Fill your enrollment pipeline without burying your coordinators.
Clinical trial sites lose interested candidates every evening and weekend. Chatref captures every inquiry, walks candidates through an eligibility pre-screening flow, and hands only likely-qualified participants to your team — with the conversation already done.
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Why this matters
Coordinators can't recruit and run visits at the same time.
Stop losing candidates to voicemail. Chatref captures study inquiries around the clock, asks your eligibility questions first, and hands coordinators only the candidates worth calling — so every screening slot goes to someone likely to qualify.
Inbound Patient Queue
Patient questions arrive from phone, web, and walk-in, feeding automatically into a single unified front-desk pipeline.
Practice Knowledge Base
Chatref indexes your scheduling rules, FAQs, and clinic policies, verifying every response against your official documents.
Smart Output Routing
Most patients receive instant answers. Complex or clinical requests are routed directly to your office staff.
Answered Instantly
90%+ of operational, policy, and scheduling questions resolved on the spot.
Warm Staff Handoff
Escalated directly to your clinic team with complete patient query transcripts.
Study inquiries arrive from every channel at every hour and converge on Chatref. Chatref pre-screens candidates using your eligibility criteria, answers FAQs from your study content, and routes only qualified candidates to site coordinators.
The challenge
Clinical trial sites field a constant stream of study inquiries while coordinators are tied up running visits. Most sites have no channel that can capture interest, ask initial eligibility questions, and hold a
What goes wrong
Sites rely on a phone number and a contact form. After hours, those lead nowhere. Coordinators juggling active participants can't stop to screen new callers. Unqualified inquiries eat the same phone time as strong
The Chatref way
Chatref captures every study inquiry the moment it lands, walks visitors through a short eligibility pre-screening questionnaire, answers study FAQs from your own content, and routes candidates who pass to a coordinator
What you get
Four wins for clinical research teams.
The big picture
Keep growing inquiry volume off your coordinators.
Inbound Patient Queue
Patient questions arrive from phone, web, and walk-in, feeding automatically into a single unified front-desk pipeline.
Practice Knowledge Base
Chatref indexes your scheduling rules, FAQs, and clinic policies, verifying every response against your official documents.
Smart Output Routing
Most patients receive instant answers. Complex or clinical requests are routed directly to your office staff.
Answered Instantly
90%+ of operational, policy, and scheduling questions resolved on the spot.
Warm Staff Handoff
Escalated directly to your clinic team with complete patient query transcripts.
Patient questions arrive by phone, web, and walk-in and flow into Chatref, which reads the practice's own content — schedules, policies, FAQs. Most questions get an immediate grounded answer; cases that need a person are handed off warmly with full context.
How it works
From your study content to a qualified candidate in the coordinator's inbox.
Add your protocol and FAQ content once. Chatref pre-screens candidates, answers their questions around the clock, and brings your coordinator in only when a candidate is worth the call.
Add your study content Point Chatref at your protocol overview, participant information sheet, visit schedule, and FAQ docs. It learns them in minutes and uses only your content to answer.
Chatref learns your eligibility criteria It indexes your inclusion and exclusion criteria so it can ask the right eligibility questions in the right order — as a friendly conversational flow, not a form.
Candidates get answers and pre-screened A visitor asks about the study, gets their questions answered, and is walked through eligibility questions — all in the same conversation, at any hour.
Qualified candidates go to your coordinator When a candidate passes the pre-screening flow, the coordinator receives the full conversation — eligibility answers, questions asked, contact details — and picks up without repeating basic intake.
The toolkit
Every job, mapped to a feature.
One AI agent, and a toolkit around it. Each card links to the feature that does the work.
More healthcare practices
Explore other sub-industries.
Chatref works the same way across healthcare. See how it fits neighbouring practices.
Real questions
Questions it answers from day one.
Am I eligible for this study if I'm over 65?
How many visits does this trial require?
Will I be paid for participating?
Can I join if I take blood pressure medication?
What happens if I decide to leave the study?
Is this study available in Spanish?
Where is the study site located?
Do I need a doctor's referral to join?
Solutions for clinical trial sites & CROs
Solve every recruitment job, from first inquiry to enrolled.
From after-hours inquiry capture to multi-study pipeline management, Chatref answers the questions behind each step. Pick the one your team is losing
The math
Recruitment capacity that grows with your study count, not your headcount.
Because you only pay for what you use, costs follow real recruitment activity, not seats. As you add protocols or sites, Chatref absorbs the inquiry, pre-screening, and FAQ load — so each coordinator can manage far more candidates. Results depend on your study volume and content quality.
- Fewer unqualified candidates reaching coordinators
- Faster first response to every study inquiry
- Round-the-clock coverage with no additional staff
- Coordinators focused on visits, not repeat FAQ calls
Loved by support teams
Clinical research teams, enrolling faster without adding coordinators.
How clinical trial sites and CROs use Chatref to capture inquiries, pre-screen candidates, and fill enrollment pipelines.
Chatref took over the after-hours inquiry calls and the eligibility pre-screening that used to fill our coordinator's mornings. Our team now spends their time on candidates who are actually likely to qualify — screening visit slots stopped going to waste.
Potential participants used to call, hit voicemail, and never follow up. Now Chatref captures their interest at midnight and delivers a pre-screened lead to the team by morning.
It answers participant FAQs from our own protocol docs, in plain language. Most candidates get everything they need to decide before they ever speak to a coordinator.
of study inquiries answered or pre-screened before coordinator involvement
One widget handles Spanish and English inquiries across three concurrent studies. We stopped losing community-based candidates to language barriers.
Can a chatbot screen clinical trial participants?
A chatbot can ask the eligibility questions you define — age ranges, prior diagnosis history, current medications, geographic availability — and route candidates who meet your initial criteria to a coordinator for formal screening. The
What study questions do participants most commonly ask online?
Participants most often ask about visit schedules, compensation, procedures involved, whether they can stay on existing medications, and what happens if they want to withdraw. A knowledge base built from your protocol and participant
How does a chatbot handle someone who may not be eligible?
Chatref gives a respectful, informative response. It can explain which criteria were not met in general terms and suggest checking ClinicalTrials.gov for other studies. It never delivers a clinical judgment; that decision belongs to the
Can one chatbot support multiple active studies at the same site?
Yes. Chatref's workspaces let you tag conversations by protocol so a single widget handles inquiries for several concurrent studies, routing each candidate to the right coordinator team and keeping pipelines separate.
How do sponsors or CROs get visibility into site-level recruitment chats?
Chatref's shared inbox and conversation tags give CRO operations teams a live view of candidate pipeline by study and site. Insights digests surface the most common questions and drop-off points across the recruitment funnel.
Bring Chatref to your clinical trial sites & cros.
Add your help docs, drop in one snippet, and let Chatref answer the first questions – free to start.
Part of the Healthcare support hub · see pricing.