CTMS.TOOLS

How it works

From lead to enrolled patient, without retyping it.

This is what Trial Link actually does today, step by step, between your CRM and your CTMS.

The workflow

What happens to a lead, step by step

1

The lead lands in your CRM

A prospective patient responds to a campaign and a lead record is created in your CRM, carrying the study of interest and the source that produced it. Nothing changes about how your recruitment team works.

2

The platform matches them against what you already have

Before anything is created, the record is checked against your existing patients. Nickname and variant matching means Bob and Robert resolve to the same person; household detection recognises when two records share an address and a surname without assuming they’re the same patient.

3

Duplicates are resolved before they exist

If the person is already in your CTMS, the platform links to the existing record instead of creating a second one. Contradictory data between the two systems is flagged rather than silently overwritten — you decide what wins.

4

The patient is written into your CTMS

The record is created in Advarra Clinical Conductor, Realtime CTMS, or CRIO — mapped to the right study, with the fields your coordinators expect populated. Your team sees a call-ready patient in the system they already work in, not an export they have to import.

5

Every interaction is written back

Calls, texts, and status changes are written into the CTMS, so the patient history is complete in the system your coordinators work in. Nobody retypes a week of call notes.

6

The funnel is visible end to end

Because the same record is tracked from source through enrollment, you can answer “which campaign produced enrolled patients” without building a spreadsheet from five systems.

Trial Link's matching and deduplication stageThree inbound leads arrive from your CRM: Bob Carter, Robert Carter and Barbara Carter, all at the same address. Nickname and variant matching resolves Bob and Robert to one existing patient record. Barbara shares the address but is recognised as a separate person through household detection. A conflicting date of birth is flagged for a human decision rather than overwritten. No duplicate is created, and the resulting two records are written into the CTMS.INBOUND · YOUR CRMBob Carter14 Oak St · new leadRobert Carter14 Oak St · new leadBarbara Carter14 Oak St · new leadTRIAL LINK · MATCHINGNickname and variantBob and Robert resolve to one personHousehold detectionBarbara shares an address, not an identityContradictions flaggedA conflicting DOB is raised, not overwrittenYou decide what wins.YOUR CTMSRobert Carterlinked to existing recordBarbara Carterseparate patientNo duplicate created.Three inbound leads. Two real people. Nobody retyped anything.
The same logic runs on every lead, before the record exists.

Configuration

Your ops team owns the rules

Routing and field mapping are configured — not coded. When a study changes or a new campaign launches, the person who understands the workflow changes it themselves. No IT ticket, no release cycle, no waiting on us.

Traceable by default

Every operation is traceable, attributable, and reversible — an audit trail isn’t a feature we added, it’s the assumption we started from. Who changed what, when, and the ability to put it back.

Get started

Walk through it against your own stack.

Bring your CRM and CTMS and we’ll show you exactly where the handoffs break today.

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