Clinical Trial Websites & Recruitment Technology

The Clinical Trial Websites & Recruitment Technology Enrollment Module, offered by ProofPilot, is a comprehensive digital solution designed to help sponsors attract, engage, and convert qualified patients into clinical trials. Built for pharmaceutical companies, biotechs, and clinical research organisations, the platform addresses common challenges such as poor trial visibility, slow recruitment timelines, fragmented referral management, and high operational costs — all while maximising return on investment.

ProofPilot's Enrollment Module moves sponsors away from transactional, siloed approaches to patient recruitment and toward a unified, brand-consistent digital presence. The platform's seamless and scalable technology stack covers everything from trial discovery and patient matching to intelligent pre-screening, referral management, and real-time enrollment optimisation.

Clinical Trial Websites

• Global Study Finder: Make all clinical trials across a sponsor's portfolio accessible through educational tools, advanced trial matching, and interactive site maps. Templated or customised websites can be launched quickly and affordably to engage patients, caregivers, and healthcare professionals, while boosting transparency, brand awareness, and SEO with accurate, real-time data.
• Trial Matching: A patient-friendly recommendation engine matches patients to trials across all therapeutic areas, locations, and studies. Dynamically generated matching algorithms support both planned and recruiting studies, keeping patients engaged with future study suggestions even after disqualification.
• Trial Alerts: A HIPAA/GDPR-compliant platform enables sponsors to deliver ongoing, responsible trial awareness. Audiences can be segmented and targeted with tailored communications covering upcoming trials, trial updates, or company initiatives.

Recruitment Technology

• Intelligent Pre-Screen: Efficiently screen potential participants globally to ensure they meet specific study requirements. Features include automatic theming, advanced branching logic, geolocation, configurable response types and calculations (such as BMI), and an online patient scheduler. The scheduler allows patients to book calls directly on a site's calendar, reducing phone tag and boosting conversion rates by over 350%.
• Expanded Recruitment Network: Engage limitless patient populations through a single Master Service Agreement (MSA) that provides access to both sponsor-sourced and pre-vetted recruitment providers. This eliminates the need for multiple contracts, saving time and resources while broadening participant access.
• Next Gen Referral Board: A seamless, compliant, and sponsor-branded site experience for managing protocol-matched referrals. Includes configurable recruitment statuses, automated escalation workflows, and integration with IRT systems to reduce the burden of manual status updates.

Enrollment Optimizer

• Real-Time Enrollment Monitoring: Monitor enrollment activity as it happens across all sites, providing teams with immediate visibility into progress and bottlenecks. Live dashboards and real-time calculations enable rapid responses to keep studies on track without waiting for manual updates.
• Planning & Projections: Build flexible site enrollment plans and compare projected performance against actual results to identify risks early. Actionable projections help teams allocate resources more effectively, adjust timelines proactively, and keep recruitment strategies aligned with study goals.
• Reporting & KPI Management: Configure study-specific KPIs and access centralised reporting that surfaces the most critical performance data. Track performance trends in real time, share downloadable insights across teams, and make data-driven decisions that improve execution across every site.

Platform Features & Capabilities

• Online Patient Scheduler: Supports direct booking for patients via site or call centre calendar; configurable as optional to minimise patient drop-off; easy calendar sync or time-block sharing for sites, deployable to specific users.
• Configurable Prescreener: Automatic theming and advanced branching logic; configurable response types and calculations; compliant in 22+ countries for consenting and collecting patient information.
• ADA Compliance: Enhances access for patients with diverse impairments, including options for seizure safety, vision impairment, ADHD-friendliness, and cognitive disabilities.
• Custom Branding & URL: Unique URLs and imagery reinforce brand identity; all site experiences are branded to the sponsor's identity.
• Referral Portal: A flexible, easy-to-use platform for tracking patient enrollment within and outside the site; configurable recruitment statuses; automatic status updates via IRT sync to reduce administrative burden.
• Site Notifications & Alerts: Automated notifications for updates and referral escalation; alerts for new referrals and IRT verification; sponsor-level metrics for site responsiveness and aging referrals to facilitate management of patient-to-site conversions.

ProofPilot's Enrollment Module is built to integrate seamlessly across the full ProofPilot suite of products, supporting sponsors from planning through to patient engagement and analytics. The platform is designed with compliance at its core — HIPAA and GDPR compliant and operational in 22+ countries — and is positioned as a cost-effective alternative to competing solutions. Clients including top-10 and top-20 pharma companies have reported significant outcomes, including a 67% reduction in clinical trial timelines and the successful enrollment of 300 patients for a decentralised clinical trial digital biomarker study with substantial cost savings and high participant compliance.