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7 Key Considerations for Research Sites Contemplating Switching Their CTMS

For many clinical research sites, switching CTMS technologies and selecting the right partner can seem like a daunting task, but it doesn’t have to be. Here are seven important considerations for research sites contemplating changing their CTMS provider:

  1. Prioritize integrations that reduce double data entry. As you review your overall process, focus on what information are you duplicating in multiple systems, how frequently, and why? What efficiencies could you gain if the information were shared between multiple systems?
  2. Get a commercially available, proven CTMS. You’ll want a CTMS that follows standards for integrations, has a proven track record for product delivery and service and shows commitment to enhancing the CTMS with changes in industry trends, regulatory requirements, and data standards.
  3. Choose a system that will grow with you – one that meets your current needs but also can adapt as your needs grow or change in the future.
    • What therapeutic areas do you have experience with now, and what therapeutic areas do you want to get involved with in the future?
    • How many studies have you conducted and how many upcoming studies do you have in your pipeline?
  4. Standardize key statuses/timeline points to provide transparency at the enterprise level. Will your CTMS allow you to easily pull a report of your historical studies and metrics to demonstrate the expertise of your site? For example, can you use the CTMS to demonstrate your site’s expertise to sponsors?
    • How many participants have you enrolled?
    • How efficiently did you enroll in the studies?
    • What percentage of participants completed the study?
  5. Select a CTMS system that enables you to have complete financial oversight of your research program. With study financials not completely tracked or managed with redundant workflows, you could be leaving money on the table. Better financial oversight helps sustain and grow research programs.
  6. Assess your current system and what functionalities your team is using most frequently. Are you using the functionality in the system that you expected to use? Is there any functionality that you intended to use but are not using? If so, understand why. If this functionality would be beneficial to your team, include it as a requirement in your search for a new vendor.
  7. Choose a vendor that provides a robust CTMS system with a comprehensive training and services program.
    • Can you save costs by establishing a central research office for managing study start-up and financials in the CTMS?
    • Can you lean on the vendor to supplement resources/and or study start-up and financial services when you are in a resource crunch; as needed?

Having a strong, longstanding partner that you can trust is vital. The ideal CTMS partner is committed to you and your success – beyond just providing the technology and services around implementation.

Interested in learning more? Check out the WCG Velos eResearch CTMS webpage to learn more about our comprehensive clinical research management suite that helps research sites streamline their entire clinical lifecycle, from study start-up to close-out, while improving transparency and reporting capabilities.