How the Phone Appointment System Can Help You Successfully Contact Referrals

With Trialfact’s Phone Appointment System, patients who sign up to participate in the study and pass our online screening questionnaire will be asked to book an appointment for phone screening at a time that works for them and you. This means the majority of patients will choose a specific time slot to be contacted for their phone screen call.  By choosing a specific time slot, patients commit to being available for the phone call, resulting in a higher success rate of initial contact and reducing follow-ups and voicemails. We also send the patient a calendar invite, as well as email and text message reminders for the booked appointment.

Key benefits of the Phone Appointment System:

1. Drastically improves the success rate of contacting referrals.
2. Significantly reduces the time needed to contact referrals.

To facilitate the process, please provide us with the following information on the Study Contact Information Form:

1. Name and contact details (email and phone number) of the person(s) responsible for the initial phone screening.
2. Availability for patients to choose phone screening appointments (e.g., 9 am - 5 pm, Monday to Friday).
3. Duration for phone screening appointments (e.g., 10 minutes, 30 minutes).
4. Maximum number of referrals you can handle per week.

For patients who do not book a specific appointment, please contact them via phone at your earliest convenience.

We will provide you with phone screen appointment details in the following way:

• A live Google calendar where you can block off your unavailable times. This calendar can be integrated with other online calendars, including Outlook.
• Instant email notifications for each patient, including their appointment time and completed prescreening questionnaire. The patient and our team will be CC'd in these emails to enable direct communication.
• Access to a live "Referral Spreadsheet" containing appointment details, contact information, prescreening questions, and answers for all patients, including those who did not book a phone screen appointment. It will also include information on failed attempts and reasons, along with additional reporting.

If you opt not to use the phone screen appointment system, our phone screening best practices include immediate contact within 5 minutes of patient sign-up, 10 follow-up attempts, and using different communication mediums (phone, email, text message) at various times and days.