Site newsletter
Welcome to the first edition of SubjectWell’s quarterly site newsletter!
Each issue is designed to keep you informed with updates, practical resources, and insights that support your work in clinical research. You can expect highlights on best practices, educational opportunities, and ways to make the most of SubjectWell’s site support services. Our goal is to provide information you can put into practice—whether it’s refining patient engagement, staying current on industry discussions, or exploring tools that help your team succeed.
Best practices in focus
Consistent site practices are key to successful recruitment and patient engagement. As a reminder, below is some guidance that can help you streamline referral responses, strengthen communication, and maintain accurate records.
Integrating these steps into your daily workflows can lead to stronger enrollment outcomes and a better experience for both patients and sponsors:
Contact new referrals within 24 hours of receipt
50% of SubjectWell randomizations come from sites that contact new referrals within 24 hours.
Update patient dispositions/statuses in portal a minimum of once a week
Failure to update patient statuses may result in sites being paused from receiving any new referrals.
Have sites sign up to receive referrals via 3-way phone call with SubjectWell
Called a “warm transfer” — set warm transfer hours and contact information in your site portal.
Include detailed patient notes
We use information on contact attempts, patients “on hold,” and screen failures to track referral trends and make recommendations.
Try a variety of contact methods: phone, email, text
Sites can opt into the SMS feature in the site portal and text the patient directly from their profile.
Make a minimum of three contact attempts before finalizing a referral as “Could Not Contact”
Set your weekly referral limits or temporarily pause new referrals
Send an email to support@subjectwell.com with these requests.
Email support@subjectwell.com
For questions or to request a live Site Portal training from one of our site managers.
Learning opportunity: upcoming webinar
Don’t miss our upcoming webinar designed exclusively for clinical trial sites!
Join us for Redefining clinical success for sites through patient-centered support on October 29th 10:00 – 11:00 AM EST.
Richard Towne
Principal Solutions Architect, SubjectWell
Stacia Wilson
Associate Director, Site Recruitment Support, SubjectWell
Samantha Schmidt
Clinical Research Recruitment Manager, Rovia Clinical Research
You’ll hear practical strategies for improving patient recruitment, learn about new resources available to sites, and connect directly with industry experts. You can also submit questions in advance on the registration link to have them answered live during the broadcast. Reserve your spot today!
Don’t miss our upcoming webinar designed exclusively for clinical trial sites!
Join us for Redefining clinical success for sites through patient-centered support on October 29th 10:00 – 11:00 AM EST.
Richard Towne
Principal Solutions Architect, SubjectWell
Stacia Wilson
Associate Director, Site Recruitment Support, SubjectWell
Samantha Schmidt
Clinical Research Recruitment Manager, Rovia Clinical Research
You’ll hear practical strategies for improving patient recruitment, learn about new resources available to sites, and connect directly with industry experts. You can also submit questions in advance on the registration link to have them answered live during the broadcast. Reserve your spot today!
Learning opportunity: upcoming webinar
Don’t miss our upcoming webinar designed exclusively for clinical trial sites!
Join us for Redefining clinical success for sites through patient-centered support on October 29th 10:00 – 11:00 AM EST.
Samantha Schmidt
Clinical Research Recruitment Manager, Rovia Clinical Research
Richard Towne
Principal Solutions Architect, SubjectWell
Stacia Wilson
Associate Director, Site Recruitment Support, SubjectWell
Samantha Schmidt
Clinical Research Recruitment Manager, Rovia Clinical Research
You’ll hear practical strategies for improving patient recruitment, learn about new resources available to sites, and connect directly with industry experts. You can also submit questions in advance on the registration link to have them answered live during the broadcast. Reserve your spot today!
Spotlight on support services
Each quarter, we’re taking a closer look at one of the site support services available through SubjectWell. These services are designed to reduce site burden and improve recruitment outcomes, giving your team more time to focus on patients. For questions or to learn more about our site support services, reach out to brian.latham@subjectwell.com.
This month, we’re focusing on Secondary Screening. Secondary screening plays a critical role in improving referral quality and reducing site burden. By ensuring that patients are better qualified before they reach your team, secondary screening not only saves time but also helps sites focus on the right candidates from the start.
A recent case study shows the impact: sites using SubjectWell’s secondary screening experienced stronger enrollment outcomes and more efficient study performance. Explore the full results and learn how this service could support your site.
Connect patients to your clinical studies now
Discover how SubjectWell’s Study Connect can transform your patient recruitment programs.
