Managing a research site enquiry from first contact to screening

A clear enquiry workflow helps a site team see who is responsible for each next step. Record the study, enquiry source, time received, preferred contact method and assigned owner in the site's approved system. Set response expectations that match the team's capacity rather than relying on an unstaffed inbox.

At first contact, explain which study the enquiry relates to and check that the person is comfortable continuing the conversation. Collect only the information needed for the next step, use approved channels and follow the site's privacy and study procedures.

Pre-screening is an early check against selected protocol criteria. A questionnaire or phone conversation can help identify whether a fuller discussion may be useful, but it does not replace the site's eligibility assessment. Use questions approved for the study, record answers accurately and send uncertain cases to the appropriate site staff member rather than treating an automated result as a final decision. Clinrol Connect's AI pre-screening feature page shows how configured questions and structured answers can support staff review without making the final eligibility decision.

If the person wants to continue, make the hand-off explicit: identify who will follow up, what information they need and what the person has already been told. Explain when informed consent is needed before study-specific screening procedures, and let the authorised study team confirm eligibility under the current protocol. The scheduling feature page describes how Clinrol Connect can book visits into staff calendars and send reminders.

Use consistent workflow states for enquiries awaiting contact, reached, in pre-screening, referred for site review, not proceeding or booked for a visit. Record a respectful reason when an enquiry cannot proceed, honour contact preferences and make it clear who owns the next action.

Review the time and outcomes at each stage to find delays or repeated hand-offs. Compare like with like by study and time period, and keep access to identifiable participant information limited to people who need it for their role.