Scaling Recruitment Across 15+ Sites Is An Operational Challenge

A growing US-based site management organization (SMO) with over 15 sites faced significant challenges in recruiting, prescreening, and scheduling participants at scale while maintaining exceptional care.

Key challenges included:

• Inconsistent Results: Difficulty ensuring efficient, consistent recruitment outcomes across sites.

• Slow Start-ups and High Costs: Manual recruitment processes hindered scaling and increased costs as new sites and trials launched.

• High Volume Backlogs and Leaky Funnels: Disconnected processes made it hard to manage high participant volumes effectively.

To sustain growth and stay competitive, the SMO needed a scalable solution that enhanced recruitment efficiency without increasing costs or compromising quality.

Leading SMO Partners with Grove to Scale Recruitment Across Sites

The SMO partnered with Grove AI to deploy Grace, the world’s most advanced AI clinical research agent, and the Grove AI PRM™ platform, transforming recruitment with automation and personalization across sites.

Key benefits included:

• 24/7 High Volume Engagement: Grace prescreened, scheduled, and followed up with thousands of participants simultaneously, managing high volumes effortlessly.

• Multichannel Outreach: Grace engaged participants across calls, texts, and emails, improving accessibility for underserved populations.

• Integrated Lead Management: The PRM integrated seamlessly with diverse lead sources, including social media campaigns and databases, ensuring no participants were missed.

• Streamlined Logistics: Grace automated personalized reminders and transportation coordination, reducing logistical burdens for participants and staff.

• Consistent Quality and Compliance: Grace operated under IRB-approved protocols, ensured end-to-end encryption, and met HIPAA standards for data security.

With Grove AI, the SMO achieved scalable recruitment while maintaining a participant-first approach.

Leading SMO Achieves Rapid Recruitment and Site Expansion

In the first month of adopting Grove AI, the SMO saw immediate results:

• 580% More Scheduled Participants: Grace converted social media and database leads into scheduled participants at an unprecedented rate.

• 56% Higher Show-Up Rates: Grace personalized follow-ups and reminders increased participant attendance for on-site visits.

• 24% Higher Call Pickup Rates: Grace optimized call timing aligned with participant availability, improving initial engagement.

Data-driven insights from the PRM allowed the SMO to refine recruitment strategies, enhance participant experiences, and scale successful practices across all sites.

Leading SMO Continues to Expand with Grove

Today, the SMO recruits and randomizes tens of thousands of participants efficiently across 15+ sites using Grove. By adopting Grove, the SMO has accelerated recruitment, maintained exceptional participant experiences, and set a new standard for scalable, high-quality clinical trial participant recruitment and engagement.