Site & Patient Engagement Module

The Site & Patient Engagement Module, part of the ProofPilot Clinical Trial Experience Platform, is designed to reduce the operational burden on clinical trial sites while simultaneously improving the experience and adherence of study participants. Built for sponsors, sites, and patients alike, the platform centralises tasks, technologies, and instructional content into a single environment — simplifying even the most complex studies and delivering a reported 40% increase in site compliance.

By addressing the root causes of poor enrollment, low retention, and data quality issues — namely complexity, miscommunication, and lack of clear guidance — ProofPilot provides equal, structured support to both site staff and patients throughout the entire clinical trial journey.

Site Engagement Capabilities

• Centralised on-demand access: Study information is automatically shared via a ClinicalTrials.gov (CTGOV) integration. Key study team contacts, all study documents with version control, third-party technology links, educational content, and important updates are all organised in one place.
• Knowledge sharing and site performance optimisation: Sponsors can gather and deliver important insights through study newsletters, enrollment updates, best practice guidance, and site surveys — enabling continuous improvement of both site and sponsor performance throughout the trial.
• Secure site chat: A real-time, secure messaging tool replaces fragmented email communication. It supports one-on-one messaging between sponsors and site staff, group chats, video chats, and SMS/email notifications, enabling quick issue resolution and seamless coordination across multiple site members for both study-wide updates and site-specific challenges.

Patient Engagement Capabilities

• Fully integrated patient support: A personalised digital concierge keeps participants engaged and adherent with all tasks and technologies throughout their clinical trial journey. The tool delivers DEI-appropriate information tailored to each individual patient, supports successful participation, and can provide trial summaries and individual results upon study completion.
• Step-by-step guidance for compliance: Patients receive clear, staged instructions and reminders at each phase of the trial, reducing confusion, supporting adherence to study protocols, and improving overall patient engagement and compliance.

Platform Features and Tools

• Admin Portal: A centralised hub for managing site operations and monitoring patient activities, featuring an analytics dashboard with insights into recruitment, retention, and compliance, as well as tracking of patient behaviour, survey responses, and engagement metrics.
• Study News & Surveys: Sponsor-driven one-way communication that can be sent on demand, scheduled for specific dates, or timed to align with individual patient visit windows.
• Vendor Tech Bookmarks: Provides on-demand access to third-party technology links for essential systems and vendors, with no development work required — sponsors simply enter study-specific URLs.
• Timed Visit Guidance: Empowers patients to understand what to expect and how to prepare for each study visit, with visit windows assigned to all content and timed email notifications triggered by each participant's baseline visit date.
• Visit Overview Templates: Enables sponsors to develop detailed, compliant visit plans that centralise instructions, streamline workflows, improve clarity for study teams, enhance coordination, and reduce errors across visit schedules and requirements.

Reported Outcomes and Client Results

• A top 20 pharma client used ProofPilot to enroll 300 patients for a decentralised clinical trial (DCT) digital biomarker study, achieving significant cost savings, high-quality data, and strong compliance.
• Integrated workflows for training, logistics, and patient payments delivered nearly 90% participant compliance in a digital health research study.
• Site coordinators have highlighted the platform's efficiency for managing referrals across multiple concurrent studies and its flexible scheduling capabilities.

ProofPilot is positioned as a comprehensive clinical trial experience platform that spans recruitment, study conduct, and communication. It is designed to integrate with existing third-party systems and vendors without requiring additional development, making it accessible for sponsors managing complex, multi-site studies.