Information is shared between the Delfa patient recruitment management platform and the RealTime clinical trial management system.

Key Concepts

Pull: RealTime → Delfa

Push: Delfa → RealTime.

Patient information can be pulled and pushed across RealTime and Delfa. This information includes entities

• Patient Traits

• Patient-study subject Statuses

• Referral Sources

• Questionnaires (Only Push)

• Interactions (Only Push)

Pulling Patients

Patients can be imported (pulled) into Delfa from RealTime. During a patient pull, we check if the patient already exists in Delfa first by an existing RealTime subject ID and site ID otherwise by a mix of name, email, phone and date of birth. If we find a matching patient, that patient’s profile in Delfa will be updated with information from RealTime. If we do not find a matching patient, we will create a new patient with the information from RealTime. To know exactly what information is pulled and when, please see the Information Breakdown section.

Manual Pull

A “manual” pull means that you or another individual are explicitly pulling in a patient from RealTime through Delfa’s interface. Delfa facilitates a manual database import before kick off so that you can start with your RealTime database in the platform.

However, as a recruiter or recruitment manager, it is important to learn how to pull patients on your own. Down the line you may find a patient that is in RealTime but is not in Delfa. There is a seamless way to get that patient into Delfa, both on an individual and bulk level.

Service: Automatic Pull

An “automatic” pull means that a patient is pulled from RealTime to Delfa as part of an automation set up for you by Delfa’s team.

For example, if a lead comes in through a meta form or webform, we can look for that patient in RealTime based on email or phone number, and pull in that patient’s info from RealTime.

Delfa also pulls from RealTime on a schedule:

• Every night, Delfa imports patients added to RealTime that are not yet in Delfa, updates study statuses, and updates the study statuses of patients already in Delfa.

• Every hour on weekdays, during US and Australia/New Zealand business hours, Delfa pulls study status changes made in RealTime that day and imports patients added to RealTime that day.

• Every night, Delfa pulls medical history, medications, allergies, surgeries, social history and contacts that changed in RealTime for patients already linked to RealTime.

Pushing Patients

Patient information collected in Delfa can be pushed to RealTime. To know exactly what information is pushed and when, please see the Information Breakdown section.

Manual Push

A “manual” push means that you or another individual are explicitly pushing a patient from Delfa to RealTime through Delfa’s interface.

Simply click the “Push CTMS” button on the top right corner of a patient’s profile when you want to manually push a patient. We recommend clicking “Push CTMS” when a patient a patient is potentially qualified and/or scheduled so a coordinator has the most recent information for the patient they will be seeing.

Service: Automatic Push

An “automatic” push means that a patient is pushed to RealTime from Delfa as part of an automation set up for you by Delfa’s team.

For example, a cadence can include a Push to CTMS step. When the patient reaches that step, Delfa pushes the patient to RealTime, the same as clicking “Push CTMS”. Delfa can also turn on instant pushes of interactions and study status changes for your organization.

Information Breakdown

Patient Information

Each entity has its own push and pull capabilities and options.

Interactions and Notes

Patient Study Statuses

Nightly Status Sync

Every night, we look at every open patient-study (subject) pair that exists in Delfa and check its status in RealTime. Pairs already in a final status are skipped. The patient’s study status is updated to what is in RealTime when the RealTime status is further along the funnel than the status in Delfa. It is also updated, even backwards, when the Delfa status last came from RealTime and the RealTime change is newer. If someone changed the status in Delfa after the RealTime change, Delfa keeps its own status.

Example: A patient in Delfa is “Potentially Qualified” but in RealTime they are at “Contact Attempt 1” - we do not take RealTime’s status.

Example: A patient in Delfa is “Potentially Qualified” but in RealTime they are “Scheduled For SCREEN” - we take RealTime’s status.

Study Referral Sources

Contact Info & Consent

**Note: RealTime does not have a concept of tracked call consent, only SMS consent. We will need written agreement that your RealTime database has call consent. We can also optionally opt out patients from call consent when they have opted out from SMS consent, which is recommended.

Procedure Traits (Medications, Events, etc)

When Delfa builds a full patient push, the medical information in the patient’s profile is mapped to the medical sections in your RealTime.

Allergies in Delfa are added to allergies in RealTime etc. During this mapping, Delfa applies your RealTime picklists which is a configured allow-list of acceptable values for a specific field on the outbound push request. This picklist is configured based on the medical drop downs in your RealTime patient profiles.

If a value in Delfa can’t be mapped any value in your picklists, “Other” will be chosen and a comment with the value will be written in the entity.

Questionnaires

We take the answers already collected in Delfa for that patient on a given study and compare them to the interview questions set up for that study in RealTime.

An AI reviewer looks at both sides and fills in a RealTime question only when the Delfa answers clearly support it. If the link isn’t obvious, that RealTime question is left alone — we don’t guess or stretch the data.

For yes/no-style RealTime questions, the answer must match one of RealTime’s allowed choices (Yes, No, or N/A). For free-text questions, we write a short answer based only on what the patient answers in Delfa’s questionnaire.

Only yes/no and free-text (Narrative) RealTime questions are filled in. Other question types are skipped. For questionnaires imported from RealTime, answers go straight to the matching RealTime question.

Study Visits

RealTime does not support scheduling via its API so this service is not currently available. Appointments made in Delfa will not be synced to RealTime.

Study Information

Study information in RealTime is automatically populated in Delfa when we pull in and sync patients.

Summary Table