Clinical Enrollment

Site Partnership Agreement

Clinical Enrollment LLC  ·  your research site

Memorandum of Understanding · Clinical Enrollment referral partnership

Every patient we send has said yes twice before you hear their name: once on a web screener and once on the phone with our team. This page covers what happens after that, and how your team wants referrals to arrive. It takes about ten minutes, one time.

Count on us for

  • Referrals screened twice, on the web and by phone
  • A records release pursued for every patient
  • A one-email handoff with one-tap updates. No logins
  • Follow-up with any patient who goes quiet on you
  • Volume matched to your capacity, paused on request
  • A named contact who answers within a business day

We'll count on you for

  • The first call made as scheduled, or moved with one tap
  • Three contact attempts in week one, with CE in tandem
  • Each attempt's outcome recorded with one tap
  • Eligible patients scheduled within two weeks
  • Notice within 72 hours of site staff changes
  • Patient information protected under Section IV

Those twelve commitments are the heart of the agreement. The sections below add detail and set up how referrals reach your team.

I
Section 1 of 5

How we'll work together

These terms are written in plain English because they are working commitments between partners.

Referrals, start to finish

1.1Volume. Site agrees to accept an average of referrals per week. Volume can be adjusted at any time by request.

1.2The first call. Each referral arrives with the first call already arranged. The patient has been introduced to your designated caller by name and expects the call during one of the referral outreach windows your team sets in Section III. Site agrees to make that call as scheduled, or move it to another window with one tap within one business day. CE pursues a medical-records release for every patient and delivers records when available; the first call never waits on records.

1.3Live transfers. When a qualified patient asks to speak with the Site right away, CE will attempt a live transfer to the designated caller. If the transfer goes unanswered, the call falls back to your outreach windows. Sites that prefer not to receive live transfers, or where transfers regularly go unanswered, receive referrals through their outreach windows only. Beyond calls, Site also reaches patients by:

1.4Contact and status. If the scheduled call does not connect, Site agrees to make up to three contact attempts during the first week while CE works the same patient in tandem by phone, text, and email. Every referral email carries one-tap status updates, and Site agrees to record the outcome of each attempt this way: reached, booked, or unable to reach. Those taps replace weekly written reports entirely. After the third attempt, or a tap of "unable to reach" at any point, CE takes over the remaining follow-up.

1.5Visits. Site agrees to schedule the first study visit within two weeks of confirming initial eligibility, coordinated with the PI and the patient's availability. CE handles visit confirmations, reminders, and same-day rebooking after any no-show.

1.6When staff change. Site agrees to notify CE within 72 hours when a referral contact arrives or leaves, so patient pairings never point at an empty desk. The named backup in Section III covers the gap.

1.7Our referrals, this study. Patients referred by CE are screened for this trial first. Patients who do not qualify may be considered for anything else your site runs.

1.8Routing. CE routes referrals preferentially toward sites that keep the commitments in this Section. A site that cannot keep pace may ask CE to pause referral flow at any time, without penalty, and resume when ready.

And in return, from us

2.1Screened twice. Motivated referrals, checked against the study's inclusion and exclusion criteria on the web and again by phone.

2.2Records pursued. A records-release request for every patient, with records delivered to you when available.

2.3A complete handoff. One email when the phone screen passes, carrying the patient's screen answers, their stated availability, and where their records stand.

2.4Reconnection help. Whenever a patient goes quiet on you, we work them in tandem by phone, text, and email.

2.5Volume on your terms. Adjusted whenever you ask. Screener changes apply study-wide and go to the sponsor for IRB approval.

2.6A named contact. One person at CE who answers any question within a business day.

II
Section 2 of 5

Your site

Who should hear about new referrals (everyone listed gets the packet and one-tap updates; no logins required)

III
Section 3 of 5

Your outreach profile

Tell us who calls referred patients and when. Every patient we send will expect that person, at that time, from that number, and will have saved your number so the call is not screened as spam. Set this once and change it anytime with one reply.

Referral outreach windows (patients are told to expect your call inside these windows)

MonTueWedThuFri
Morning 9–12
Midday 12–3
Afternoon 3–5:30

How can referrals reach you? (select all that apply)

The personal touch (optional; each item raises answer rates)

IV
Section 4 of 5

Protecting patient information

This section is written in formal terms because it carries binding obligations. In summary: use patient information only for this study, protect it, hold your vendors to the same standard, use the minimum necessary, and notify us within 24 hours of any suspected breach.

3.1 Site shall not use or disclose personal information or protected health information (as defined under applicable law) received under this MOU, including EHRs for referred patients, other than as permitted or required by this MOU or by law.

3.2 Site shall maintain, use, and disclose such information in compliance with all applicable federal, state, and local laws (including privacy, cybersecurity, and data-protection laws) and shall use commercially reasonable efforts to maintain its security through appropriate administrative, physical, and technical safeguards. Third parties engaged by Site with access to such information must be bound by written obligations no less stringent than these.

3.3 Site agrees to mitigate, to the extent practicable, any known harmful effect of a use or disclosure made in violation of this MOU.

3.4 Upon any actual or suspected breach involving such information, Site agrees to notify CE within 24 hours of detection; identify each affected individual; provide information reasonably requested for investigation; diligently investigate the cause; enact a corrective-action plan; and cooperate with CE on any required notifications to regulators or affected individuals.

3.5 Every request, use, or disclosure shall be to the minimum extent necessary for its intended purpose.

3.6 This Section survives expiration or termination of this MOU.

If the arrangement is not working

If either party falls short of these commitments, the other provides written notice and allows 48 hours to correct the issue. If it is not corrected, CE will stop sending referrals, notify the Sponsor, and personally inform every previously referred patient so that no one is left waiting. Either party may end this agreement with 7 days' written notice.

V
Section 5 of 5

Signatures

Typing your name and clicking Sign is your electronic signature under the ESIGN Act. A countersigned PDF is emailed to you immediately. Your CE contact then confirms the setup with you and activates your calling profile, normally within one business day.

 
Your research site ·
 Bryan Manning
Clinical Enrollment LLC · countersigned on receipt

The next referral you receive will already follow everything you set up above.