Most research sites follow up with new inquiries once, maybe twice, before moving on. The patients who enroll are often the ones who needed a third, fourth, or fifth contact. We build an AI outbound call system that makes those calls automatically — so your pipeline keeps moving without adding to your coordinator's workload.
See It In ActionThe Outbound Call Assistant places follow-up calls on a structured schedule — first contact within minutes of a new inquiry, then follow-ups at configured intervals for patients who have not yet scheduled. Each call is a natural AI voice conversation, not a robocall, and each call can take the patient from cold lead to confirmed appointment in a single interaction.
Beyond new inquiries, the system handles appointment confirmation calls, no-show re-engagement, and past participant outreach for new trial activations — using the same AI voice infrastructure across every outbound use case.
The average research site coordinator can make 20–30 follow-up calls per day. An AI outbound system can make hundreds simultaneously. Every inquiry in your pipeline gets contacted on schedule — not just the ones your coordinators had time to reach.
Every new inquiry triggers an immediate outbound call attempt. If the patient does not answer, the system schedules follow-up calls at configured intervals — so no inquiry sits untouched while your coordinators are occupied with other patients.
When a patient answers, they hear a natural voice assistant — not a recording. The AI introduces the call, confirms the patient's interest, answers questions, and either moves to pre-screening immediately or schedules a callback at the patient's preferred time.
When a patient is ready to schedule or has complex questions requiring human judgment, the call escalates to a live coordinator with a full summary of what was discussed. Coordinators enter the conversation at exactly the right moment.
Most enrollment gains come not from generating more inquiries but from converting more of the inquiries you already have. Systematic outbound follow-up is the highest-leverage change most sites can make. These are the results.
The same inquiry volume generates more enrollments because every lead in your pipeline is contacted consistently — not just the ones a coordinator happened to have time to call that day.
Speed-to-contact is the single strongest predictor of whether a lead converts. An AI that calls within minutes of an inquiry being submitted reaches patients before they have moved on or contacted a competing site.
Patients who miss a scheduled appointment receive an automatic re-engagement call — not an entry on a coordinator's to-do list that gets deprioritized. No-show rates drop and lost appointments get recovered without manual effort.
When a new trial activates in an indication your past participants match, the system calls them automatically. Your historical patient database becomes an active enrollment asset instead of a static record.
On a 1-hour discovery call we review your current inquiry-to-enrollment conversion rate, identify where leads are dropping off, and show you exactly what an outbound call system built for your pipeline would look like.
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