Service
Screening is a media decision, not a downstream cleanup.
This is the part many vendors treat as somebody else's problem. Deciding what qualifies, what should be filtered or routed differently, and how downstream outcomes get back into media decision-making is the difference between buying leads and building an acquisition system.
Where the filtering happens
Exclusion belongs upstream of the coordinator.
A referral that fails on a criterion the screener could have caught costs twice: once in media, once in the coordinator hour spent dispositioning it.
What the work is
Protocol in, routing rules out.
The criteria that filter hardest become the questions asked earliest. Question order and phrasing are treated as media variables, because that is what they are.
Protocol-to-screener translation
The criteria that do the most filtering become pre-screen questions in plain language, sequenced so the highest-exclusion questions come early.
Qualification logic before operations
Clear mismatches are filtered or routed appropriately before they consume avoidable operational capacity.
Downstream feedback loop
EHR, CRM, CTMS, booking, referral, call-center, or other downstream status data reconciled back to the campaigns and queries that produced it.
Full-funnel reporting
Spend through lead, qualification, and — where the data reaches us — the downstream patient outcomes that determine the economics.
Closing the loop
The feedback loop most vendors never build.
This is the step that makes every other step measurable. Without it, media optimization is aimed at the last event the ad platform happened to see.
- 01
Whatever you can share
An EHR, CRM, CTMS, intake export, booking status, referral disposition, call-center outcome, or a spreadsheet reconciled once a week. We do not need a live integration to start.
- 02
Reconciled to source
Outcomes are matched back to the campaign, ad set, and where possible the query that produced them, so the feedback lands on a decision rather than a dashboard.
- 03
Fed back into the buy
Targeting, bidding strategy, creative, funnel work, and budget allocation move against downstream quality. A lagged, partial signal still beats optimizing to a form-fill.
- 04
Reported in your terms
Spend through lead, qualification, and whatever downstream patient outcomes matter to the operation — written to sit next to business reporting, not replace it.
Patient-level health information stays in the approved intake, EHR, CRM, CTMS, or clinical system. Downstream outcomes are reconciled to source for measurement and media decisions; any platform-side conversion signal is limited to data permitted by the platform and the applicable privacy framework.
What you get
Deliverables, not promises.
Concrete artefacts and a working cadence. These are the outcomes the work is designed to improve, not guarantees: results also depend on patient demand, qualification, operational capacity, geography, and specialty-specific constraints such as protocol difficulty or site capacity. We commit to the work rather than to a number.
- A qualification and routing flow documented against the patient journey
- Rules defining what advances, what is filtered, and what requires a different path
- A reconciliation pipeline from downstream outcomes back to campaign and query level
- Full-funnel reporting and a standing review of what to scale, fix, or cut
FAQ
The questions healthcare teams actually ask.
Enrollment economics. Cost per lead is a checkpoint, not the goal. In clinical-trial recruitment we reconcile screening and enrollment outcomes back to source; in other healthcare models the equivalent may be a qualified patient, booked visit, completed consultation, treatment start, or another downstream outcome that actually determines the economics.
Through whatever approved system can provide it — EHR or CRM exports, booking status, CTMS data, referral outcomes, call-center dispositions, or even a simple weekly reconciliation. We use the lightest-weight pipeline that still lets acquisition decisions reflect real downstream outcomes.
A standing weekly view of spend, qualification, and the early downstream signals available by channel and campaign, plus a deeper periodic review that reconciles against business or clinical outcomes. Reporting should use the terms your operation already uses rather than forcing the business to translate an ad-platform dashboard.
We recommend cutting it. Every channel is launched with an economic threshold agreed up front, which makes that call a documented decision rather than an argument. We would rather concentrate budget in the channels that work than defend a broad media mix for its own sake.
We don't sell guaranteed volume, because inflating volume is often what erodes quality. What we commit to is a qualification and routing framework built around the patient journey, plus transparent downstream reporting so you can see whether quality is improving or deteriorating.
We identify the constraints that create obvious mismatches and handle them as early as the acquisition model responsibly allows. In clinical-trial recruitment that can mean protocol-based pre-screening before a referral reaches a coordinator. In virtual care it may mean geography, coverage, service availability, or another intake constraint.
Operational capacity is a constraint we design around, not an afterthought. We agree what a useful handoff looks like, avoid sending demand the operation cannot realistically serve, and ask for downstream dispositions in whatever format is workable. If acquisition is creating avoidable operational waste, we treat that as part of the acquisition problem.
We design measurement so patient-level health information stays in the approved intake, EHR, CRM, CTMS, or clinical system rather than being disclosed to an ad platform. Downstream outcomes can still be reconciled to source for reporting and media decisions using the minimum data necessary and an agreed workflow. Any platform-side conversion signal is limited to data permitted by that platform's terms and the applicable privacy framework. Where we handle PHI on behalf of a HIPAA-regulated client, the required BAA and data-handling controls are agreed before launch.
Yes, and we plan for it from the first test rather than discovering it later. Creative concepts are drafted to fit the language and materials your IRB or ethics-review process requires, submissions are batched so approval is not a per-asset bottleneck, and the test matrix is built to still be readable within the set of variants you are permitted to run.
Next step
Getting leads your sites can't enroll?
Send the protocol's inclusion and exclusion criteria and a sample of recent referral dispositions. That's usually enough to see where the screener should be doing more work.