Site networks

Integrating an acquired research site: the first 90 days

By TrialNotice · Updated
Two clinical research site staff members reviewing a growth plan together in a bright office
Short answerThe first 90 days after acquiring a research site should protect what the buyer paid for: staff, active studies, sponsor relationships, and patient sources. Retain key people first, keep enrollment running without disruption, introduce the network to sponsors, and document the site's referral relationships before they depend on one person. Systems and SOP changes can follow once studies are stable.

What is at risk after an acquisition?

  • People. Site turnover already runs 35% to 61% a year, and losing staff can set a study back 6 to 12 months (SCRS).
  • Investigators. Buyers discount sites that depend on one PI (Objective IBV), and PI turnover is high: 66% of PIs filed only one Form 1572 in 2020 (Tufts CSDD).
  • Backlog. Awarded studies are part of the value paid (Objective IBV); a slow handoff can push them back.
  • Patient sources. Referral relationships often live with one coordinator or physician.

Days 1 to 30: stabilize

  1. Meet every staff member; confirm retention terms for key people.
  2. Freeze nonessential changes to systems and SOPs.
  3. Review every active study: enrollment status, upcoming visits, open issues.
  4. Inventory patient sources: record review processes, referring practices, community partners.

Days 31 to 60: connect

  1. Introduce the network to the site's sponsors and CROs.
  2. Map the site's capabilities into network feasibility responses.
  3. Align financial reporting and receivables tracking.
  4. Document referral relationships: practice, physician, specialty, and past referral volume.

Days 61 to 90: integrate

  1. Migrate systems in phases, between visits where possible.
  2. Adopt network SOPs with training time built in.
  3. Bring the site into the network recruitment playbook. See standardizing recruitment.
  4. Set the site's first quarter targets.

Why document referral relationships so early?

Because they are an asset that leaves with people. Physicians who refer were often never contacted after referring, nearly 30% by one Tufts survey (Tufts CSDD), so relationships are fragile even before an ownership change. Putting them into a system, with regular study updates and follow up, keeps them with the site.

Get your study in front of the right local physicians

TrialNotice builds a physician referral pipeline around one active study. We identify relevant local physicians within driving distance of your site, send study aligned direct mail, follow up by email and LinkedIn, track engagement with recipient level QR codes, and route warm responses into your site team's workflow.

Talk to TrialNotice

Sources

  1. Objective Investment Banking and Valuation, "Valuation of Clinical Research Sites: What Buyers Look For"
  2. Society for Clinical Research Sites, Workforce Challenges at Clinical Research Sites
  3. Applied Clinical Trials, "Tracking Change in the Global Investigative Site Landscape" (Tufts CSDD)
  4. Applied Clinical Trials, "Tufts CSDD Study Explores Low Recruitment Rates"

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