Practice patients & EMR
Our sites are embedded in established medical practices. Connected EMR data and research-candidate databases help our team identify potential candidates for protocol-focused review.
Sponsors & CROs · Recruitment & retention
Thoughtful recruitment. Support throughout the study.
Our centralized recruitment team connects practice patients, physician referrals, and community outreach with study opportunities. Clinical teams carry that communication forward throughout participation.
- Dedicated recruitment follow-up
- Connected clinical handoffs
- Bilingual participant support
Connected patient access
Multiple ways to reach
potential participants.
Each study calls for a different mix of recruitment sources. Our team coordinates these pathways, then reviews individual interest, available records and potential protocol fit.
Physician & specialist referrals
Sub-investigators, referring physicians and specialists extend patient access beyond our own practice populations and help connect relevant clinical histories with the research team.
Community & direct outreach
Community relationships and English- and Spanish-language outreach help us explain opportunities, answer initial questions and reconnect with potentially suitable candidates.
Digital study outreach
Study-specific advertising and online inquiries complement our clinical referral pathways. Recruitment messaging follows applicable study and IRB approval requirements.
Technology-enabled recruitment
Recruitment visibility.
Clear accountability.
Our internal dashboards track the work behind enrollment: authorizations, records, visits, screening and follow-up. The team can see what has been completed, what is waiting and who owns the next action.
New inquiryInterest receivedContact candidateRecruitment teamConfirm interest and arrange protocol-focused prescreening.Inquiry receivedFollow-up assigned
Prescreen reviewedRelease signedRequest relevant recordsRecruitment teamObtain authorization and request the history needed for clinical review.Authorization signedRecords request next
Records requestedFollow-up neededFollow up on recordsRecruitment teamKeep the request visible and follow up with the records provider.Request sentAwaiting records
Records receivedReady for clinical reviewReview available historyClinical teamCheck relevant history against study criteria before arranging screening.Records receivedClinical review assigned
Visit scheduledPreparation sentPrepare for the visitStudy coordinatorConfirm the appointment and explain preparation, consent and screening.Visit scheduledPreparation shared
Screening completedEligibility reviewConfirm eligibilityInvestigator & clinical teamReview screening results and confirm eligibility before enrollment.Screening documentedEligibility review next
EnrolledNext visit plannedContinue participant supportStudy coordinatorKeep visit preparation, reminders and follow-up connected to the study schedule.Enrollment recordedNext visit follow-up
Get the right records
A signed release, a sent request and received records are separate steps. We track what is still missing and follow up so the clinical team has the information needed for review.
Make the handoff clear
Recruitment staff organize initial contact, prescreening and records follow-up. Clinical staff handle informed consent, screening and eligibility review before enrollment.
Measure completed work
Scheduled visits, completed screenings and enrollments are tracked separately. Internal scorecards bring team goals, study progress and outstanding follow-up into one review.
Before recruitment begins, we assess protocol fit and enrollment assumptions. Explore feasibility & startup
Participant retention
Support continues
between visits.
Enrollment starts an ongoing relationship. Our coordinators help participants understand what comes next, prepare for visits and work through practical challenges while keeping the clinical team informed.
We ask about barriers, listen to concerns and coordinate follow-up around the participant and the protocol.
Clear, bilingual communication
Explain study expectations, answer questions and provide visit-preparation information in English or Spanish.
Reminders & practical scheduling
Confirm upcoming visits and work through scheduling conflicts within protocol-defined visit windows.
Identify barriers early
Ask about work, caregiving, travel and other practical concerns that may affect participation.
Follow up when plans change
Reach out after missed visits, understand what happened and coordinate the appropriate next step with the study team.
Coordinate available support
Help with study-provided transportation and reimbursement arrangements when available through the protocol or sponsor.
Keep clinical questions connected
Route questions or concerns to the clinical team and maintain contact through follow-up and study completion.
Progress & communication
Useful updates.
Actionable next steps.
Recruitment and retention reporting is available based on study needs. We can discuss the milestones, barriers and follow-up information most useful to your sponsor or CRO team.
Where recruitment stands
Separate outreach activity, records readiness, scheduled visits, completed screenings and enrollments so progress is easier to interpret.
What needs attention
Identify pending records, contact gaps, screening barriers and missed visits that require additional follow-up.
What the team is doing
Connect the issue with an assigned next step, whether that means records follow-up, clinical review, scheduling support or adjusted outreach.
Your next study
Let’s discuss recruitment for your study.
Share your target population, enrollment timeline and participant requirements. Our team will review the opportunity and discuss the recruitment and support needs behind it.