Clinical Enrollment · Site OS · Internal design review
Eight emails that move coordinators to the tokenized queue page and prepare patients for their site's call. Every button is a tokenized deep link that opens the queue focused on that patient; clicks land on a confirm page first, so mail scanners never write data. The emails below are fixed to light rendering, the way real inboxes show them. This review page's chrome follows your theme.
All people, sites, and numbers are fictional and match the queue page demo: Sonoran Valley Clinical Research, study APLO-1201, coordinator Jess, patients Priya S., Robert T., Maria G., Sam K.
Email 1 of 8
To the site's designated caller, moments after a phone-screen pass. The connection email: everything needed to make one good first call, nothing else. v4 removes the motivation quote and adds the qualification path.
Phone screen passed at 9:12 AM. Records release signed.
| Qualification path | |
| Online screening: passed 72% of applicants do not reach this stage. | |
| Phone screening: passed 78% of phone screens do not qualify. | |
| Phone (623) 555-0119 | Medical records Authorized |
| Stated availability Weekdays 9-12 Prefers a call, then a confirming text. | |
During her phone screen, Priya was informed that Jess from Sonoran Valley Clinical Research will be contacting her.
| Open Priya's card → |
Opens her card on your queue page.
Already called? Record the outcome belowNo answer Visit booked Not interested Does not qualify
If a patient cannot be reached, Clinical Enrollment continues outreach on your behalf.
Behavior: fires on the phone-screen-pass event, to the site's designated caller only. v4 changes: the "Why she joined" motivation quote is removed entirely (CE does not collect this data; matches the queue-page removal), the "She knows your name" paragraph is replaced with a neutral statement of the same fact, attributed to the phone screen call itself (not to the patient email, which may be held for IRB clearance while E1 is live), and the new qualification-path block shows both passed stages with fail-rate context that demonstrates candidate quality. The percentages compute per study from CE's real screening funnel data; merge fields online_fail_pct and phone_fail_pct, refreshed monthly, shown only when the study's sample size supports them. Subject carries referral ID, screen result, records status, and a neutral time; no name, no condition, no protocol code. Pills carry short labels for one-row fit; each pill's confirm page shows the full canonical outcome (No answer · Reached, visit booked · Reached, no longer interested · Reached, does not qualify) preselected, with one tap to confirm. Data sources: screen transcript (stated availability), records-auth webhook (Authorized badge), site roster (coordinator first name given to the patient), screening funnel aggregates (fail rates). Every link is a single-use tokenized GET; the write happens on the confirm tap, so link scanners never log outcomes. Merge fields: ref_id, patient_first_lastinitial, study_code, fast_deadline_local, coordinator_first, online_fail_pct, phone_fail_pct, queue_token.
Email 2 of 8
To the patient, the same moment. v4 reframes it as an introduction, deletes the recap text, rewrites the steps to be compliance-careful, and gives the call-first number more weight. Still 55+ friendly: large type, high contrast, no clutter, no study content.
Jess, a research coordinator there, will be calling you tomorrow morning.
Here is who will be calling.
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Jess
Sonoran Valley Clinical Research
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She should be calling you tomorrow morning, between 9:00 AM and 12:00 PM.
You may wish to save this number so you can recognize her call.
You do not need to wait for her call. Jess welcomes questions by phone.
Weekdays 8 AM to 5 PM. If she is unavailable, leave a message and she will return your call.
What happens next
| Step 1 Jess will be in touch to answer your questions. |
| Step 2 If the study may be a fit, she will invite you to visit the clinic. |
| Step 3 The team reviews everything with you in person before any decision is made. |
If you miss each other, Jess will call again. This number remains available to you.
Sincerely,
The Clinical Enrollment team
The Clinical Enrollment team remains available to help at any point. Call us on weekdays at (602) 555-0100.
Behavior: sent in the same transaction as the referral alert so both sides hold the same expectation: the patient knows the coordinator's first name and site, and the coordinator knows the patient was told to expect the call. v4 reframe: introduction framing in the hero, no recap of the morning's conversation, steps written with conditional language only (no promise of qualification, invitation, or enrollment; participation stated as voluntary in the footer), and the call-first number enlarged to 32px for more visual weight. Body is 16px minimum, single column, written for a 55+ reader. Deliberately contains no risks, benefits, or study description; that conversation belongs to the site. Illustrations are the same hand-drawn line system as the coordinator pills. Compliance: recruitment communication; held at launch and sent only after IRB/compliance clearance is obtained through the sites and sponsors for each study. Sends from and replies to patientadvocate@. Data sources: screen call (window), site roster (coordinator first name, site outbound caller ID, inbound hours). Suppressed if the patient asked for text-only contact. Merge fields: patient_first, coordinator_first, site_name, site_caller_id, call_window_phrase, site_inbound_hours. call_window_phrase rule (founder, 2026-07-22): the phrase is COMPUTED, never assumed. Workflow custom code takes the site's committed referral outreach windows (from the MOU onboarding profile) plus the business-hours clock (9 to 5 site-local, weekdays) and names the site's next real window relative to the send moment: a referral placed inside a same-day window renders "this morning, before 11:15 AM"; a site whose next window is tomorrow 9 to 12 renders "tomorrow morning, between 9:00 AM and 12:00 PM"; across a weekend it renders "on Monday morning". The email never promises a call at a time the site did not commit to.
Email 3 of 8
Monday 7:30 AM site-local. The week's front door: queue count, the sanctioned band line, what CE has been handling, then the list with one-tap outcome pills per row. No metrics tables, no charts.
Top 25% of sites for this trial over the last 30 days. Prompt first calls maintain this position.
What we have been working on in the background
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Robert T. APLO-1201
Waiting 8 days. Available at any time of day. Records Retrieved.
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Maria G. APLO-1201
Asked for a call between 2:00 and 4:00 PM. Records requested; retrieval is in progress.
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Sam K. APLO-1201
Rebooked for Fri Jul 25, 11:00 AM after a missed visit. Please review the new time.
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| Open your queue → |
Opens your queue with this week's patients on top.
If a patient cannot be reached, Clinical Enrollment continues outreach on your behalf.
Behavior: structure unchanged from v3 per founder: queue count headline, one band line, gift list before any ask, then the rows. v4 renames the gift header per the founder's exact preference ("What we have been working on in the background", not presumptuous) and professionalizes gift items and row copy. A pill tap opens the queue focused on that patient with the tapped outcome preselected on the confirm page, and "More" opens the full outcome list there. Skipped entirely when the queue is at zero; a quiet "queue is clear" variant sends at most once a month. Data sources: queue state, band computation (30-day trailing, per trial), CE activity log for the gift list. Merge fields: queue_count, site_short, band_percentile, band_lever, gift_items[], patient rows from queue state.
Email 4 of 8
Conditional. Sends only when something cannot wait until Monday, three items maximum. On quiet weeks it never sends. v4 adds outcome pill rows to both patient items alongside the ghost CTAs.
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1 · Maria G.'s window is this afternoon
She asked for a call between 2:00 and 4:00 PM, and today is her last stated window before the weekend. Waiting until Monday adds four days without contact.
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2 · Sam K.'s new Friday time needs review
He is rebooked for tomorrow, 11:00 AM. Confirm the new time or select a different one; CE will notify him either way.
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That is everything. This email is sent only when an item cannot wait until Monday; if you receive nothing on a Thursday, nothing needs your attention.
Behavior: a rules pass runs Thursday midday: fast-window patients unresolved, stated contact windows that expire before Monday, visits inside the next 48 hours needing review. If nothing qualifies, no email. Item count is capped at three and the subject always states the count. v4 change: each item now carries its relevant outcome pill row (Maria: No answer / Visit booked / More; Sam: New time works / Different time), same pill system as the Monday brief, so an outcome can be logged in one tap without opening the card; the ghost CTA remains for the full view. The "Two things that will not keep until Monday" headline is retained per founder approval. Data sources: queue state plus the visit calendar. Merge fields: item_count, site_short, items[] each with its own queue_token deep link.
Email 5 of 8
T+90 minutes, only if no outcome is logged on a fast-window patient. One patient, one button, a countdown stated as time remaining. Never guilt. v4 documents send governance in the caption.
No outcome has been logged yet. If you have already called, recording the outcome below stops this reminder.
| Open Priya's card → |
Opens her card on your queue page.
Already called? Record the outcome belowNo answer Visit booked Not interested Does not qualify
If a patient cannot be reached, Clinical Enrollment continues outreach on your behalf.
Behavior: still a four-sentence email. Scheduled at referral time for T+90 and cancelled server-side the instant any outcome lands on the patient, including "No answer", so a coordinator who tried and missed is never nudged. The pill row serves the one-tap promise directly. The countdown is phrased as time remaining, never as time wasted. Subject reuses the referral ID; no name, no condition. Send governance (v4): capped at one reminder per patient, ever; suppressed entirely for any site that has already logged an outcome that day, since an active site does not need prompting; addresses the founder's over-emailing concern. Sites can disable this reminder in their site profile. Data sources: queue state, fast-window clock, site outcome log (daily suppression check), site profile (opt-out flag). Merge fields: ref_id, patient_first_lastinitial, minutes_left, queue_token.
Email 6 of 8
Last Friday of the month, 3:30 PM site-local. The pride artifact: private numbers, the product's own vocabulary, one band line, no other comparisons.
These numbers are visible only to you and Clinical Enrollment.
| 61Calls made | 17Visits booked |
| 18 of 22Workdays ended at queue zero | 24Fast calls |
★★★ three stars earned in July · one more streak to gold ☆
Eighteen of twenty-two workdays ended at queue zero, and most first calls were placed inside the windows patients requested. That is a strong month.
Top 25% of sites for this trial over the last 30 days. Prompt first calls maintain this position.
Have a good weekend. The next Monday brief arrives on schedule. Open your queue
Behavior: sends the last Friday of each month, so the only rhythm emails a coordinator ever receives are the Monday brief and the conditional Thursday pulse. Numbers framed for a month: calls, visits booked, clean days stated as "18 of 22 workdays", fast calls with star progress. Uses only the queue page's own vocabulary (clean days, fast calls, star and gold) so the email and the product read as one system. v4 professional pass: privacy line, summary paragraph, band lever, and closing all restated as fact; the star line is retained unchanged because it is the product's own vocabulary. The band is the single sanctioned comparison and appears once. Suppressed on months with no activity. Data sources: outcome log (calls, bookings), clean-day and fast-call counters from the queue engine, workday calendar for the denominator. Merge fields: coordinator_first, month_name, calls_made, visits_booked, clean_days, workdays, fast_calls, star_state, band_percentile, band_lever.
Email 7 of 8
If the patient's record shows no site contact three days after referral, the patient gets one calm email: no blame in either direction, a large number to call Jess directly, and a reply path for a better time. v4 applies the same professional, minimal treatment as the connection email.
There is no deadline. You can connect whenever it suits you.
Hello Priya,
Jess at Sonoran Valley Clinical Research has tried to reach you since your conversation with our team on Wednesday. If the timing has not worked, there are two easy ways to connect.
She is expecting your call.
Weekdays 8 AM to 5 PM. If she is unavailable, leave a message and she will return your call.
When you and Jess connect, everything continues from where it left off.
Sincerely,
The Clinical Enrollment team
The Clinical Enrollment team remains available to help at any point. Call us on weekdays at (602) 555-0100.
Behavior: scheduled at referral time for T+3 days, 10:30 AM patient-local, and suppressed the moment any site contact or outcome is logged on the record, including "No answer" attempts by the site that later connect. v4 professional pass: the folksy explanations ("calls sometimes hide in missed-call lists", "nothing to apologize for") are removed; the email now states the facts, offers the two paths, and stops. Blame is still absent by construction: "has tried to reach you" credits the site, "if the timing has not worked" is neutral toward the patient. Replies route to the monitored patientadvocate@ inbox, which books the callback into Jess's queue as a stated-window item. Sends once; there is no second nudge. Compliance: recruitment communication; held at launch and sent only after IRB/compliance clearance is obtained through the sites and sponsors for each study. Sends from and replies to patientadvocate@. Data sources: queue state (contact log), site roster (inbound line, hours), referral timestamp. Merge fields: patient_first, coordinator_first, site_name, site_caller_id, referral_day_phrase, site_inbound_hours.
Email 8 of 8
End of day on the day of a booked on-site visit, only if no post-visit outcome is logged. Closes the loop on the rule that consent status is captured the same day as the visit. Short, courteous, two taps.
Her on-site visit at Sonoran Valley was scheduled for today, and no outcome has been logged yet. Recording it takes two taps.
Record the visit outcomeConsent signed Still deciding Rescheduled Did not attend
| Open Priya's card → |
Opens her card on your queue page.
Consent status recorded the same day keeps her record complete. If she did not attend, logging it tonight starts CE's rescheduling outreach automatically.
Behavior: scheduled at visit-booking time for 4:45 PM site-local on the visit day and cancelled the moment any post-visit outcome is logged, so a coordinator who already recorded the visit never sees it. "Consent signed" remains the celebratory pill: lime-tinted fill, olive border, bold label, first position, hand-drawn pen-and-signature icon; the other three stay quiet, so logging a quieter outcome never reads as failure. If "Did not attend" is logged, CE's rescheduling outreach takes over automatically that evening (the same flow that recovered Sam K.). v4 subject drops the conversational question in favor of a factual label; still referral ID only, no patient name, no condition. Pills open the confirm page with the outcome preselected, same scanner-safe pattern as the rest of the suite. Data sources: visit calendar (booked visit), outcome log (suppression check), queue state. Merge fields: ref_id, patient_first_lastinitial, study_code, site_short, queue_token.