Recruitment Guaranteed.

Due Diligence Process

Due Diligence Process

We take you through our due diligence system before you decide whether or not you want to work with us, and it is free of charge.

During the due diligence process, we will ask you a few logistical questions and request you to provide us with a few trial documents, such as the full eligibility criteria and consent forms (or any other document detailing what is involved from the patient or volunteer’s perspective), so that we may determine how many patients we will be able to recruit for your study.

Once we have completed our due diligence process you will receive a detailed recruitment plan indicating how many patients we can provide in the specified timeframe, backed up by our money-back guarantee.

Money-Back Guarantee

Money-Back Guarantee

If it happens that a study is not a good fit for us, we turn it down—unlike most recruitment agencies, we’d rather provide certainty in the number of patients we can provide rather than over-promise and under-deliver.

If we’re unable to provide the number of patients agreed upon within the timeline specified, we will refund a pro-rated amount based on the number of referrals that we did not provide.

Not convinced? Start small —For larger projects, we can provide a smaller quote (e.g., 10 patients out of 100), which minimizes your risk and allows us to prove to you that our process works.

Researcher Interviews

Researcher Interviews

Our researcher interviews allow you to talk about your trial’s narrative (e.g., the reasons the trial is being conducted, what might be learned, what impact the trial might have on people with the condition in the future, the role of clinical trials, etc.), which results in high-quality patients who understand their role and involvement and are motivated to participate because they want to contribute to medical research.

The use of audio interviews on a study’s trial landing page alone has the potential to double enrolment because it forms a personal connection with patients and presents information in an engaging way. Providing up-front, easy-to-digest information in an audiovisual format yields patients who are much more educated, motivated, and easier to contact—this facilitates contact, avoids no-shows or last-minute cancellations, and produces higher enrollment rates.

Click here to listen to example researcher interviews.

Comprehensive Prescreening

Comprehensive Prescreening

Our comprehensive prescreening process selects patients who are highly-motivated, eligible, and (most importantly) patients who will actually participate in your study.

We’ve developed desktop, mobile, and tablet-compatible software designed specifically for clinical trial patient prescreening, which can be deployed via the Web (and/or a call center). The software allows us to gather precise patient information (e.g., full contact details, eligibility against inclusion and exclusion criteria, demographics, medical history, concomitant medications, etc.), and allows for patients to be screened into segments based on eligibility, location, or any other criteria—the eligible patients are then immediately sent to the nearest research site.

It also allows us to screen for practical criteria beyond the eligibility criteria, such as whether or not volunteers can attend the number of required visits at the site location, understand that invasive procedures will be required, and so on. The typical questionnaire lasts for about fifteen minutes, which leaves behind individuals who are motivated, eligible, and highly likely to enroll.

Phone Appointment System

Phone Appointment System

The biggest failure point for recruiting patients via any advertising source lies in the rate of successful contact. Our phone screening appointment system both (1) dramatically improves the successful contact rate, and (2) significantly reduces the amount of time needed to contact referrals.

We do not just send patient referral contact details—instead, patients who sign up to participate in the study and pass our online screening questionnaire are booked into an appointment for phone screening. These patients choose a specific time slot during which they can be contacted for their phone screening call. Patients are then sent a calendar invitation, a confirmation email, as well as email and text message reminders.

Questions? Contact Us!

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We’ll undergo our due diligence process and determine how many patients we can provide for your study (guaranteed).

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Our Process

Trialfacts employs a consistent process that results in motivated, well-informed, and relevant patients for your study.

  1. stepDue Diligence Process
  2. stepCreation of Recruitment Material
  3. stepWebsite Preparation and Approval
  4. stepRecruitment
  5. stepReview & Optimize
  6. stepAdditional Participants
  1. stepDue Diligence Process

    Due Diligence Process

    We take you through our due diligence system before you decide whether or not you want to work with us. At the end of the due diligence process (which takes up to 5 business days, but can be expedited), you receive a detailed recruitment plan outlining the number of patients we can provide for the study, backed up by our money-back guarantee.

  2. stepCreation of Recruitment Material

    Creation of Recruitment Material

    Once you have decided to work with us, we create the advertising and recruitment material, prescreening questionnaires, as well as conduct the audio researcher interview. Upon completion of these materials, we supply them to you for approval and subsequent submission to the relevant IRBs.

    This step is estimated to take up to 1 week from receipt of the payment and go-ahead.

  3. stepWebsite Preparation and Approval

    Website Preparation and Approval

    While the documents are being approved, Trialfacts creates the study page, landing pages, online campaigns, and prescreening questionnaires in a draft mode that is not accessible to the public. This allows us to make any required changes before the go-live, and begin recruitment immediately once the appropriate approvals have been received.

  4. stepRecruitment

    Recruitment

    Recruitment begins once the required approvals have been received. Potential participants are directed to specific landing pages and the study page on our website, which will contain the relevant researcher interview—this ensures detailed and consistent information about the study is provided to all potential participants.

    Patients wishing to register their interest are comprehensively prescreened against the study eligibility criteria on our website. If a phone number or a call center is utilized, we provide a call center version of the questionnaire for operators to fill out while taking calls. This ensures a single stream and consistent reporting of patient referrals.

    The questionnaires for the patients that pass prescreening are then sent in real-time to the relevant study staff via email in an easy-to-read format. For the patient phone screen appointments, we provide you with the following:

    • A live calendar containing each phone screen appointment. You can block off any time during which you are unavailable in this calendar. This calendar also integrates with any other online calendar, including Outlook calendars.
    • An instant email for each patient, containing their phone screen appointment time and completed prescreening questionnaire.
    • We also provide you with access to a Patient Referrals spreadsheet that contains the appointment details, contact details, and prescreening questions and answers for all patients.

    It is then the responsibility of site staff to contact the volunteer complete phone screening and book them for an initial visit.

  5. stepReview & Optimize

    Review & Optimize

    Trialfacts continually reviews and optimizes the recruitment funnel for each study by gathering and responding to feedback from both the study staff and the potential participants that have completed the prescreening questionnaire. During this stage, we work very closely with the sites and phone screeners—we ask for outcome information in order to ensure everything is flowing smoothly.

    Trialfacts ensures visibility into recruitment progress through open communication, and can vary the rate of prescreened referrals provided based on study staff’s capacity.

  6. stepAdditional Participants

    Additional Participants

    Should you decide to recruit additional participants, or if other recruitment strategies underperform, Trialfacts may be able to provide additional participants for the study.

About Us

Background

Background

Trialfacts was established in 2006 to provide specialized patient recruitment services and effective solutions to the clinical trial industry. We combine our extensive marketing and advertising expertise with in-depth clinical trial experience to create effective marketing solutions that adhere to GCP and IRB requirements.

Planning the correct marketing strategy and campaign for patient recruitment ensures your trials are completed on or ahead of schedule. We also often rescue trials which have suffered delays.

Our Mission

Our Mission

Trialfacts provides a link between medical research and patients wanting to understand all of their available options. There are many misconceptions surrounding clinical trials, and many people do not have the necessary knowledge of trials for which they could be eligible. Available resources present trial information in a manner which is difficult for patients to comprehend, and trial advertising in the media usually provides little information.

It is our mission to demystify clinical trials by providing detailed, relevant, and easily digestible information about specific trials, to aid in patients’ decision making processes. When someone decides they would like to know more about a specific trial, Trialfacts provides a conduit for them to register their interest and for research staff to get in touch, provide further information and enroll them into the study.

What Our Clients Say About Us

What Our Clients Say About Us

I found that Trialfacts provided us with a significant number of volunteers that we would normally not have accessed. The level of service was excellent and in a timely manner. I would recommend Trialfacts to other companies seeking this type of service and marketing approach. Michael Cottell, Recruitment Supervisor, CMAX
ASN has been using Trialfacts for recruitment for clinical trials for over 2 years. We have found that this marketing works effectively to meet the specific recruitment needs for our trials. We have found that the team at Trialfacts have a solid understanding of the issues relating to clinical trials and are enjoyable and professional to work with. We would recommend Trialfacts for clinical trial recruitment. Amanda Rao, Applied Science and Nutrition Pty. Ltd.
Trialfacts takes the hassle out of communicating directly and regularly with the patients. Within the practice this can be very costly as well as time consuming. Give the job to Nick and his team who will set up the process and get it done effectively without it impacting on staff in a local situation. Anne Connelly, Manager, RMC Medical Research Ltd
I have found recruitment to our clinical trials has been helped significantly following the intervention and advertising through your company Trialfacts. We would be more than happy to work with you again. Roger Goucke, Clinical Professor, School of Medicine and Pharmacology, University of Western Australia & Head, Department of Pain Management, Sir Charles Gairdner Hospital
Metro Spinal Clinic, a participant in the BioAssets Development Corporation’s sciatica study, engaged the services of Trialfacts as part of our recruitment strategy. Trialfacts were able to identify potential study participants through online advertising, newspaper and radio, along with organizing for one of our co-investigators to discuss the study during a prime-time TV slot. These sophisticated tactics along with their thorough online and over the phone pre-screening processes, ensured that only the most suitable candidates were directed to our site for further evaluation.
This saved our clinic valuable time and resources, giving us the best opportunity to meet both recruitment and budget targets. We were very impressed with high volume of referrals that Trialfacts had generated for our site, and having worked with a handful of other agencies, I can honestly say that I have never seen results such as these. I have no hesitation in recommending Trialfacts to our sponsors for any future trials that we conduct at our clinic. Dr. Adele Barnard PhD, Clinical Research Manager, Metro Spinal Clinic
Trialfacts have been a massive help to the recruitment for our physical activity research project. We found Trialfacts very helpful and responsive to our needs, especially when we needed to scale back recruitment when we were at capacity with our research equipment. We will definitely use Trialfacts for future research projects, and have already recommended Trialfacts to other researchers. Cindy Hooker, TaylorActive Project Manager, Physical Activity Research Group, CQUniversity
What I like most about Trialfacts is the customized promotional material they create in a timely fashion. Everything is specific and tailored to your needs. The setup was easy on our end and referrals came as expected. I would definitely recommend this company to another site that is looking for an efficient and economical way to recruit volunteers in to their studies. Crystal Bruner, Administrative and Marketing Assistant, Center for Clinical Studies
Trialfacts has significantly helped with recruiting for our clinical trials. It has taken a lot of the stress off of our team to find well qualified participants in a timely manner. The staff is great to work with as well as very knowledgeable and thorough. I look forward to working with you again! Jani Taylor, Patient Liaison, ACRC Trials
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Case Studies

Trialfacts Recruits, Prescreens & Provides Study Communications for over 3,300 Participants in Flu Study

View all case studies

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