RealTime <> Delfa Status Mappings

Last updated: October 19, 2026

Patient-Study Assignment Statuses

Note: RealTime has both “Recruitment” and “Enrollment” statuses. RealTime does not support updating Enrollment status via the API. When pulling a patient from RealTime, the Enrollment status takes priority over the Recruitment status. When pushing a patient from Delfa to RealTime, only Recruitment statuses are pushed.

Once a subject is Enrolled in RealTime, RealTime locks their Recruitment status. Delfa still pushes the rest of the patient’s information, but the Recruitment status in RealTime stays as it is.

Default Patient-Study Assignment Statuses

The following is a table of how Delfa patient-study assignment statuses map to RealTime’s list of standard Recruitment and Enrollment statuses.

Delfa Status	Meaning	Delfa → RT (Push)	RT → Delfa (Pull)
Pending	The patient has been assigned to the study, but outreach to prescreen hasn’t started yet (probably waiting for business hours).	Pending → (Recruitment) Not Contacted	(Recruitment) Not Contacted → Pending (Recruitment) Imported → Pending
In Progress	Active outreach to prescreen is happening.	In Progress → (Recruitment) Contact Attempt 01* *Delfa does not have numerical statuses for contact attempts so defaults to 01	(Recruitment) Contact Attempt 01, 02, 03 (any Contact Attempt status) → In Progress (Recruitment) Scheduled For PRE-SCREEN → In Progress
Needs Follow Up	The patient needs a follow-up before prescreening can be completed.	Needs Follow Up → (Recruitment) Follow-up	(Recruitment) Follow-up → Needs Follow Up
Not Interested	The patient was reached and said they are not interested in this study.	Not Interested → (Recruitment) DNQ - Not Interested	(Recruitment) DNQ - Not Interested → Not Interested
Potentially Qualified	Prescreen answers indicate the patient is potentially eligible.	Potentially Qualified → (Recruitment) Qualified for Screening	(Recruitment) Qualified for Screening → Potentially Qualified
Potentially Unqualified	Prescreen answers indicate the patient is likely not eligible.	Potentially Unqualified → (Recruitment) DNQ - Criteria Not Met	(Recruitment) DNQ - Criteria Not Met → Potentially Unqualified
Disqualified (Other Reason)	The patient does not qualify for a reason other than the prescreen criteria.	Disqualified (Other Reason) → (Recruitment) DNQ (Other)	(Recruitment) DNQ (Other) → Disqualified (Other Reason) (Recruitment) DNQ - Other → Disqualified (Other Reason)
Initial Visit Scheduled	A formal screening visit has been scheduled.	Initial Visit Scheduled → (Recruitment) Scheduled For SCREEN	(Recruitment) Scheduled For SCREEN → Initial Visit Scheduled (Enrollment) Pending → Initial Visit Scheduled
In Screening	The patient is currently in the screening process, waiting for results	In Screening → (Recruitment) Enrolled	(Recruitment) Enrolled → In Screening (Enrollment) In Screening → In Screening
Screen No Show	Screening was scheduled, but the patient did not attend.	Screen No Show → (Recruitment) No Show	(Recruitment) No Show → Screen No Show
Screen Failed	Screening was completed and the patient did not pass.	Screen Failed → (Recruitment) DNQ - Criteria Not Met* RT does not let us update* Enrollment statuses but matching ones would theoretically be Early Termination, Lead-in Failure, and Screen Fail	(Enrollment) Early Termination → Screen Failed (Enrollment) Lead-in Failure → Screen Failed (Enrollment) Screen Fail → Screen Failed (Enrollment) Dropped → Screen Failed
Enrolled	Randomized	Enrolled → (Recruitment) Enrolled* RT does not let us update* Enrollment statuses but matching one would theoretically be “Randomized”	(Enrollment) Randomized → Enrolled
Completed Study	Completed study	Completed Study → (Recruitment) Enrolled* RT does not let us update* Enrollment statuses but matching one would theoretically be “Completed”	(Enrollment) Completed → Completed Study
Canceled	A bit of a wild card, can be used at any point to indicate the patient dropped out at any point. Best to be used post-prescreening.	Not pushed. The Recruitment status in RealTime stays as it is.	(Enrollment) ICF Refusal → Canceled (Enrollment) Lost to Follow-up → Canceled
Transferred	The patient was moved to another study or site.	Not pushed. The Recruitment status in RealTime stays as it is.	—
Unreachable	A patient was called many times (usually 5 depending on the cadence) for a prescreening but did not answer any texts or calls.	Unreachable → (Recruitment) DNQ - No Response	(Recruitment) DNQ - No Response → Unreachable

If a RealTime status has no mapping, the patient is set to Pending in Delfa. This applies to both Recruitment and Enrollment statuses.

Custom Status Mappings

We understand that RealTime supports the addition of custom statuses in your RealTime instance. To support your custom statuses, Delfa can host a custom mapping for your organization. We expect admin(s) in your team to keep this mapping updated and correct.

To manage this mapping, admins click the name of their organization in the top right corner and then click Manage. In the modal, go to CTMS Settings. Only admins see this page.

The Study statuses tab has three panels: Recruitment statuses, Enrollment statuses and Study statuses.

Under Pull into Delfa, click + Add and choose a RealTime status and the Delfa status it maps to.
Under Push to RealTime, choose which RealTime status each Delfa status is pushed as. Push mappings exist only for Recruitment statuses.
For an Enrollment status, choose None (use recruitment) to ignore it and use the Recruitment status instead.
Click Remove to delete a mapping. Statuses you do not map use the defaults, listed under Pull defaults and Push defaults.
Click Refresh statuses to load new statuses added in RealTime.

Changes save automatically.

Study Statuses

Delfa Status	RealTime Status
Active	Enrolling
Startup	Upcoming
Paused	Inactive
Completed	Enrollment Closed