Dive into Octalsoft's extensive collection of Fact Sheets and Case Studies |   Download Now

Request a Demo

What is CTMS in Clinical Trials?

April 26, 2024

As technology permeates every sphere of industry, CTMS (clinical trial management systems) are witnessing growth in adoption when it comes to clinical trials; and not without due cause. Stay tuned for the top 6 advantages of a CTMS for your clinical trial initiative.

It cannot be denied that the utilization of a Clinical Trial Management System is of indisputable significance in the present day when it comes to conducting clinical trials and associated medical research. Not only does CTMS software manage data in an efficient manner, but it also standardizes the entire process. 

Given that clinical trials and their incumbent reporting and inferencing are a deeply interconnected process, the utilization of such a software system is beneficial to literally every participant in the clinical trial, right from the Sponsor, to the CRO, to the PI, and to the actual patient. Naturally, the question that is going to be of the utmost concern to professionals who are going to start using CTMS software is going to be about the benefits that they will have in their upcoming workflow. Well, the answer is- a tidy bit. But first, let’s start with a little context.

What is a CTMS?

Even though there are other products on the market that can help with specific trial activities like data capture, CTMS software is the only product that can centralize and streamline the way a trial is conducted while also providing a solution that covers all areas of clinical trial management. 

A CTMS can be helpful with the following:

  • Managing protocols and keeping track of any amendments or deviations, as well as reporting on them
  • Maintaining communication with patients in order to alert them of upcoming appointments or procedures
  • Managing the scheduling of staff members in such a way that their efforts are in line with the requirements, and that they minimize both downtime and overbookings
  • Encourage the training of personnel and adherence to study protocols
  • Monitoring and analyzing different approaches to patient outreach
  • Streamlining the processes involved in recruitment and providing real-time updates on the number of participants enrolled
  • The management of the supply chain for biospecimens, devices, or other products that will be used throughout the course of the trial while ensuring compliance with applicable regulations

The best CTMS system comes equipped with an all-encompassing dashboard that gives sites the ability to delve into any of these facets of trial management in a brisk and uncomplicated manner and promptly find the answers they need.

6 CTMS Benefits for Your Clinical Trials

  1. Streamlined and Accurate Monitoring and Coordination

CTMS software is necessary because it allows for a real-time preview of the operations, which is necessary for precise tracking and effectively managing the processes that occur during a clinical trial. 

In addition to this, tasks can be accessed with ease and can be dealt with in a matter of just a few clicks. To put it another way, professionals working in the health sciences who use CTMS are able to reliably monitor protocol adherence, the development of the study, administrative concerns, and financial information. 

  1. Effective Management of Finances

The majority of the time, keeping track of the finances, particularly in a large project, can be challenging. The ability of a CTMS to, in essence, cut costs is the second and, most likely, the most significant benefit that it offers. And it does so in a number of different ways. 

For instance, even before agreeing to the protocol, one can consider whether or not it will be possible to carry out the research without incurring a financial loss. In addition, the option of searching for patients in patient registries can result in a reduction in the costs associated with patient recruitment. 

A CTMS software also contains specialized tools that make it simple to keep track of all incoming and outgoing financial transactions. In addition, financial data is consistently captured, and as a result, there is an increased degree of transparency between tracking activities and the payments that are associated with them.

By adding an additional level of transparency between the study teams and the finance teams, CTMS can further reduce the costs that are incurred to manage clinical trials within the individual units. Management of the trial thus becomes easier and more accurate. 

At the end of the trial, all of the gathered electronic data are required to be transmitted to the Principal Investigator (PI), and this is accomplished through the CTMS in the form of consistent and meaningful reports as well as financial information that is relevant to the PI. Naturally, centralized systems can also be beneficial to clinical trials in terms of accelerating the invoicing process, decreasing the amount of time payments are delayed, and improving billing accuracy.

  1. Better Time Management across Stakeholders

The clinical trial management system (CTMS) is of great assistance in ensuring efficient time management, which is an essential component of any clinical trial process. The experts in charge of running the trial will gain an advantage if they only have to enter crucial data once rather than in several different places. 

The fact that CTMS software programs actually replace paper-based processes that are used in clinical trials is another significant advantage. As a result, the professionals working on the project can improve their time management, the quality of their work, and their overall productivity.

  1. Improved Relationships with the Investigators

Using the CTMS service as a centralized depot for all of the case study's information is beneficial for all of the investigators as well as the CROs and SMOs involved in the study. 

The gathering and monitoring of data that is pertinent to the clinical organization prove to be of great assistance when it comes to selecting the most appropriate testing location for the trial. A management system like this one displays the required information almost instantly. 

This may include data from previous trials and case studies, as well as personal profiles and other information. This ensures that the investigator or organization receives information that is specific to their needs at any time they request it. This results in enhanced investigator relationships as well as site performance, which leads to a higher quality clinical trial at a lower cost.

  1. Improved Performance in Terms of Productivity

Another advantage of clinical trial procedures that make effective use of CTMS is that these procedures demonstrate significantly increased levels of productivity. 

The benefits of having a centralized management system are extensive, but the following are some of the most important ones: To begin, all of the professionals who are taking part in the clinical trial have the ability to quickly view all of the visit data. This helps in reducing the amount of time that is needed to look for the information that was acquired in various locations. In addition, the CTMS makes it easier to keep tabs on ongoing activities such as visits, tasks, and other commitments.

As was stated previously, the CTMS is a system that provides support for a diverse array of processes. 

These days, the number of clinical trials, as well as their level of complexity and length, are continually increasing. The amount of time that businesses waste on trial management that could be better coordinated, heavily dependent on manual labor, and reliant on paper, is incalculable. 

Everyone who is a part of the process will be able to conduct the study with greater efficiency thanks to a clinical trial management system that is productive, saves time and money.

  1. Effective Control and Supervision of Procedures

When it comes to clinical trials, regulations are a critical factor. The protocols have to be followed to the letter, and the information that is received has to have a high dependability index. 

An ideal CTMS software is capable of integrating with the systems used by the eIRB. This allows for improved and more secure management of the regulatory processes.

In Summation

As is now evident, the CTMS demonstrates itself to be an all-encompassing platform, which is rapidly gaining popularity among experts working in the clinical trial and research industry. 

But 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 more. We are pleased to introduce Octalsoft's CTMS, 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?

Hiren Thakkar

Hiren Thakkar

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

Hiren Thakkar

This piece is co-authored by Nishan Raj, Senior Content Writer at Octalsoft.
He is dedicated to empowering businesses to achieve their goals through innovative and cost-effective solutions. He bears a unique ability to implement simple solutions for even the most complex problems. With extensive experience working in several industries including more than a decade in pharma & clinical research, he’s not just an expert, but a visionary, who understands the potential of technology and knows how to leverage it for clients’ success.

Ready to power your next clinical trial with groundbreaking tech capabilities?