IVR and Web Systems for Clinical Trials

Inventory Management

In clinical trials, the need to link patients to treatment kits makes automated inventory management a natural extension of automated randomization. UBC inventory management systems are based on a series of rules and thresholds developed with our clients. The systems use the same centralized database as their randomization counterparts. This prevents human error from compromising the ordering, assignment, and distribution of supplies, and provides opportunities for cost-savings.

The systems receive orders, send order and shipment confirmations, report receipts and receipt condition, and notify designated parties wherever deviations to the specified process occur. Our meticulous quality assurance procedures include fail-over protection for uninterrupted real-time data access, and multiple tracking mechanisms for door-to-door security.

Features

Treatment kit assessment

The systems assign specific treatment kits to specific patients while achieving study balance and maintaining the study blind. IVR and web access to the centralized database enables pharmacists and other study personnel to manage onsite kit assignments. Automated notifications with assignments supplement the centralized database.

Treatment kit assignment

Automated and manual re-supply requests are available in our systems. Minimum threshold levels and one-to-one kit replacements are commonly used techniques for managing supply. The systems notify the central pharmacy when additional or replacement kits are required either on a pre-determined schedule or on an as needed basis. 24/7 access to all tools is provided.

Just-in-time distribution

Whether managed by a client or by a third party, our inventory management systems can coordinate just-in-time distribution all over the world. 24/7 access to real-time inventory data facilitates need-based distribution of supplies after initial shipments have been made.

Predictive inventory

UBC systems can predict inventory needs by accounting for patient enrollment patterns, visit schedules, shipment transit times, and specific randomization requirements. This provides precise inventory forecasting and increased accuracy in distribution of drugs and devices.

Purposeful shortage

For tight inventory pipelines, this system option combines dynamic randomization with a UBC-exclusive dynamic inventory management technique that allows for expected shortages of supplies while maintaining study design integrity.

Expiry tracking

This feature monitors expiration and retest dates and automatically sends notifications in advance of action deadlines. Flexible date tracking allows for expiry/retest dates to be updated as new information is obtained. A multi-tiered approach allow for any number of tracking and notification scenarios.

Waste tracking

This feature makes it easy and efficient to reconcile remainders and returns. Summarized waste tracking reports help confirm that drugs and other supplies have been consumed according to study parameters.

Manual Override

Flexibility to adapt to the unknown is achieved through manual override modules that allow for variations from pre-programmed inventory shipping configurations on a case-by-case basis.

Benefits

• Provides 24/7 access to real-time inventory data
• Facilitates distribution around the world
• Minimizes required inventory and storage costs
• Reduces material waste
• Reduces human error
• Improves overall study accuracy
• Saves time and money