Going Paperless: 6 Ways CTMS Digitalization Contributes to ROI
It’s no secret: when it comes to clinical research, efficiency is key.
A 2023 study of 2,542 trials over a four year period showed that only 20% were completed within their planned trial time frame. The median delay lasted 12.2 months: over a year. Less than half of trials met their prespecified enrollment target upon completion, with the median shortfall accounting for 31.0% of the planned sample size.
Every delay, manual process, and outdated system adds unnecessary costs and slows trial progress, contributing to these outcomes. However many organizations still rely on paper-based processes or legacy software, limiting their ability to operate effectively.
The solution is simple: migrating to a modern, digitalized Clinical Trial Management System (CTMS) eliminates inefficiencies. The results are immediate and long-lasting: faster trials, improved compliance, and a better return on investment (ROI).
Let’s talk about how it works—and why you should make the switch.
The Hidden Costs of Paper-Based and Legacy Systems
Sticking to paper-based processes or an outdated CTMS doesn’t just slow teams down, it drains resources in ways that aren’t always obvious. Manual data entry, physical document storage, and repetitive administrative tasks are time sucks, and they add up over the course of a trial.
There’s also the problem of collaboration. Trials involve multiple stakeholders: sites, sponsors, and CROs. All need real-time access to the same information. Without a centralized digital platform, miscommunication and fragmented workflows are inevitable.
The risk of human error in clinical trials is also much higher with paper records or disconnected systems. In a fast-paced clinical environment, documents can be misplaced, data tracking’s inconsistent, and compliance is at risk. Any human error also results in costly–and potentially dangerous–delays.
And speaking of regulatory compliance—it’s much harder to maintain without automated tracking and audit trails. This increases the likelihood of errors, including lost or misplaced reports, that can lead to fines or failures. Why would anyone risk it? There’s an easy solution: choosing a modern CTMS with a focus on usability and digitalization.
How Digitalization Contributes to ROI
Upgrading to a modern CTMS means replacing slow, outdated methods with an optimized, tech-driven approach. The result? A measurable boost to efficiency and financial performance. Here’s how:
Upgrading to a modern CTMS means replacing slow, outdated methods with an optimized, tech-driven approach. The result? A measurable boost to efficiency and financial performance. Here’s how:
Faster Study Start-Up and Execution
Time is one of the most valuable resources in clinical research. A modern CTMS streamlines every stage of trial initiation, from protocol approval to site activation. Automated workflows support contract, budget, and site documentation approvals without unnecessary back-and forth delays.
Instead of waiting weeks for a staff member to manually process paperwork, trial teams can accelerate study start-up, allowing patient recruitment to begin sooner. This efficiency translates to shorter overall timelines and a faster path to regulatory submission and market approval.
Reduced Manual Effort = Lower Costs
Repetitive administrative tasks consume time and resources, leading to inefficiencies that add up over the course of a trial. A modern CTMS eliminates the need for manual data entry, status tracking, and document management by introducing automation.
For example, instead of relying on spreadsheets to track site progress (or manually compiling reports), a digital system updates information in real-time. It also generates reports instantly. Decreasing manual effort allows research teams to focus on higher-value activities, leading to cost savings across the board.
Improved Compliance and Risk Reduction
The clinical trial industry is heavily regulated, with strict requirements for data integrity, patient safety, and documentation accuracy. Compliance failures can result in trial delays, regulatory fines, or even the rejection of study results.
A modern CTMS helps organizations stay compliant by maintaining automatic audit trails, enforcing standardized workflows, and flagging missing or incomplete documentation. Real-time monitoring of compliance requirements means that issues are caught early—before they escalate into costly setbacks.
Real-Time Data Access and Reporting
Clinical trials generate a ton of data, and having access to accurate, up-to-date information is vital for decision-making. A modern CTMS provides built-in analytics and reporting tools that allow stakeholders to track progress, identify bottlenecks, and adjust strategies as needed.
Instead of relying on static spreadsheets or waiting days for IT teams to compile reports, research teams can generate real-time insights. One streamlined dashboard, a click of a button, and a customized report’s at your fingertips. This improved visibility leads to better resource allocation, faster decision-making, and more effective trial management overall.
Stronger Site and Sponsor Relationships
Collaboration between trial sponsors, CROs, and research sites is essential for success. A disjointed, paper-based system leads to communication breakdowns, frustration, and delays.
With a digital CTMS, stakeholders have a centralized platform where they can access the latest study documents, track milestones, and communicate seamlessly. This transparency helps foster trust between sites and sponsors, leading to better collaboration and smoother trial execution.
When sites feel supported with efficient processes and easy-to-use technology, they’re more likely to prioritize a sponsor’s study over competing trials.
Scalability for Future Growth
As clinical research organizations expand their pipelines, they need tech that can grow with them. Legacy CTMS platforms often struggle to keep up with increasing trial complexity, forcing teams to rely on workarounds, extra paper, and additional software.
A modern CTMS is designed to scale, supporting an increasing number of trials, sites, and regulatory requirements without compromising performance. Whether an organization is handling a few small studies or managing a global trial portfolio, the CTMs is key. A scalable CTMS supports growth while protecting against inefficiency or system slowdowns.
Making the Smart Financial Choice
Transitioning to a modern CTMS with an emphasis on digitalization across the board isn’t just an upgrade. It’s a financial decision that pays off in efficiency, compliance, and overall cost savings. Organizations that migrate from paper-reliant legacy systems can expect an impact on trial speed, data accuracy, and operational costs. It’s common sense!
In today’s dynamic research environment, staying ahead means investing in the right tech: finding a system that will grow with your team. You’re looking for the tools you need to reduce waste, optimize workflows, and improve financial outcomes—for long-term ROI that elevates every trial.
Now is the time to go digital! Is your organization ready to leave outdated processes behind?
Switch to the BSI CTMS
The BSI CTMS is top of the line and we have the track record to prove it. Our modern CTMS solutions cover all aspects of your clinical trials.
BSI’s CTMS is the most innovative, function-complete, and easy-to-use clinical trial management software on the market. It provides CTMS, eTMF, Study Startup and Trial Supply Management in one integrated, unified platform.
Standard interfaces (API) assure complete data oversight and easy integration with the external systems (e.g. EDC and eTMF) of your choice. The BSI CTMS is the central hub for all aspects of your clinical trials. It’s available as SaaS for ease of use, continuous improvement, and simplified infrastructure.
We’re modern, sleek, and designed with the user in mind for intuitive end-to-end clinical trial management. And the best part? We offer updates, upgrades, and scalability in-house with a full client support team for your legacy system migration and beyond.
There’s never been a better time to embrace a better CTMS. Book a call today!
