Automated Clinical Trial Referral Tracking
Every morning, WebRun opens RealTime-CTMS, pulls new referrals added since yesterday, logs each in a unified referral tracking sheet in Google Sheets by source and status, and posts a Slack alert for any referral that has gone 5 or more days without a contact attempt.
How do I automatically track clinical trial subject referrals from multiple sources?
WebRun checks RealTime-CTMS every morning for new and updated subject referrals, logs each one in a unified Google Sheets tracking sheet organized by source and status, and posts a Slack alert for any referral that has had no contact attempt in 5 or more days, so no lead goes cold without the team knowing.
- Every referral from every source is logged in one sheet within 24 hours of being added
- Cold referrals flagged in Slack at the 5-day mark before they are likely lost
- Converted referrals automatically updated and removed from cold-lead alerts
Built for clinical research coordinators · recruitment specialists · research site managers · site network recruitment teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
realtime-ctms.com/loginin a real browser with your saved login - no setup, no API keys. -
1
RealTime-CTMS - pull new referrals and check contact status
realtime-ctms.com
WebRun opens RealTime-CTMS to pull new referrals and check contact status. - Open RealTime-CTMS and navigate to the Subject or Referral section
- Pull all referrals added or updated in the last 24 hours, including the source (physician, registry, vendor), study, and current status
- Flag any referral that has had no contact attempt logged in 5 or more days
Done when New referrals are captured and cold referrals are flagged.
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2
Google Sheets - update the unified referral tracking sheet
google.com
WebRun opens Google Sheets to update the unified referral tracking sheet. - Open the Referral Tracking Sheet in Google Sheets
- Append new referral rows with subject ID, study, referral source, date received, and current status
- Update the status and last-contact date for any existing referral with a new RealTime-CTMS update
Done when The referral tracking sheet is current with every new and updated referral.
-
3
Slack - alert on cold referrals with no contact in 5 days
slack.com
WebRun opens Slack to alert on cold referrals with no contact in 5 days. - Post a Slack alert to the recruitment channel listing any referral cold for 5 or more days
- Include the referral source, study, and days since last contact for each cold case
- Also post a brief count of new referrals added today across all studies
Done when The recruitment team has a Slack alert with cold referrals and a new-referral count for the day.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it contact referral sources or subjects directly?
No. WebRun only updates the internal tracking sheet and posts an internal Slack alert. All outreach to referring physicians, registries, or subjects is handled by your recruitment team.
Can it track referrals from multiple sources like physician offices and patient registries?
Yes. It reads the referral source field stored in RealTime-CTMS for each referral, so physician-office, registry, and recruitment-vendor referrals are all tracked and labeled separately.
What happens once a referral converts to a screened subject?
Referrals that progress to a Screened or Enrolled status in RealTime-CTMS are updated in the tracking sheet automatically and removed from the cold-referral alert.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.