Thinking of Adopting a New CTMS? 4 Questions You Need to Ask

Choosing the Clinical Trial Management System (CTMS) best suited to your specific needs can be a complex decision. But finding the right fit can mean the difference between a mediocre workaround and efficient, intuitive, optimized trial management.  

When considering adopting a new CTMS, it’s crucial to know what to expect from the product itself (of course!) But it’s also essential to understand the logistics—for example, what payment model does the provider offer? Is a long-term contract required?  

You’ll want to be aware, upfront, of any setup fees or accessibility delays, and whether services and support are/are not included. Asking the right questions can help to ensure a complete understanding of the logistics involved—facilitating a confident decision and, ultimately, a smooth transition.   

Specific questions to address when adopting a new CTMS toolkit include:  

  • Is the cost structure flexible to fit my budget now and in the future? 

    • Is a long-term contract required? Is the pricing model flexible, or will you be paying for more product than you need? 

  • Are training materials provided?  

    • What are the available modes of instruction/training delivery? 

    • Is there an additional charge?  

  • Is the workspace available immediately after purchase? 

    • Is there an accessibility delay? If so, of what length? 

    • How long will implementation take? 

  • Can the CTMS be scaled and customized to meet your changing needs? 

    • Put simply, can this CTMS grow along with you? 

Now, let’s examine the logistics behind each of these questions more closely, in order to unpack what you really need to know before adopting a new CTMS.  

Long-term contracts vs. subscription model 

Traditional CTMS vendors often require long-term contracts—a model which forces customers to pay for features they do not use or need. A flexible subscription model is a fresh alternative in which clients can select services on a monthly basis—enabling team and feature scalability.  

By delivering on the need for adjustable options, this approach supports budget-sensitive teams while ensuring effective study oversight tools.   

Training materials and support services 

Adopting a new CTMS solution will entail training on the new platform, but some vendors charge extra for access to training materials. Ask what types of training materials and services are available and verify how the training materials are kept up-to-date with the latest features.  

You’ll also want to inquire about additional fees attached to support services, which may sometimes be called “support desk consultation fees.” Asking the right questions can keep you informed about what to expect from the CTMS provider. It’s best to know up front if calling customer support will entail extra charges, or whether you’ll need to pay for access to the training your staff needs to operate the new platform.  

Startup delays and surprise fees 

A waiting period before you can use a purchased product? Might sound silly, but “accessibility delays” or “activation waiting periods” are all too common with traditional CTMS vendors. A savvy buyer should watch for these or other surprise costs or hidden dependencies, which may be termed “setup fees” or “server setup charges”— charging extra to begin using your purchase.  

Growth and scalability 

Remember, genuine ease-of-use isn’t just about speedy startup—it includes foresight for future growth. The best CTMS solutions are designed to be easily scalable and grow alongside their users. Before adopting a new CTMS, be certain to verify it can adapt as technologies evolve, capabilities expand, and needs change.  

As a recent example, consider how quickly electronic data capture (EDC) has become a must-have feature—and one with which any top-notch CTMS must be able to integrate, smoothly and easily.  

How SimpleTrials makes adopting a new CTMS simple 

The questions above should be addressed and answered to your satisfaction early-on in the buying process. Obtaining clear answers right from the start will help you make the right decisions for your unique needs, avoiding disorganized study startup and driving operational efficiency down the line.  

At SimpleTrials, we’re familiar with the common complaints plaguing the standard offerings: a lack of needed features, poor support, and exploitative pricing. Our team consists of former trial managers with real-world experience using various eClinical solutions. 

We drew on our firsthand understanding of study management needs to create the industry’s first on-demand, subscription-based CTMS.  

The thoughtful design of SimpleTrials’ customizable CTMS supports your study nuances, and our flexible subscription pricing mean you only ever pay for what you need, when you need it.  

Ready to experience simple, smooth CTMS adoption? Reach out today to get started.  

Simple Trials