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5 Site Efficiencies Your CTMS Must Offer in 2023

August 10, 2023

A clinical trial management system (CTMS) can considerably reduce operations and provide for a more efficient study in today's world of clinical research. But do you know if you're utilizing your CTMS to its maximum potential? The following are 5 site efficiencies your CTMS must offer in 2023

Facilitating Cross-Team Communications:

Large institutions, such as university medical centers, CROs, and Big Pharma, can have relatively segregated research teams. To keep a study going, communication barriers must be removed to enable smooth operations, workflows, and quicker schedules.

A complete solution, such as Octalsoft's CTMS, centralizes communication while actively encouraging collaboration among internal departments to break down silos. Cross-team task lists are one example of this: employees are promptly aware of the tasks they need to perform when they can begin, and when they are due. 

These duties are often repetitive across studies, further standardizing cross-team collaboration and communication and making life easier for site employees. Setting protocol milestones also sends messages to coordinators in charge of many parallel trials.

Single, Centralized Calendar:

The study calendar typically reflects the fact that research is growing increasingly difficult. The calendar contains details such as when subjects will be seen, what will happen during each visit, and what data will be collected during each session. 

As a result, centralizing the calendar — and using that calendar to drive study-related tasks and downstream workflows—can help to further streamline communication across teams and keep complex studies on track. A centralized calendar can also provide a historical record of protocol adjustments and changes to ensure that all participants are receiving the appropriate amount of care.

Financials and Reconciliation:

In addition to the advantages listed above, centralized study calendars aid in the management of downstream financial and invoicing operations. Staff can generate financial items depending on the financial calendar as participants progress through research. 

As a result, a budget calendar is created on top of an existing financial calendar, with space for error.
When protocols reach the financial stage, it's critical to have a CTMS in place to keep track of each visit, specific procedures, visit variants, and invoiceable products, all organized under an individual sponsor for your protocol. Utilizing a receivable and payable component in a CTMS allows you to invoice and collect payments linked to the protocol, while vendor payables lets you to trace payments out to other departments.

Study Staff Visibility:

Having access to a protocol allows personnel to monitor its status and overall health in real-time. 

This is useful at any stage of the project; from the moment the protocol is entered into the system, you can monitor where you are in the institutional review board (IRB) review process, how accruals are proceeding, whether schedules are being reached, and more.
Another advantage of expanded visibility is the opportunity to detect parts of the study where your site is not being sufficiently paid for. Perhaps your site needs to conduct more independent procedures for individual visits as the trial progresses, necessitating a modification.

Strong User Adoption:

Even the best CTMS will be ineffective for your site unless you have the tools to make the most of it. A strong, collaborative user community is essential for picking up tips and best practices from those who use the system daily. 

Comprehensive training and documentation are also required to assure not just a successful platform adoption, but also continuous success as your firm increases the use of the CTMS and onboards new employees. Octalsoft provides a variety of documentation and supports enterprises, sharing best practices throughout the implementation.

How Octalsoft Can Help

Octalsoft's CTMS allows academic medical facilities, CROs, Pharma companies, and other institutions that conduct enormous volumes of research each year to obtain visibility into all elements of their research operations. Octalsoft's CTMS enables employees to automate the flow of information between systems, acquire insight through extensive reporting and analytics, and manage the full protocol timeline effectively.

It goes without saying that not every CTMS can match your clinical trial needs and standards. What you need is an efficient solution that can offer all the benefits mentioned above and Octalsoft's CTMS is a robust clinical trial management system that will transform the disjointed and inefficient work environment of your back-office clinical trial tasks into one that is highly efficient and cohesive. With real-time operational visibility and complete control, Octalsoft's CTMS clientele of pharma sponsors and CROs from all over the world.

Interested in finding out more? Book a demo with us NOW

Arun Janardhanan

Arun Janardhanan

This piece is co-authored by Nishan Raj, Senior Content Writer at Octalsoft.

Arun Janardhanan

This piece is co-authored by Nishan Raj, Senior Content Writer at Octalsoft.
Wherever there is the latest news, the newest culture shift, and the zaniest people, you are bound to find Mr. Arun Janardhanan, Senior Project Manager and Delivery Manager at Octalsoft. Arun discovered his love for technology early and quickly chose a career in IT. We at Octalsoft were lucky to scoop him up just in time before this jet setter zoomed off into the horizon. From ideating and innovating and on to managing executions of our products, critical to all strategic discussions, Arun is ever-present when it comes to developing new strategies, processes, structures, and organizational systems.

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