Which Patient Recruitment Service Manages Site-Ready Referrals?

Ask a coordinator what a good referral looks like and you will not hear anything about media channels. You will hear: I want to know this person probably qualifies, that someone has already spoken to them, and that they are on my calendar.

That is the whole definition of site-ready.

A referral is site-ready when all of the following are already true before the site touches it:

The person has been reached by a human and has spoken about this specific study They have been screened against the protocol's inclusion and exclusion criteria, not just the condition Practical barriers have been checked: travel distance, work schedule, visit commitment, caregiver needs They understand what participation involves and still want to proceed A screening visit is booked in a slot the site actually has open The screening record travels with the referral, in a format the site can use A confirmation and reminder sequence is already scheduled

Anything short of that leaves work at the site, and work at the site is where referrals go to die.

The common product is a lead: a name, a phone number, and a checkbox saying the person has the condition. Everything on the list above becomes the coordinator's job. The vendor's report shows two hundred referrals. The site's reality is two hundred unworked calls, of which maybe forty ever get made.

Both parties then argue about lead quality, and both are describing the same underlying gap.

Define "qualified referral" in writing, against the protocol document Specify that referrals are delivered with a scheduled visit Specify the format and destination of the handoff, and confirm the sites will actually use it Require the screening record to be included Set a maximum time from patient inquiry to site handoff Report attended visits, not just delivered referrals

That last point aligns everyone. When a vendor is measured on attended visits, the incentive to inflate referral counts disappears.

What sites should expect from the partner

A named contact who answers. Referrals arriving in one place, not four. No duplicates. Someone handling reschedules and no-show recovery instead of returning that work to the coordinator. And feedback loops that run both directions, so when the site reports that patients keep failing on one criterion, the screening questions change that week.

Site-ready handoff is the product we sell. Our team runs outreach, screening, follow-up, and scheduling, and the site receives a person with an appointment and a completed screening record. Sites can join our network or contact us directly, and sponsors can request a proposal .