The Challenge

• Fragmented recruitment workflows: Disconnected processes across pre-screening, consent, call center outreach, and referrals resulted in manual coordination and inefficiencies.

• Limited data visibility: No centralized view of campaign effectiveness, page visits, or session conversions into pre-screened or consented participants.

• Call center constraints: Without an integrated CTI platform, agent workflows were siloed, impacting efficiency and the ability to track participant communications.

• Lack of registry transparency: Manual referral tracking made it challenging to report on participant flow and study readiness to sponsors.

• Collaboration gaps: Sponsors lacked a real-time portal to track recruitment progress and participant engagement, impacting study alignment.

The Solution

• End-to-end Patient Recruitment: Cloudbyz Patient Recruitment platform was configured to manage pre-screening, internal screener, eConsent, and campaign tracking—giving the sponsor centralized control over the recruitment funnel.
• Real-time engagement tracking: Page and session visits tied directly into recruitment KPIs, allowing marketing and research teams to optimize campaigns and measure outcomes.
• Integrated Call Center workflows: Cloudbyz’s Call Center Portal, with CTI integration to Nice inContact, allowed agents to manage participant interactions, record outcomes, and drive next steps—creating a seamless experience for both patients and staff.
• Referral Registry Portal: Built to track the entire participant journey from referral through enrollment, with dashboards to monitor referral sources and site performance.
• Sponsor Portal: Delivered real-time recruitment transparency to sponsors, improving alignment and communication throughout the study lifecycle.
• Scalable, compliant platform: The solution was designed to scale across therapeutic areas and geographies, supporting global regulatory compliance and ensuring data privacy.

The Results

• Accelerated recruitment: Faster pre-screening and eConsent cycles, with streamlined agent follow-up and reduced manual coordination.
• Enhanced operational efficiency: Integration with Nice inContact improved call center agent productivity and ensured consistent patient engagement across channels.
• Centralized referral tracking: The platform provided end-to-end visibility of referrals and participant status—enabling proactive outreach and optimized resource allocation.
• Real-time recruitment intelligence: Live dashboards empowered both internal teams and sponsors to track campaign performance, conversion rates, and enrollment progress.
• Improved sponsor collaboration: The Sponsor Portal enabled transparent reporting and engagement, positioning the platform as a preferred partner for future research initiatives.
• Positioned for scalability: The customer can now onboard new studies quickly and replicate successful recruitment models across diverse therapeutic areas.