Pre-screen candidates before coordinator contact.
Every unqualified phone screen costs a coordinator 20 minutes. Chatref asks your eligibility questions first, in a friendly conversational flow, and routes only likely-qualified candidates to your team.
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Why it matters
The problem this solves.
The challenge
Coordinators spend hours on phone screens for candidates who fail basic eligibility criteria that a short questionnaire could
What it costs
Each unproductive screen is time a coordinator could have spent on a visit, a qualified candidate, or a sponsor update.
The Chatref way
Chatref asks your inclusion/exclusion criteria as a conversational flow, routes passes to coordinators, and gives non-passes a
The Chatref solution
How Chatref pre-screens eligibility.
A candidate lands on your study page, expresses interest, and Chatref walks them through a short conversational questionnaire built from your inclusion/exclusion criteria. Candidates who pass are routed to a coordinator with a full summary. Those who don't receive a respectful
Real questions
What Chatref answers here.
I take metformin — does that affect my eligibility?
I'm 72 years old — is there an age limit for this study?
My condition was identified two years ago — does the timing matter?
I live 90 minutes from the site — is that too far?
Can I join if I'm already in another study?
What criteria would make me ineligible?
Loved by support teams
Research teams, reclaiming coordinator time from unqualified screens.
How sites use Chatref to ask eligibility questions before coordinators pick up the phone.
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.
Can a chatbot safely ask eligibility questions?
Yes. Chatref asks the questions you define — age, prior history, current medications, location — and routes responses. It gathers information; your coordinator and medical team make all enrollment
What happens when a candidate doesn't pass the pre-screening?
Chatref gives a respectful, informative response, explains in general terms which criteria were not met, and can suggest checking ClinicalTrials.gov for other studies. It never tells anyone they are
How are the eligibility questions configured?
You provide your inclusion/exclusion criteria and Chatref turns them into a conversational flow. No code required — update the criteria and the flow updates.
Does it integrate with our site's CTMS or CRM?
Via custom actions, Chatref can push pre-screened leads and their conversation data to external systems your team already uses.
How does the coordinator see pre-screened candidates?
Via the shared inbox, with the full conversation — eligibility answers, questions asked, and contact details — so no repeat intake is needed.
How quickly can pre-screening go live?
Minutes. Add your eligibility criteria content, configure the questions, drop in the widget, and the flow is live.
Let coordinators focus on candidates worth calling.
Add your eligibility criteria, drop in one snippet, and let Chatref pre-screen every inquiry before it reaches your team — free to start.
Part of Chatref for Clinical Trial Sites & CROs · Healthcare hub · pricing.