Definitions
Recruitment study : A project designed to manage participant applications and schedule visits.
Applications : Submissions by individuals awaiting review.
Application status : Workflow status of an application from the recruitment perspective.
Participants : An individual who could join the clinical project(s) targeted by the recruitment study. If confirmed, the participant transitions to a subject within a clinical study as the next logical step.
Recruitment study public page : An online public web page that informs potential participants about projects the center is recruiting for. If the option is enabled, participants can submit online application requests.
Pre-Screening Survey : A customizable survey created by the center to streamline recruitment. If activated, participants must complete this survey to submit their application. Automation can be implemented to simplify pre-screening.
Target number : The total number of recruitment slots available. Example: For a 60-participant panel, the recruitment team may aim to book 69 screening visits.
Schedules : Pre-configured agendas for scheduling visits. Recruitment staff can propose organized visit times (e.g., every 30 minutes starting at 9 AM on a specific day).
Payments : A payment tracking feature to help manage participant indemnities for those recruited and qualified.
General information
The Datacapt Recruitment Module is designed to assist both centers and participants by offering secure, efficient tools to simplify applications and recruitment processes.
For Centers:
Easily create recruitment projects, including an online public page for external communication.
Collect and manage participants’ online applications.
Seamlessly handle applications from online submissions to in-person reviews and achieve study panel targets efficiently.
Automate administrative tasks to reduce manual workload.
Integrate effortlessly with the Subject Database for streamlined recruitment.
For Participants:
Apply online for new studies.
Complete pre-screening surveys online.
Access recruitment information at any time.
The recruitment module offers flexibility to operate as a standalone solution or as part of an integrated system, depending on the project’s design.
Integration Capabilities:
Connects with the Datacapt Payment and Datacapt Agenda modules.
Acts as an intermediary between the Subject Database and the EDC Clinical Module.
With these features, the Recruitment Module simplifies recruitment workflows for centers while enhancing the participant application experience.
Frequently Asked Questions
Must I create one recruitment study per product to test, or can I group multiple products/projects under one recruitment study?
No, you can use a single recruitment study for one product or a group of products without any issues. Recruitment studies are designed to be flexible and customizable to meet your specific needs.
Is a participant application automatically connected to the EDC clinical module, creating an eCRF and copying all pre-collected answers?
Not at the moment. However, the data model is designed to support this functionality in the future. Stay tuned for updates on when this option will become available.
Will I really save time if I use the recruitment module?
Absolutely! The recruitment module saves significant time, primarily through online applications and pre-screening surveys, which help prioritize contacting the most suitable participants first. Our clients have reported saving the equivalent of 50% to 100% of a full-time employee's workload, allowing staff to focus on recruitment quality and increasing overall capacity.
Can I recruit participants from multiple centers and in multiple languages?
Yes, the system is designed to support multicentric organizations and offers functionality in 89+ languages. Built for global use, the platform has no capacity limits and can scale efficiently to meet demand.