Situation
A leading clinical research organization specializes in conducting clinical trials and studies on behalf of healthcare providers and pharmaceutical companies. Their recruitment process is critical—teams of clinical trial nurses and patient engagement specialists work to identify and vet qualified candidates for studies. This requires a robust system capable of handling complex workflows and large volumes of data efficiently.
Initially, the Director of Recruitment Strategy built a homegrown recruitment application using Google App Sheets. While this solution worked for a time, it soon encountered severe performance issues as recruitment efforts scaled. Recognizing the growing strategic importance of this system, the organization sought a more scalable, secure, and high-performance solution that could serve as a core platform for all future clinical trial partnerships.
Solution
The organization partnered with ThreeWill to develop a next-generation recruitment application, a state-of-the-art, enterprise-grade system built on the Power Platform. This solution replaced the previous Google App Sheets application with a model-driven Power Platform application backed by a rock-solid relational database and security matrix.
The new system introduced:
- Scalability & Security – Data from all partners is stored in one centralized platform, secured at the user level based on partner assignments.
- Advanced Workflow Management – Automating recruitment workflows, including real-time calculations, background processes, and business process flows.
- Integrated File Management – Supporting document uploads and processing within the system.
- Custom Pages & Business Logic – Enabling a tailored experience with specific workflows for each study and partner.
- DevOps-Friendly Infrastructure – Allowing the internal team to monitor and contribute without needing to learn new coding languages.
Business Benefits
The new recruitment platform has transformed operations, eliminating previous performance bottlenecks while providing a scalable foundation for future growth.
- Increased Partner Expansion – Already onboarded two new partners in addition to their existing legacy partner, with plans for more.
- Performance & Reliability – The new system runs without lag, ensuring recruitment teams can work efficiently without system slowdowns.
- Security & Compliance – Built on Microsoft technologies, ensuring data privacy and security for all clinical trial participants and partners.
- Operational Efficiency Gains – Reduced manual efforts and performance delays, allowing the recruitment team to reclaim valuable time.
ROI Impact
ThreeWill’s solution has significantly improved recruitment efficiency, allowing the organization’s team to reclaim 8 hours per week, leading to 416 hours saved annually. Based on an estimated $50 per hour for recruitment specialists, this equates to $20,800 in annual productivity savings.
Future Outlook
With the new recruitment platform, the organization now has a scalable, secure, and high-performance system that not only enhances their ability to match patients with clinical trials but also positions them for continued growth and success in the healthcare industry.
The organization is now well-positioned to expand its recruitment operations efficiently, bringing on additional partners while ensuring data security and compliance. The flexibility of the Microsoft Dataverse solution allows them to continue refining and optimizing their recruitment processes, providing a strong foundation for future enhancements.
As the organization looks ahead, the ability to quickly adapt to new clinical trial demands, onboard new partners, and leverage the automation capabilities of the platform will be key in driving their long-term success. ThreeWill remains a trusted partner, supporting ongoing innovation and enhancements to ensure that the organization continues to lead in clinical trial recruitment.