01
Capture interest
Route study inquiries into one structured recruiting queue.
Built for daily site recruiting work
Know who needs attention—and what happens next.
Bring new inquiries, prescreen review, follow-up, outstanding items, scheduling readiness, and sponsor-safe updates into one connected site workflow.
One connected workflow
Move from patient interest to an accountable next action.
The workflow is organized around what coordinators need to do next—not a passive list of statuses.
02
Review fit
See prescreen context and questions that still need confirmation.
03
Coordinate follow-up
Keep calls, messages, ownership, and due work attached to the inquiry.
04
Prepare the visit
Track outstanding items and scheduling readiness together.
05
Report movement
Summarize aggregate progress, blockers, and next actions.
Workflow proof, not marketing math
Show the operating evidence behind the next action.
A site team should be able to trace why work needs attention, who owns it, and what changed without relying on an unsupported performance claim.
Example only
Queue coverage
A review backlog becomes a visible operating signal.
The site lead sees the affected queue and coverage gap while coordinators keep patient-level work inside their authorized workspace.
- Affected study queue is named
- Coverage owner is documented
- Review timing is visible
Example only
Follow-up ownership
Outstanding work has a named next owner.
A coordinator can see the missing item, due work, and responsible teammate without reconstructing the record from separate tools.
- Open item stays attached to the record
- Next action has an owner
- Escalation reason is preserved
Example only
Readiness
Leadership can see the blocker category, not private details.
The operating view summarizes readiness and recurring blocker types while keeping private prescreen and message content out of aggregate reporting.
- Readiness status is current
- Blocker category is consistent
- Patient details remain restricted
These fictional examples illustrate workflow evidence and are not customer testimonials, performance results, or enrollment claims.
Daily coordinator queue
The list should explain what is blocking progress.
This fictional queue shows the operating context a coordinator needs before opening an inquiry.
Calls dueNeeds clarificationItems missingVisit ready
Today's queue
Fictional workflow example—no patient information
StatusStudyOwnerBlockerNext action
Review today
Study
Anxiety study
Owner
Intake queue
Blocker
Contact preference
Next action
Confirm inquiry details
Follow-up due
Study
Diabetes study
Owner
Assigned coordinator
Blocker
One open question
Next action
Call before 3 PM
Item requested
Study
Sleep health study
Owner
Site operations
Blocker
Upload outstanding
Next action
Send reminder
Visit ready
Study
Asthma study
Owner
Scheduling
Blocker
None
Next action
Offer visit times
A typical site workflow
See what happens at each step.
Choose Coordinator or Site lead, then select a step to see who handles it and what comes next.
View as
Stage 01Patient interest
Step 01
Start with the study, source, and requested follow-up.
The coordinator receives a structured inquiry instead of rebuilding the first-touch context from separate forms and inboxes.
- Who handles it
- Intake queue
- What needs attention
- Contact preference not confirmed
- Next step
- Review the submitted study interest
Then: A structured inquiry enters the coordinator queue.
Example workflow. No real patient information is shown.
Stage 02Guided prescreen
Step 02
Review the signal and the missing context together.
Structured answers make it easier to identify what supports possible fit and what still needs confirmation by the study team.
- Who handles it
- Coordinator review
- What needs attention
- One answer needs clarification
- Next step
- Review answers against the study workflow
Then: The study team receives organized answers for review.
Example workflow. No real patient information is shown.
Stage 03Site review
Step 03
Keep the reason, owner, and next action visible.
The coordinator can work from the latest prescreen context, follow-up history, and open question without restarting the case review.
- Who handles it
- Assigned coordinator
- What needs attention
- Study-team question remains open
- Next step
- Confirm whether outreach should continue
Then: The reviewed inquiry moves to follow-up, records, or a documented close reason.
Example workflow. No real patient information is shown.
Stage 04Records and readiness
Step 04
Keep readiness work connected to the inquiry.
The coordinator sees what was requested, what remains outstanding, and whether follow-up is due without relying on a separate tracker.
- Who handles it
- Site operations
- What needs attention
- Requested item is still pending
- Next step
- Follow up on the outstanding request
Then: The site can see whether the inquiry is ready to move toward scheduling.
Example workflow. No real patient information is shown.
Stage 05Visit scheduling
Step 05
Move from review to an owned scheduling task.
The coordinator can see readiness, patient preference, task ownership, and the latest outreach context together.
- Who handles it
- Coordinator
- What needs attention
- Availability not confirmed
- Next step
- Offer the next appropriate scheduling step
Then: The patient and site receive a clear scheduling status.
Example workflow. No real patient information is shown.
Stage 06Outcome and update
Step 06
Turn completed work into a clear operational handoff.
The coordinator contributes status, blocker, close-reason, and next-action context without preparing a separate patient-detail report for sponsors.
- Who handles it
- Site leadership
- What needs attention
- One decision needs follow-up
- Next step
- Confirm the owner and due date
Then: Sponsors receive aggregate movement, blockers, and next actions.
Example workflow. No real patient information is shown.
Operational outcomes
Make the work easier to act on.
The goal is not another dashboard. It is a clearer daily operating rhythm for the people moving recruiting work forward.
Fewer unassigned inquiries
Make ownership visible before new interest becomes stale.
Less duplicate tracking
Keep review context, requests, and follow-up in the same operating view.
Clearer blocker visibility
Separate missing information, site questions, and scheduling readiness.
Cleaner sponsor updates
Explain movement and next actions without sharing the coordinator workspace.
Follow-up in context
Keep the conversation connected to the next action.
Coordinators should not have to reconstruct the study, request, owner, and due work before every message.
Connected operating pieces
The essentials, without the feature-wall detour.
Inquiry routing
Organized intake by study, source, owner, and next action.
Prescreen review
Structured possible-fit information for authorized team review.
Coordinator follow-up
Calls, messages, tasks, and handoff context in one place.
Readiness tracking
Outstanding items and visit readiness connected to the inquiry.
Scheduling
Clear visit status and next available action.
Sponsor summaries
Aggregate movement, blocker categories, and operating context.
Built around responsibility
Give each role the context it needs—and no broader workspace than necessary.
The site workflow keeps patient recruiting work with authorized research teams while creating aggregate operating signals for leadership and sponsor reporting.
Coordinator workspace
- Inquiry and prescreen context
- Follow-up tasks and ownership
- Outstanding items and readiness
Site leadership
- Queue movement and coverage
- Common blocker categories
- Workload and next-action visibility
Sponsor reporting
- Aggregate study and site signals
- Movement, blockers, and close reasons
- No patient-level coordinator workspace
Bring your current workflow
See how TrialsNest would organize your studies, sites, and recruiting bottlenecks.
Book a focused call around the work your coordinators are managing today—not a generic feature tour.