From an Overextended Team
to a Confident, High-Performing
Research Operation
SCROLL DOWN
Site Profile
The site was expanding, but leadership recognized that growth without the right team structure and investigator coverage was increasing risk rather than opportunity.
01
Independent, Growing Research Site
An independent clinical research site managing multiple active studies across different sponsors and therapeutic areas while continuing to expand operations.
02
Growth Without Adequate Coverage
A lean team of coordinators, regulatory staff, and support personnel operated alongside a single primary Principal Investigator carrying the majority of oversight responsibilities.
03
Committed Team, Rising Risk
As study volume increased, leadership recognized that growth without the right team structure and investigator coverage was increasing operational risk rather than creating opportunity.
From “Capable but
Overlooked”
to Sponsor-Trusted
Research Partner
SCROLL DOWN
How Trial Aid Got Involved
The site engaged Trial Aid as an extension of management, with a focused mandate to strengthen team structure, investigator coverage, and study execution quality.
Trial Aid worked directly with leadership to:
01
Expand and Stabilize Principal Investigator Coverage
Trial Aid evaluated oversight gaps and workload distribution, then supported the recruitment and alignment of additional Principal Investigators to ensure availability, accountability, and consistent study oversight as volume increased.
02
Strengthen Protocol Execution Across the Entire Team
Trial Aid reinforced protocol mastery through execution-focused training, ensuring investigators and staff understood not only requirements, but how to perform each visit accurately, consistently, and the first time.
03
Reduce Screen Failures and Patient Loss
Trial Aid improved screening accuracy and visit consistency by clarifying inclusion/exclusion criteria, strengthening handoffs, and identifying risk points early reducing preventable screen failures and dropouts.
04
Improve Per-Patient Financial Efficiency Without Compromising Compliance
Trial Aid aligned protocol execution with financial awareness, helping staff understand how accurate, compliant visit conduct directly impacts revenue capture without cutting corners or increasing regulatory risk.
01
PI Recruitment
Trial Aid identified and supported the onboarding of three specialist physicians as Principal Investigators, each aligned with specific therapeutic indications and protocol requirements. Beyond credentials, availability, engagement, and oversight capacity were evaluated.
The expanded PI bench improved coverage, reduced bottlenecks, and strengthened sponsor confidence.
32%
44%
53%
21%
27%
02
Study-Specific Protocol Optimization Training
Trial Aid delivered protocol-specific optimization training for investigators and study staff, walking through inclusion and exclusion criteria, visit schedules, procedures, and endpoints in detail.
Training focused on:
-
Accurate execution of protocol-required procedures
-
Early identification of screen failure risks
-
Consistent visit conduct to reduce patient dropouts
-
Clear delegation and oversight responsibilities
Procedures were executed correctly the first time reducing rework and protocol deviations.
2
+
2
4
+
4
8
+
8
16
+
16
03
Screen Failure & Retention Control
Trial Aid strengthened screening accuracy and visit consistency by clarifying eligibility criteria, improving handoffs between recruitment and clinical teams, and identifying patient risk factors earlier in the process.
This reduced preventable screen failures and early patient dropouts protecting both study timelines and revenue.
87K
27%
04
Financial Efficiency per Patient
Trial Aid helped staff and investigators understand how each protocol-required procedure translated into operational cost and revenue.
Teams were trained to:
-
Execute all billable procedures accurately
-
Avoid missed visits or incomplete assessments
-
Understand the financial impact of deviations and patient loss
This reinforced a culture where quality and financial performance supported each other.
05
Personnel Recruitment & Integration
Key operational roles were recruited strategically with clear role definitions and performance expectations. New hires ramped up quickly and integrated smoothly into existing workflows reducing dependency on overextended team members.
06
Workflow Design
End-to-end workflows were redesigned to support multiple PIs, clear handoffs, and consistent execution across studies reducing variability, strengthening oversight, and enabling sustainable growth.
What Changed
The Results the Site Actually Felt
One study coordinator shared:
“We finally understand both the protocol and the business side of each visit and that changed everything.”
Expanded PI coverage with three new specialist investigators
01
Improved protocol adherence and procedural consistency
02
Reduced screen failures and early patient dropouts
03
Improved per-patient financial performance
04
Faster study execution with fewer deviations and corrections
05
COMPANY
CONTACT
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The Reality Before Trial Aid
The team was committed but stretched beyond capacity. Leadership knew the site needed stronger investigator coverage, deeper protocol mastery, and tighter execution to protect both quality and revenue.
01
PI oversight was limited by competing clinical and administrative responsibilities
02
Study procedures varied slightly by coordinator, increasing the risk of errors
03
New protocols required frequent clarification and rework
04
Screen failures and early patient dropouts were higher than expected
05
Staff training was largely general, with study-specific gaps identified late
06
Per-patient financial performance varied due to inconsistent execution of billable procedures
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Research Site?
Contact us and request a free consultation today!