Coordinators receive pre-screened candidates — not cold leads.
Every coordinator call that starts from scratch wastes 10 minutes re-collecting information the candidate already gave. Chatref delivers a full conversation summary so coordinators pick up mid-conversation, not at the beginning.
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Why it matters
The problem this solves.
The challenge
Coordinators receive leads with no context — just a name and a number — and spend the first part of every call re-asking
What it costs
Repeat intake frustrates candidates and wastes coordinator time. Multi-site CROs have no standard for what a qualified lead looks
The Chatref way
Chatref passes the full conversation — eligibility responses, questions asked, preferred contact time, and contact details — so
The Chatref solution
How Chatref hands off pre-screened candidates.
A candidate completes the pre-screening flow and the coordinator receives a shared-inbox notification with the full transcript — eligibility answers, study questions asked, contact details, and preferred follow-up time. The coordinator calls with full context and the candidate
Real questions
What Chatref answers here.
What will the coordinator ask me when they call?
Do I have to answer the same questions again on the phone?
How quickly will someone follow up after I complete the online form?
Can I choose a preferred time for the coordinator to call?
Will the coordinator have seen my answers before they call?
What happens if I miss the coordinator's call?
Loved by support teams
CRO teams, replacing cold leads with context-rich coordinator handoffs.
How sites and CROs use Chatref to give coordinators the full picture before the first call.
Chatref took over the after-hours inquiry calls and the eligibility pre-screening that used to fill our coordinator's mornings. Our team now spends their time on candidates who are actually likely to qualify — screening visit slots stopped going to waste.
Potential participants used to call, hit voicemail, and never follow up. Now Chatref captures their interest at midnight and delivers a pre-screened lead to the team by morning.
It answers participant FAQs from our own protocol docs, in plain language. Most candidates get everything they need to decide before they ever speak to a coordinator.
of study inquiries answered or pre-screened before coordinator involvement
One widget handles Spanish and English inquiries across three concurrent studies. We stopped losing community-based candidates to language barriers.
What information does the coordinator receive in the handoff?
The full conversation transcript — eligibility answers, study questions the candidate asked, contact details, and preferred follow-up time.
Can multiple coordinators share the same inbox?
Yes. The shared inbox is visible to your full coordinator team, with conversations tagged by study and candidate status.
How do CROs with multiple sites manage handoffs?
Conversations are tagged by protocol and site so each coordinator team sees only their relevant leads, while CRO ops can view across sites.
Can coordinators add notes to a candidate's conversation?
Yes. The shared inbox supports internal notes so the team can annotate the record after each call or action.
What if a candidate wants to be contacted by email instead of phone?
Chatref captures the preferred contact method in the conversation and passes it with the handoff so coordinators follow the candidate's preference.
Give coordinators context, not cold leads.
Add your study content, configure the pre-screening flow, and let Chatref deliver warm, context-rich candidate handoffs — free to start.
Part of Chatref for Clinical Trial Sites & CROs · Healthcare hub · pricing.