From “Capable but Overlooked”
to Sponsor-Trusted Research Partner
SCROLL DOWN
From “Capable but
Overlooked”
to Sponsor-Trusted
Research Partner
SCROLL DOWN
Site Profile
Despite solid performance on active trials, the site often felt one step behind responding to sponsor requests rather than shaping opportunities. Leadership recognized that the issue was not capability, but how the site was positioned, presented, and engaged by sponsors and CROs.
01
Independent Research Site
An independent clinical research site led by one primary Principal Investigator and supported by two Sub-Investigators, operating with a lean and efficient coordination team.
02
Operational Strength & Experience
Experienced across multiple therapeutic areas with reliable execution and patient access without the structure needed to convert capability into consistent study flow.
03
Strong Execution, Inconsistent Study Flow
Despite solid performance, study flow remained inconsistent. The site was often responding to sponsor requests rather than shaping opportunities—an issue of positioning and engagement, not capability.
The Reality Before Trial Aid
The site was busy, but not strategically aligned. Internally, management and staff felt stretched and frustrated, unsure why strong execution was not translating into higher-quality studies or stronger sponsor confidence.
01
Feasibility questionnaires were completed quickly, but without consistent messaging or positioning
02
Budgets were submitted reactively and frequently revised after sponsor feedback
03
PSVs and SIVs resulted in long follow-up lists and delayed approvals
04
Study activation timelines were unpredictable due to overlapping sponsor, CRO, and internal requests
05
Sponsor feedback was often unclear: “Good site, but not fully ready yet”
How Trial Aid Got Involved
The site contracted Trial Aid to act as an extension of its Business Development and management team. Trial Aid worked directly with site leadership, the PI, and operations staff to:
01
Structured Business Development
Trial Aid designed and implemented a clear, disciplined business development approach bringing structure to outreach, feasibility responses, and study selection.
02
Strategic Sponsor & CRO Intermediary
Trial Aid acted as a strategic bridge between the site and sponsors/CROs guiding communication, managing expectations, and reducing friction throughout engagement.
03
Right-Fit Study Identification
Trial Aid evaluated and pursued studies aligned with the site’s operational capacity, patient access, and financial goals prioritizing sustainable, high-value opportunities.
04
Sponsor-Aligned Capability Communication
Trial Aid reframed how the site’s capabilities were presented—using sponsor-aligned language that clearly communicates execution strength and builds trust.
01
Business Development (Embedded, Not Outsourced)
Trial Aid integrated into the site’s BD workflow, helping management structure outreach, feasibility responses, and sponsor communications. Feasibilities were reframed to emphasize execution strength, staffing stability, and realistic timelines using language sponsors recognize and trust.
32%
44%
53%
21%
27%
02
Study Sourcing & Sponsor Alignment
Trial Aid acted as a broker, filtering opportunities and guiding the site toward studies aligned with its patient population, staffing capacity, and financial goals reducing low-value or high-risk trials.
2
+
2
4
+
4
8
+
8
16
+
16
03
Contract & Budget Negotiation
Budgets and contracts were built based on actual protocol demands, staff time, and operational risk. Trial Aid led negotiations to ensure fair compensation while maintaining constructive sponsor relationships resulting in fewer revisions and faster approvals.
87K
27%
04
Study Activation Workflow
Trial Aid helped design and manage a clear activation workflow, coordinating contracts, budgets, regulatory submissions, training, and system access in parallel. Responsibilities were clearly defined, and bottlenecks were addressed early.
05
PSV / SIV Preparation
Regulatory documentation, SOPs, delegation logs, and training records were aligned ahead of visits. Site leadership and staff were coached on sponsor-facing communication ensuring consistent, confident responses without overpromising.
06
Site Branding & Sponsor Perception
Sponsor-facing materials and site profiles were refined to accurately reflect how the site operated: organized, compliant, and reliable. The focus was clarity and consistency not marketing exaggeration.
What Changed
The Results the Site Actually Felt
One coordinator summarized the shift simply:
“We didn’t start working harder, we started working smarter. And sponsors noticed.”
Fewer low-value study invitations and more right-fit opportunities
01
Faster study activations with significantly less internal stress
02
Reduced budget revisions and smoother contract approvals
03
More confident sponsor interactions across all site staff
04
Repeat study invitations from sponsors who already understood the site’s capabilities
05
Are You Ready to Transform Your
Research Site?
Contact us and request a free consultation today!
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