Category: Text

28 Feb 2020

5 Reasons Why Your Site Should Be Using Paperless Systems

The year is 2020 – you’re running a clinical research site and realize your workflow is still primarily running off paper systems. Files are overflowing your workspace, paperwork is getting lost between your site staff and doctors, and before you know it, you’re stuck in a paper vortex!

Has this ever happened to you? The reality is that the vast majority of the clinical research industry still mainly works with paper systems. Paper has been the standard for regulatory processes for years; however, many research organizations now realize the benefits of transitioning to paperless clinical research systems. Let’s go over the top 5 reasons why your site should be taking advantage of these paperless systems!

  1. Using paperless clinical research systems lowers the risk of inefficiencies and inaccuracies. These oversights are caused by several reasons including the delay in data receipt and review by the Sponsor or CRO, time and travel expenses of on-site review of source and regulatory documentation, or the higher probability of transcription errors from source to EDC.
  2. Reduce redundant, non-Part 11 compliant, storage systems to store document copies by switching to a Part-11/HIPAA compliant eDOCS Sites can easily manage all their study records electronically while maintaining inspection readiness during the entire process (no clutter involved!).
  3. Decrease enrollment times and increase patient experience. RealTime-CTMS allow sites to input accurate and full medical histories directly into the software before and/or during patient visits. Track study progress, milestones, financials, and more, all within an easy-to-navigate paperless portal!
  4. Increase organization and collaboration amongst site staff by adopting mobile devices. Stay organized with collaborative calendars, instant notifications, and study alerts. Now, you can take your source/study documents anywhere and always stay notified!
  5. Decrease opportunities for poor clinical practices. Paper-based central files such as staff professional documents (Licenses, CVs, Certifications), and equipment calibration records can be kept electronically, allowing staff to update their documents when they are expiring. Audit trails can also make monitoring site staff and study activity more effortless than ever.

Making the switch to paperless clinical research systems will ultimately increase efficiency, accuracy, quality and reduce operational costs. Advancements in technology and newly adopted site-centric approaches are making it possible for these paperless systems to improve the workflow benefitting all parties (Sponsors, Sites, CROs, IRBs, and the FDA).

At RealTime, Your Success is Our Success! If you would like to learn more about going paperless, call (210) 852-4310 or fill out a CONTACT FORM!

14 Feb 2020

How can your CTMS make your site or site network a recruitment powerhouse?

Patient recruitment in clinical trials is undeniably one of the most challenging obstacles facing the clinical research industry. The lack of patient participation in clinical trials can be due to multiple factors but the most likely cause of low or slow enrollment is simply the lack of clinical trial awareness.

Digital technology and connectivity have made it easier for research organizations to connect with potential patients. Adopting the right clinical trial management system (CTMS) into your site operations can also help to improve patient recruitment, retention, and turn your site into a study recruitment powerhouse. Let’s delve into the top reasons your site may want to consider RealTime-CTMS.

Advertising Mastermind

Let’s face it; we’re not all blessed with the capability (or time) to manage study campaigns, track ad spend, and remarket to study applicants. However, with RealTime-CTMS, your site holds the power to do all the above!

Your site can track ad spend budgets and patient referrals within the RealTime’s Recruitment Campaign Manager, a section in CTMS designed with your advertising needs in mind. In addition, RealTime offers robust integrations with Facebook, Instagram, MailChimp, Twilio, SubjectWell, and more that can help advance your study marketing efforts.

Leads, Leads, Leads!

Following up with new leads is crucial for a successful study. Whether your site is utilizing traditional or digital advertising, RealTime’s clinical trial management system auto-codes where your referrals are coming from, helps manage lead follow-up and lets you easily remarket to qualified patients. Clinical trial patient recruitment and engagement has never been easier!

“Can you text me?”

Why, yes. Yes, we can. RealTime-TEXT will take your patient recruitment to the next level with the only FCC-compliant Mass TEXT tool that will allow you to TEXT thousands of patients with one click. Boost recruitment by instantly notifying your patient database of new studies at your site, auto-notify patients with automated appointment reminders, and set up email alerts to inform site staff of new TEXT messages from patients.

Recruitment Powerhouse

Advertise smarter, track study budgets, and stay connected with your patients to let them know about new enrolling studies, while participating and after they have completed a study. With RealTime-CTMS, your site can become a clinical research recruitment powerhouse!

To learn more about RealTime-CTMS and its many robust features, schedule a free demo with one of our experts! Call 210-852-4310 or fill out a CONTACT FORM!

25 Mar 2019

TEXT: Effectiveness of Inbound Marketing

Playing phone tag with your patients can be frustrating, especially in an era of digital literacy. If you believe you’re communicating effectively with patients, think again.

Inbound marketing is defined as engaging and retaining customers or “patients” with various methods of communication. With this in mind, consider the way your site is communicating with patients. Is communication effective? How often do you communicate with patients? Let’s discuss the benefits of inbound marketing at your site.

Automated Appointment Reminders

Contrast to following up with phone calls with no avail, texting patients is an extremely effective additive for communicating. RealTime-TEXT sends automated text appointment reminders powered by AI. Automation reminders can prove effective by reducing no-shows at your site and increasing retention.

Mass Text Marketing

Mass TEXT allows remarketing to applicants who have shown interest in your studies. Inbound marketing features let you notify subjects when a new study listing has been posted, where they can then be notified by email or text.

Keyword Functionality

RealTime-TEXT allows sites to choose a keyword for texting. Subjects can text the keyword and opt-in to communication for a new study or future study alerts. Keyword functionality keeps an open flow of communication while maintaining brand awareness with interested subjects.

Stay Connected

Stay connected with your patients in between visits and after they have completed their study. Improve patient retention with these inbound marketing capabilities to reduce no show rates, increase communication efficiency, and keep your research studies on track for success.

To learn more about RealTime-TEXT functionalities, schedule your demo with one of our experts. Call 210-852-4310 or fill out a CONTACT FORM!

29 Jan 2019

Behind the Software with Elise Tawfiq

RealTime is dedicated to providing exceptional support, which is why we search for team members that go above and beyond for our customers. Our goal as a team is to give back to clinical researchers by creating software that is more efficient, reliable, and easy to use. This month, we feature one of our amazing team members, Elise Tawfiq.

Elise joined the RealTime team in ­­­­2015 and has over 15 years’ experience in the clinical research industry. She is currently the Product Manager for the GlobalPAY and TEXT programs at RealTime Software Solutions. Elise now teaches sites how to leverage technology to succeed in a challenging business environment.

To get to know her better, we’ve asked her some fun questions!

1. What is your favorite drink?

Coffee

2. What is the best piece of advice you could give to a younger version of yourself?

The only person you must compete with is yourself.

3. If you could invent a holiday, what would it be?

Couch & PJ’s Appreciation Day….Dedicated to comfort and cinema!

4. What is your favorite 80’s song? 80’s movie?

80’s Song: With or Without You-U2   80’s movie: Can’t Buy Me Love

5. Finish this sentence. On Sunday mornings, you can usually find me…

Spending time with my family

6. Cats or dogs?

Both!

7. If you could have any superpower, what would it be?

To read people’s minds

8. What are the values that drive you?

Integrity, Determination, and Compassion

9. What is your favorite Disney movie?

Aladdin

10. What is the most inspiring part of your job?

Witnessing sites grow and improve by using techniques and technology that I have assisted them implement.

Stay tuned for more Behind the Software as we get to know some of the team behind RealTime Software Solutions. If you are interested in scheduling a demo for GlobalPAY, SitePAY, TEXT, or any of our other solutions, call (210) 852-4310 or fill out a CONTACT FORM.

02 Jan 2019

A Message from the CEO: 2018 in Review

This year has been an exciting journey for the entire RealTime team!  As we look back at our 2018 progression, it’s hard to imagine that twelve months have already flown by.

In 2018 we accomplished major new advancements in ALL of our systems. The RealTime SOMS (Site Operations Management System) is one-of-a-kind, and the solutions that make up the RealTime-SOMS are all industry-leading products as standalone solutions!

Here is a quick run-down of some of the major accomplishments of 2018:

CTMS (Single-Site, Multi-Site and Enterprise):

  • Improved interface
  • Advanced overhead calculations
  • Expanded QC functions
  • New Study Progress Tracking features
  • Integration with Devana Ignite for Sites
  • And so much more!

 

eDOCS and eDOCS-Lite:

  • Document Cart for picking any number of documents across multiples studies for signing or sending
  • Bulk Signing – Staff and Doctors can now sign numerous documents with a single eSignature
  • Faster Signature Processing to keep site operations moving at record pace
  • Numerous updates to our custom Outlook Add-in

 

RealTime-TEXT:

  • Multi-lingual texting
  • International texting in New Zealand, Australia, Europe, and Canada
  • Mass texting capabilities for study recruitment

 

GlobalPAY:

  • GlobalPAY is going worldwide and has seen major interface improvements for Sponsors/CROs and Sites around the globe!

 

eSOURCE:

  • Launched in summer 2018, eSOURCE is our fastest growing product ever!
  • Advanced MobileAPP capabilities
  • Complete integration with CTMS and eDOCS
  • Complete Monitoring Portal
  • Patient Portal for online eSOURCE questionnaires
  • Next year we plan to implement advancements such as connection to EDC, advanced data controls, and more.

 

All of RealTime’s success is made possible by our valued customers that inspire every solution we develop. In 2019, we will continue to listen to our remarkable customers around the world to further our mission of leading the industry with new advancements and features that were once only dreamt of.

Sincerely,

Rick Greenfield, CEO

19 Dec 2018

Take Subject Recruitment to the Next Level with RealTime

During this digital era, it’s easy to get lost in a seemingly endless amount of data, emails, and texts. Having the right software can help advance patient recruitment and make your studies stand out above the digital chaos.

Managing study campaigns isn’t as frightening as you think. With RealTime-CTMS you can track all your recruitment efforts in one place. Here is how you can track study progress, manage vendors and channels, and take your recruitment to the next level.

Integration capabilities

Integrate your website landing pages that lead directly to your studies. Custom landing pages for your studies can drive traffic in the right way. Subjects that apply to your study landing page will drop immediately into your CTMS and recruitment roster.

Landing pages can be promoted by traditional and digital media. Promote your study through social media outlets such as Facebook and Instagram. Once your ads are set up, your studies can be linked directly within RealTime-CTMS. Facebook lead gen gives applicants the opportunity to apply to a study effortlessly.

Have you ever sent an email and gotten little to no engagement? With MailChimp integration, you can market applicants who have shown interest in your studies. RealTime’s advanced remarketing features let you notify subjects when a new study listing has been posted, where they can then be notified by email or text.

All applications that are dropped into the study roster are automatically coded to a referral source, so you can easily track how subjects found your study page. But wait…it gets better.

Manage study rosters

One of the most important and difficult things to manage during the recruitment process is following up with your leads. With RealTime-CTMS, you can manage leads through the entire study process. From “Not Contacted” to “Enrolled”, RealTime lets you track every subject’s status from start to finish.

If you are browsing for a CTMS that will knock your socks off, your search is over. RealTime-CTMS has study recruitment capabilities like no other CTMS in the industry.

RealTime-CTMS has capabilities that can function on a single site, multi-site, or enterprise level. Add on features such as eDOCS, eSOURCE, TEXT, and SitePAY, RealTime can optimize your research efforts on a whole new level.

Learn more about our CTMS by scheduling a demo with one of our experts. Call 210-852-4310 or visit https://www.realtime-ctms.com/contact/ for more information!

 

 

 

 

 

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!