Benefits of a Clinical Trial Management System

A Clinical Trial Management System (CTMS) is a computer software system that manages data within a clinical trial. The system centralizes the administrative components of each study, including billing, reporting and tracking.  Many research sites, institutions, sponsors, and CROs use these systems to monitor clinical trials. Below are 3 key benefits of implementing a CTMS.  

1.       Data Management

A CTMS offers a secure, centralized location for data collection, storage and retrieval. Patient information, common items and services, and study-related documents can be easily accessed through a searchable library with just a click of a button. Data reports and study documents such as protocol amendments can be quickly added and easily distributed with study teams, groups and organizations. When sharing research data with sponsors and CROs, the system provides information in an organized and accessible manner. Additionally, a CTMS can generate detailed reports and check the status of individual or multiple clinical trials. This feature is particularly useful when research sites and institutions are conducting multiple studies at a time because the system can gather and analyze data reports within a research department. Lastly, the system provides a secure location for all data by incorporating logins and user permissions for all parties involved.

2.       Financial Management

A CTMS also helps keep track of a study’s financial data, ensuring accurate invoicing for sponsors and proper payments for each site. The system can create an interactive, detailed study calendar, which makes it easier to track study-related costs. Patients can be checked in and out of each visit and any information deemed important can be recorded in real time. This ensures that the research sites are paid promptly and accurately for each completed task. Searchable libraries also create consistency in budgeting and billing by automating routine tasks. Additionally, the incorporation of a coverage analysis within a CTMS reduces the potential for non-compliant billing. The system can track total revenue and any anticipated revenue, making it easier to set and monitor study budgets.

3.       Overall Efficiency

Many research sites and institutions conduct hundreds of clinical trials every year, and a CTMS can help improve the overall efficiency within each trial. This easily accessible, web-based system allows research staff to focus less on the administrative work and more on direct patient care. Investigators and research coordinators spend less time manually entering data into multiple locations, which ultimately reduces errors made within a trial. Additionally, having a centralized location for all documents reduces the need for duplicate data entry and enables the research staff to easily identify any missing documents thus improving study start-up times. A CTMS ultimately streamlines workflow and improves the productivity within a clinical trial.