the input and collaboration of those that experience the challenges of running a research site every day.

We encourage you to evaluate all of the solutions available because we are passionate about site success and want you to pick the system that ultimately helps you succeed.  We strive to be the best and we hope that, if you ask the right questions, you will see the unparalleled capabilities and value that RealTime has to offer.

14 Aug 2017

RealTime is Changing the CTMS Industry with First-of-its-Kind New App

Research sites can now access popular eDOCS solution on mobile device with new app

SAN ANTONIO—Want to access site eRegulatory files, sign documents with your thumb print, refer a patient to a study or look up site and sponsor contacts all on your mobile device? There’s an app for that!

RealTime-CTMS launched the first-of-its-kind new app this week that allows site staff to use its popular eDOCS solution from an iOS or Android device.

“No other CTMS or eRegulatory system has mobile capabilities like we do,” says RealTime-CTMS CEO, Rick Greenfield. “The ease at which sites can access pertinent information including inclusion and exclusion information, sign documents using finger print technology and even refer patients directly into the CTMS system can’t be matched.”

eDOCS is a cutting-edge system that can be fully integrated with RealTime-CTMS or used as a stand-alone system. The solution enables sites to go fully digital, eliminating messy regulatory binders and paper work. eDOCS has already made a splash in the clinical research world and with the release of the app, industry leaders are expecting the solution to continue to grow in popularity.

“Everything is going mobile, even the clinical trial industry,” says Greenfield. “With the tap of a button on your mobile device, sites now have instant access to information that would otherwise have to be found in bulky binders and loads of paperwork.”

Some features of the new app include the ability for investigators to sign documents using iOS and Android finger print technologies, easy access to site and sponsor contacts on the go and push notifications that alert investigative staff that requests for signatures are pending. The app also allows site staff to refer a patient into a study and instantly access protocol and study information.

“We are very excited about the launch of our app and believe it will greatly increase efficiency and success across our sites,” says Greenfield.

For more information on eDOCS mobile, download the app at the App Store or on Google Play.

About RealTime-CTMS

RealTime Software Solutions, LLC is located in San Antonio, TX and is a leader in database-driven, cloud-based clinical research software solutions. Our focus is on research sites and our goal is to solve problems and provide systems that make the sites more efficient and more profitable. We are constantly listening to our customers to provide new innovations that improve performance and help sites achieve their goals.

28 Jul 2017

Paper Checks Riskier than You Think!

How many checks do you sign each day?

Ten, twenty, fifty?

You issue a check to your subjects after every visit but, how well do you know the person who will cash the check? Can you trust them with your information? Every issued check represents a higher risk of fraud for your company.

It will never happen to my company, you think, but more than 500 million checks are forged annually in the US with an estimated calculated loss of $18.7 billion! If your company becomes a victim of fraud, it can take up to 18 months before the scheme is detected.

Every check you give out has your company’s routing and account number, and an authorized signer’s name/signature. With that information, anyone with a printer and an internet connection could commit fraud against you.


  1. Using information located right on each check that you hand out, fraud is not too difficult:
  • If the person committing fraud simply knows who the authorized signor(s) are, then fake ID(s) can easily be created.
  • Since each check that you send out has the authorized signor’s signature, forgery is as easy as a little bit of practice!
  • Fake withdrawals can be initiated or fake checks created with the above information.
  1. Using chemical washes used to remove the ink to change the check dollar amounts or payee.


RealTime-PAY Solution

As previous research site staff, the RealTime team can relate to challenges at the site level. We know about the burdens involved with generating paper checks, the risks associated with this and the long administrative processes. That’s why we have created a user-friendly stipend portal for all sites!

RealTime-PAY has innovative technology that enables world-class security and robust features such as intuitive management portals and subject mobile apps.

How it works:

  1. Give your patients a reloadable Visa/Mastercard that can be used as a debit or credit card.
  2. Once the visit is complete, mark it as ‘complete’ in the RealTime system.
  3. You can authorize the visit payment immediately, or wait and pay all stipends at a later date.
  4. Funds are loaded instantly on to the patient’s card and can be used right away!

Streamlining your stipend payment process, while providing your patients with a convenient payment card will protect your company’s bank account information and company assets.

Simplify processes, maximize performance, increase profits, and security with RealTime-PAY!
To find out more about RealTime-PAY, call us at (210) 852-4310 or click HERE to schedule a 30-minute demo today!

“RealTime has made the running of our research office so much more efficient. The customer service is always courteous, knowledgeable and FAST! We had an issue with fraud at our site and RealTime came along beside us and expedited getting RealTime Pay started at our site. The staff and the subjects love RealTime Pay. It has made stipend payments much easier. Our site also utilizes eDOCS, TEXT and of course, CTMS. We have been very happy with this software. “ –Director of Research, site in Austin, Texas

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:


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.


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.


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
edocs RealTime-CTMS Clinical Trial Management Systems Software

4 Steps to Standardize and Centralize your Regulatory Binders

Clinical research sites typically conduct studies with multiple sponsors/CROs.  While this is great for generating revenue for the site, it can be a major challenge to manage regulatory documents across sponsors/CROs. Filing within regulatory binders across multiple studies tends to be inconsistent and very redundant.

Adding to this issue, paper-based processes associated with regulatory binders is inefficient and very time-consuming.  At smaller sites, investigators may struggle keeping up with regulatory filing and clinical research coordinators are forced to spend terrible amounts of time performing clerical tasks (e.g., completing paperwork, printing, filing, routing forms, collecting signatures, etc.).  Most research sites would agree that this time would be better spent recruiting study subjects and conducting study visits.

realtime edocs
Great processes and electronic systems can lead to greater efficiency.

As research sites grow in size, they typically establish dedicated regulatory specialists that remove much of the regulatory burden from research coordinators and investigators.  This is a great move for sites to make but this doesn’t solve the regulatory problem.  Instead of making the regulatory process more efficient, the workload is merely shifted to another team member.  This burden dramatically limits the amount of studies that a dedicated regulatory specialist can manage.

What if sites could streamline the regulatory process, allowing investigators and research coordinators more time to dedicate to the success of their studies while also providing regulatory specialists the ability to manage additional studies?  A simple remedy is to standardize and centralize regulatory processes across studies.  This can be achieved in four steps:

  1. Create a standard table of contents (TOC) for your binders and use it across studies. Having a standard TOC will create familiarity for your staff and make filing more efficient.
  2. Create a central filing system for training and qualification records. Instead of participating in redundant filing across studies, maintain one central location to include CVs, licenses, GCP training, and other general records.  Sponsor/CRO monitors can access this central location as needed during monitor visits.
  3. Create a standard operating procedure (SOP) outlining your new process and ensure that all of the site’s regulatory SOPs are standardized across studies. Yes, sites may receive pushback from some sponsors/CROs but SOPs help keep your new process running smoothly by providing the site more ground to stand on.  It’s important to articulate the site’s processes to your monitor in a way that is easy to understand.  Ultimately, this new process is a benefit to sponsors because it increases quality and efficiency at the site while allowing the study team more time to schedule and conduct study visits to meet recruitment timelines.
  4. Adopt an eRegulatory system to create efficiencies at a higher level. A site-centric eRegulatory system, such as RealTime-eDOCS, allows sites to dramatically reduce costs associated with paper, supplies, working hours, and physical archiving.  Using electronic signatures alone can save sites countless time routing documents and gathering signatures.  To take full advantage of an eRegulatory system, it’s important for sites to adopt the entire system and move as far as they can towards being completely electronic.

With standardized processes at the site-level combined with technology, the industry is moving towards increased quality and efficiency.  With this increase, sites have the opportunity to become streamlined while ensuring the long-term viability of their business, and sponsors/CROs continue to gain access to highly dependable research sites.

By: Nathan Levens, BS – eDOCS Product Manager, RealTime Software Solutions, LLC

24 Mar 2016

ClinEdge Announces Partnership with RealTime Software Solutions

Innovative Partnership Will Yield First-of-its-Kind Platform In Clinical Research Industry

January 08, 2016 10:00 AM Eastern Standard Time
BOSTON–(BUSINESS WIRE)–ClinEdge LLC, a leading business development and marketing company in the clinical trials industry, announced today that it has selected RealTime Software Solutions as its preferred technology vendor.

“We have chosen to establish a partnership with RealTime because their platform is more user-friendly than any CTMS we have seen. RealTime also features extensive capabilities in electronic regulatory documents and remote monitoring, which our sites and Alliance Partners have been requesting for years.”

RealTime Software Solutions provides a leading Clinical Trial Management System (RealTime-CTMSTM) and has recently released a robust standalone eRegulatory Solution that can also be fully integrated into its CTMS platform. This is the first integrated CTMS and eDOCS solution available to the clinical research industry.

ClinEdge Network, the business development division of ClinEdge, and RealTime will offer site clients within the network access to the first platform that integrates CTMS and e-Regulatory Documents for clinical research sites. ClinEdge site clients will be eligible to receive exclusive, reduced rates to utilize this innovative technology.

“Our network has utilized almost all of the common CTMS platforms,” said Christian Burns, the President of ClinEdge. “We have chosen to establish a partnership with RealTime because their platform is more user-friendly than any CTMS we have seen. RealTime also features extensive capabilities in electronic regulatory documents and remote monitoring, which our sites and Alliance Partners have been requesting for years.”

ClinEdge’s patient recruitment and retention division, ClinEdge Engage, will now implement RealTime as its preferred vendor for patient stipend reimbursement and travel coordination. Through this program, ClinEdge Engage provides travel coordination services to sponsors & CROs for clinical trials in virtually all geographic areas and indications.

This exciting partnership highlights the success and vision of ClinEdge and RealTime and emphasizes their commitment to leading the industry in providing solutions to enhance collaboration, problem solving, and efficiency.

For more information on this release please contact Debo Salami at (857) 496-0054 ext.556 or via email at


ClinEdge LLC
Debo Salami, 857-496-0054 ext.556

24 Mar 2016
Medical RealTime-CTMS Clinical Trial Management Systems Software

Growing your database: The importance of collecting full medical histories

So your research site has great marketing campaigns, referrals are coming in and you are keeping track of everything with RealTime-CTMS. You’re even calling potential patients within 24 hours, attempting to contact them multiple times and sending emails.

But something is missing… A complete medical history.

Unfortunately many RealTime sites aren’t utilizing the medical history tab of the patient profile, which is one of the most crucial parts of the system when it comes to growing your database. Collecting a full history is not only important to determine whether or not a subject qualifies for a current study, but crucial for future studies as well.

In the medical history section, recruiters are able to collect a full history of potential subjects including use of contacts and glasses, to a history of cancer, gastrointestinal issues and everything in between.

Users can also collect surgical history, current or past use of medications, and social history such as drug use, alcohol use, birth control and more. Having complete medical histories for your research patients means that pulling a list of patients using the Subject Matching Report will yield results to help you fill future studies. It also brings added value to your site when it comes to CROS’s and pharma companies looking for sites with a solid database of patients.

Start building your biggest asset; a robust research subject database with medical histories. The time invested today will bring your site great enrollment successes tomorrow.

As always, the team at RealTime is here to help you make the most of your site database and answer any questions you might have.

To learn more, visit or call (210) 852-4310.

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
RealTime Saving Money

Give Your Site an Instant Revenue Boost – Track Every Dollar!

RealTime-CTMS will make tracking every dollar possible at your site.

So many clinical research sites are looking for ways to increase their bottom line.  Budget negotiations are one area of focus as sites around the world are fighting for fairer compensation for the work involved with conducting clinical trials.  But one of the most common reasons that money gets lost at research sites is due to the fact that they don’t fully account for all of the work that is being done, and they don’t track every dollar to make sure that the sponsor pays in full.  This is an area where RealTime-CTMS, a leading Clinical Trial Management System built specifically for clinical research sites and institutions, can make a huge difference.  RealTime was built by site professionals that know the nuances of the clinical research business and how to best navigate the challenges presented with accounting for all of the different sponsor/CRO budgeting terms that a site has to work with.  Most sites get an instant raise when they switch to using RealTime-CTMS because they can finally track every dollar, invoice, collect and reconcile.

In addition to simply accounting for those precious dollars, RealTime also increases efficiency in all departments, leading to increased production.  Recruiters will recruit more, coordinators will see more subjects, accounting personnel will be able to track every dollar with ease and managers will have valuable performance data that they need to keep operations maximized.

All of this is possible with RealTime-CTMS and its many features including RealTime-TEXT, a fully integrated appointment text message reminder system, and RealTime-PAY, an integrated stipend reloadable card payment system.  Our newest feature is an integration with MailChimp to allow for auto list population with site subjects and sponsor/CRO contacts for business development engagement activities.

No CTMS can do what RealTime-CTMS can.

If you would like to see the difference, call RealTime Software Solutions, LLC at (210) 852-4310 or visit our website at

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