Executive Summary
Ethos Indy Research is working with Yaqeen Technology to modernize its clinical research operations and participant engagement using the RuralCareIQ™ healthcare platform.
The organization required more than a traditional Clinical Trial Management System (CTMS). It needed a configurable platform capable of digitizing participant intake, referral review, eligibility screening, protocol-driven workflows, study visits, operational reporting, and participant communications while reducing administrative effort throughout the research lifecycle.
Yaqeen Technology developed SmartTrial™ Clinical Research Intelligence, an AI-powered clinical research workflow, intake, and study management solution built on AWS. Combined with the Patient & Participant Engagement solution, the platform provides a secure digital experience for research participants while giving coordinators and investigators a centralized operational view of every study. Because the platform is configuration-driven, Ethos Indy Research can onboard new studies, configure protocols, and expand research programs without custom software development.
Challenge
Ethos Indy Research manages multiple clinical studies, each with unique protocols, eligibility criteria, visit schedules, documentation requirements, and participant communications.
Traditional research operations often rely on paper binders, spreadsheets, disconnected applications, manual reminders, and coordinator-driven tracking. These processes increase administrative effort, reduce operational visibility, and make it more difficult to scale research programs while maintaining protocol compliance and participant engagement.
The organization needed a configurable platform capable of supporting the complete participant lifecycle while improving research efficiency, operational oversight, and participant experience.
Key Challenges
- Manual participant intake and referral review
- Time-consuming eligibility screening
- Disconnected spreadsheets and research documents
- Limited visibility into recruitment and enrollment
- Manual protocol visit tracking
- Coordinator-intensive scheduling and reminders
- Fragmented participant communications
- Manual consent and document management
- Limited operational reporting across studies
- Difficulty scaling research operations
Opportunity
Ethos Indy Research recognized an opportunity to modernize research operations with a configurable platform that supports the complete participant journey—from referral and eligibility screening through enrollment, study visits, follow-up, and study completion.
By digitizing workflows, automating routine tasks, and providing secure participant engagement tools, the organization can improve coordinator productivity, enhance participant experiences, and establish a scalable foundation for future clinical research programs.
Solution
Yaqeen Technology implemented SmartTrial™ Clinical Research Intelligence together with the Patient & Participant Engagement solution as part of the RuralCareIQ™ platform.
The integrated solution enables research teams to digitize participant intake, automate eligibility screening, manage protocol-driven workflows, coordinate study visits, track recruitment and enrollment, manage research documentation, and provide secure digital engagement throughout the clinical research lifecycle.
Solution Highlights
- AI-Assisted Participant Intake
- Eligibility Screening & Study Matching
- Configurable Study & Protocol Management
- Participant Journey Management
- Visit & Coordinator Task Management
- Digital Informed Consent
- Study Document Management
- Secure Participant Messaging
- Operational Dashboards & Reporting
- AI-Powered Workflow Automation
Because SmartTrial™ is configuration-driven, research teams can introduce new studies, protocols, workflow stages, forms, and eligibility rules without modifying the underlying application.
Clinical Research Use Cases
AI-Assisted Participant Intake
Digitize participant referrals, collect intake information, review supporting documentation, and streamline onboarding.
Eligibility Screening & Study Matching
Evaluate participant eligibility using configurable inclusion and exclusion criteria while tracking screening progress.
Protocol & Study Workflow Management
Configure study workflows, visit schedules, milestones, coordinator assignments, and protocol-specific activities.
Digital Participant Engagement
Enable secure registration, questionnaires, informed consent, appointment reminders, messaging, and ongoing participant communications.
Study Document & Consent Management
Manage participant files, study documentation, electronic consent, approvals, signatures, and audit-ready document histories.
Research Operations & Performance Reporting
Monitor recruitment, enrollment, study progress, coordinator workload, visit compliance, participant engagement, and operational performance through configurable dashboards.
Built on AWS
AWS provides the secure, scalable, and cloud-native foundation for SmartTrial™ Clinical Research Intelligence and Patient & Participant Engagement. The platform is designed using AWS Well-Architected principles to support secure clinical research operations, participant engagement, workflow automation, and long-term scalability.
AWS Services Used
- Amazon Bedrock
- Amazon Cognito
- AWS Lambda
- Amazon API Gateway
- Amazon RDS
- Amazon S3
- Amazon CloudFront
- AWS Key Management Service
- AWS WAF
- Amazon CloudWatch
Security, Privacy & Responsible AI
SmartTrial™ is designed with enterprise-grade security, privacy, and responsible AI controls appropriate for regulated clinical research environments.
Key Controls
- Role-based access for coordinators, investigators, and administrators
- Encryption in transit and at rest
- AWS Identity and Access Management (IAM)
- Comprehensive audit logging
- Secure API integrations
- Configurable workflow approvals
- Monitoring and operational visibility
- Human review of AI-assisted eligibility recommendations
- Responsible AI supporting, not replacing, clinical decision-making
- Secure participant data management
Expected Business Outcomes
The SmartTrial™ implementation is expected to help Ethos Indy Research modernize research operations, improve participant engagement, and increase operational efficiency while providing a scalable foundation for future clinical studies.
Expected Business Outcomes
- Digitized participant intake and referral management
- Faster eligibility screening and study matching
- Improved recruitment and enrollment visibility
- Standardized protocol-driven research workflows
- Reduced manual administrative effort
- Improved coordinator productivity
- Enhanced participant engagement and communications
- Better operational reporting and study oversight
- Faster onboarding of new clinical studies
- Scalable platform supporting future research growth
Why Yaqeen Technology
Ethos Indy Research selected Yaqeen Technology because it required more than a traditional Clinical Trial Management System.
SmartTrial™ provides a configurable, AI-powered platform that supports participant intake, eligibility screening, protocol management, study workflows, participant engagement, and operational reporting within a single secure solution built on AWS.
Key Differentiators
- AI-Assisted Research Intake & Eligibility Screening
- Configurable Study & Protocol Management
- Connected Participant Experience
- End-to-End Participant Journey Management
- Operational Intelligence & Research Reporting
- Workflow Automation
- Future Integration & Interoperability
- Secure, Scalable AWS Foundation
Ready to Modernize Clinical Research?
Learn how Yaqeen Technology helps clinical research organizations streamline participant recruitment, automate study workflows, improve engagement, and accelerate research operations with SmartTrial™ Clinical Research Intelligence.