Why You Should Consider Purchasing a CTMS Before Your Site’s Study Pipeline is Full

Kayla Fargo
April 20th, 2017

We hear it from small- to mid-sized research sites all the time: “I know we’re going to need a clinical trial management system (CTMS) someday, but we just don’t have the studies to justify the cost today.”

Some sites feel they aren’t ready to purchase a CTMS until they’ve secured more protocols. However, this logic can be counterintuitive. When we hear a site is waiting to add more protocols before implementing a CTMS, we encourage them to consider how a system could actually improve their study pipeline in its current state. Here are a few reasons we feel sites should take the leap and purchase a CTMS:

Investing in a CTMS will make securing more studies faster and easier

The right CTMS can actually make efforts to fill your study pipeline easier and more effective. Sponsors and CROs want to see evidence your site is capable of and committed to successfully completing a trial. Investing in the infrastructure and tools it takes to manage all of the moving parts of ongoing trials is one way you can demonstrate that commitment.

Additionally, without a CTMS in place, it’s difficult to track pertinent study metrics accurately and consistently. A CTMS acts as a single, centralized repository where you can track all the study information that matters most to sponsors and CROs, so you can continually monitor your metrics and share that information with prospective industry partners.

Starting small reduces duplicate data entry

One of the challenges sites wrestle with when implementing a CTMS for the first time is inputting all the data associated with past trials into the CTMS. Waiting to purchase until after you’ve secured a specific number of studies means that, at some point, your staff is going to need to spend a significant amount of time transferring the data you’ve saved elsewhere into the CTMS you purchase. The cost associated with the time it takes to complete that effort could potentially outweigh the cost of an annual CTMS subscription.

Purchasing a CTMS while you’re still growing your research program reduces the amount of data stored across other systems that has to be transferred over to your CTMS. This allows you to begin establishing and adhering to best practices while your study portfolio is still relatively small.

Rolling out a CTMS with a smaller number of studies reduces end-user overwhelm

Changing processes and learning new systems is never easy. When you roll out a CTMS to your research team, your goal should be to make user adoption as simple and seamless as possible.

Implementing a CTMS when your portfolio includes only a few studies takes some of the pressure off of your staff. They can learn to use the system in due time, rather than being overwhelmed by the feeling that they need to learn and master the system’s functionality all at once in order to stay on top of their responsibilities across a full study pipeline.

While it may seem counterintuitive, purchasing a CTMS before securing more studies may prove more beneficial to the success of a system at your research site. Ultimately, the right system can improve the efficiency of your study operations and impact your reputation with sponsors and CROs. Download our free eBook “Selecting a CTMS” to learn steps to help you find the right system for your dedicated research site.

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