EDC Data Entry Completed
9:15 AMTranscribed source docs for Subject 004 (Visit 3) into Medidata Rave. All eCRFs saved and verified against source.
Patient Visit Scheduled
10:30 AMConfirmed Subject 012 for their Day 28 visit. Ensured appointment falls strictly within the +/- 2 day protocol window.
eTMF Updated & Queries Resolved
1:45 PMUploaded latest IRB approval to Florence eBinders. Addressed 12 pending data queries from the sponsor in Oracle Clinical.
Stop Drowning in EDC Entry.
Focus on the Protocol.
You became a Clinical Trial Coordinator to advance medicine and care for patients, not to spend 20 hours a week doing data entry in Medidata Rave or chasing patients for scheduling. Hire a specialized, HIPAA-trained virtual assistant to handle the administrative heavy lifting of your research site.
0 Days
EDC Backlog
100%
Visit Compliance
+15hrs
Saved Weekly
Trained to Support Your Clinical Tech Stack
The "Data & Admin" Bottleneck
As a site grows and takes on more protocols, coordinators spend less time with subjects and more time acting as highly-paid data entry clerks.
| The Clinical Phase | The Overwhelmed CTC | Supported by a VA |
|---|---|---|
| EDC Data Entry | Staying past 6 PM to manually transcribe notes from paper source docs into the sponsor's electronic data capture system. | Zero Backlogs. VA performs daily data entry from uploaded source docs into Rave/REDCap, keeping your site metrics green. |
| Patient Scheduling | Constantly playing phone tag to schedule visits, resulting in protocol deviations when patients miss their allowable windows. | Strict Compliance. VA tracks study windows, calls patients to schedule, and sends reminders to ensure 100% protocol adherence. |
| Query & eTMF Admin | Getting overwhelmed by CRA emails, unresolved data queries, and scrambling to update the regulatory binder before a monitor visit. | Audit-Ready. VA resolves standard administrative queries, files IRB documents in the eTMF, and maintains the DOA log. |
What Can a Clinical Trial VA Do?
Delegate the administrative burden of clinical research so your coordinators can focus on patient safety, recruitment, and PI oversight.
EDC Data Entry
Accurate transcription of source data into sponsor EDC systems (Rave, InForm, REDCap). Keeping your data entry timelines within the required 3-5 days.
Patient Scheduling
Calculating strict protocol visit windows. Calling subjects to confirm appointments, arranging transport, and sending reminders to prevent deviations.
eTMF & Regulatory Admin
Filing IRB approvals, CVs, and lab certifications into the Investigator Site File (ISF) or electronic Trial Master File (eTMF) like Florence or Veeva.
Query Resolution
Monitoring EDC for new queries. Resolving administrative and data entry errors directly, and flagging clinical queries for the PI or Coordinator to review.
Pre-Screening & Leads
Calling prospective patients generated from Facebook ads or StudyKIK. Administering basic phone pre-screens (Inclusion/Exclusion criteria) before booking.
Lab & Supply Tracking
Ordering central lab kits, tracking dry ice shipments, and monitoring drug/device inventory via IVRS/IWRS portals so your site never runs out.
What PIs & Site Directors Say
"Our coordinators were burning out from data entry backlogs. We brought on a VA to handle EDC transcription and resolving basic queries. Our data is now entered within 48 hours, and our CRAs are thrilled. Best investment for our site."
Sarah M.
Clinical Site Director
"Keeping up with patient scheduling and visit windows for 5 active oncology protocols was a nightmare. Our VA manages the entire calendar, calls patients, and organizes transport. Protocol deviations have dropped to zero."
Dr. Robert L.
Principal Investigator
"Our coordinators were burning out from data entry backlogs. We brought on a VA to handle EDC transcription and resolving basic queries. Our data is now entered within 48 hours, and our CRAs are thrilled. Best investment for our site."
Sarah M.
Clinical Site Director
Scale Your Site, Not Overhead
Get dedicated research and administrative support to improve site margins and enrollment rates.
Part-Time Admin
Ideal for smaller sites needing help clearing EDC backlogs and basic scheduling.
Est. $960 USD / Month
- 20 Hours Per Week
- EDC Data Entry (Rave, REDCap)
- Basic Patient Visit Scheduling
Full-Time Admin
For busy sites with multiple active protocols requiring extensive data, eTMF, and patient support.
Est. $1,760 USD / Month
- 40 Hours Per Week
- Full EDC Management & Query Resolution
- eTMF/ISF Regulatory Maintenance
Research VA FAQ
Common questions about delegating your clinical trial data and administrative tasks.
Are your Virtual Assistants HIPAA trained and compliant?
Yes. Patient privacy and data security are our top priorities. All of our healthcare and clinical research VAs undergo rigorous HIPAA compliance training. They use secure networks, VPNs, and follow strict protocols when handling Protected Health Information (PHI) or accessing your EMR/EDC systems.
Do they know how to use specific EDC systems like Medidata Rave?
Yes. Many of our VAs come from clinical or medical billing backgrounds and have direct experience with major Electronic Data Capture (EDC) systems, including Medidata Rave, Oracle Clinical, REDCap, and InForm. We match you with candidates who have the specific system experience your site requires.
Can they talk to patients for pre-screening?
Absolutely. Your VA can be assigned to call leads generated from your recruitment campaigns. They can read from an approved IRB script, ask basic inclusion/exclusion questions, and schedule qualified subjects for their screening visit with your on-site coordinators.
Focus on Patients. We'll handle the Data.
Stop letting data entry backlogs and scheduling chaos slow down your research site. Get matched with a dedicated VA who understands clinical trials.
Direct Contact
Request a VA Match
Tell us about your research protocols and EDC bottlenecks to get matched.