CTMS is a powerful tool designed to make managing your studies simple. You might notice that the tools for building schedules and handling budgets seem easy to use, with just a few clicks needed. The system is built to be straightforward. However, here’s a key secret to success: the real work should happen before you start clicking.
Why Planning is Your Most Important Step
Think of SiteVault CTMS as a very flexible and smart assistant. It can handle many different ways of doing things because every study, every site, and every sponsor has unique needs. This flexibility is a huge strength, but it means you need to decide how you want to use it. CTMS schedules and budgets can be revised as needed, but to save time and approval delays, we suggest that you spend your valuable time on these important planning steps:
1. Master the Study Protocol and Schedule
- Become deeply familiar with the study protocol: Understand every detail of how the study will run so you remain within its guidelines.
- Design a smart schedule: Think about how you can use repetition wisely. For example, if many visits involve the same steps and activities, how can you set up your schedule to make that efficient?
- Prepare for the unexpected: Make sure your schedule includes “unscheduled” or “ad hoc” (unplanned) events. These events occur as-needed and reside outside of a Visit Group or Visit. Make sure your team knows when to use unscheduled visits.
2. Define Your Billing Strategy
- How is this study being billed? Review the agreement with your sponsor. Decide whether you’ll list every single participant activity for billing, or if you’ll use “rollup visits” (where a single visit fee covers a group of activities). Your choice here will impact how you set up your budget and how invoices are generated.
- Know your withholdings and overhead costs: CTMS can accommodate withholdings and overhead costs; have that information ready to go before you start your budget.
3. Add Schedule & Budget Before Enrolling Participants
- The process of translating the protocol and schedule of events to SiteVault CTMS can uncover ambiguous requirements, uncompensated activity, and questions that your site will want to raise with the sponsor.
- Starting early ensures you’re ready to log participant visits immediately when starting enrollment,which can accelerate billing for your site.
The Payoff: Smooth Operations
Spending time on this upfront planning ensures that when you do start clicking in CTMS, the system works seamlessly for you. This careful planning will help you avoid hiccups, save time in the long run, and make sure your financial management is accurate and efficient.
In short: The system is ready to meet your needs, but you need to plan first to unlock its full potential.
When you’re ready to go, see Get Started with CTMS!
