Salesforce for Clinical Research Sites
Recruit, screen and schedule clinical trial participants from one Salesforce org.
Eustace Consulting builds Salesforce for clinical research sites. We cover clinical trial lead intake, phone screens, visit scheduling, texting and CTMS sync, and we keep supporting the system as your trial list and your sites grow.
The problem clinical research sites face
Enrollment depends on speed. Leads come in from ads, call centers and referral lists. Each study has its own screening questions. Coordinators juggle visits across sites, and participant texts and calls end up in separate tools. Generic CRM setups don't model clinical trials, eligibility or visits, so teams fall back on spreadsheets and the data never lines up.
What we build
Recruitment & Lead Management
Campaign and ad lead intake, UTM capture, duplicate detection and merging, daily recontact imports, and call-center lead routing.
Study-Specific Phone Screens
Guided screen flows by indication (for example depression, anxiety, memory, pain, obesity), with eligibility logic and ineligible-reason tracking.
Clinical Trials, Visits & Scheduling
Custom objects for trials, eligibility, screening and office visits; slot-based scheduling; visit procedures configured in custom metadata; multi-site support.
Outreach Automation
Automated text and task sequences, queue-based task checkout, overdue-call tracking and front-office queues.
Texting, Telephony & CTMS Integrations
Plivo, Zipwhip and RingCentral texting and calling inside Salesforce, plus API integrations with CRIO, Meta lead ads, Slack and Google Maps.
Reporting & Dashboards
Recruiter, sponsor and payment dashboards so leaders can see the enrollment pipeline by trial and site.
How we work
Blueprint
Map your clinical trials, sites, recruitment sources and screening workflow.
Build
Data model, flows and integrations, developed in a sandbox and demoed as we go.
Launch
Deployment, data backfill and team walkthroughs.
Grow
Ongoing support for new trials, phone screens and sites.
Client results
Adams Clinical
An independent network of clinical research sites focused on psychiatric, neurological and ophthalmological disorders.
Since 2017 we have built and grown Adams' Salesforce org, starting with the original data model for trials, eligibility and visits. Later work added automated recruitment sequences, phone screens, a Plivo-based texting platform and the multi-site buildout.
Irvine Clinical Research
Memory-focused clinical research in Southern California.
Starting with a 2021 blueprint, we built Irvine's recruitment and screening engine: indication-specific phone screens, site-based task checkout, slot-based scheduling and a live integration with CRIO. Work is ongoing in 2026.
What our clients say
“Eustace built the Salesforce system our recruiters and coordinators work in every day, from the first lead through screening and scheduling. As we grew from one site into a multi-site network, they kept adapting it to new studies and new locations.”
Nelson Rutrick
Chief Strategy Officer, Adams Clinical
Frequently asked questions
Do you work with CTMS platforms?
Yes. We have built a Salesforce integration with CRIO. Other systems are scoped case by case.
Can Salesforce handle texting participants?
Yes. We've built two-way texting inside Salesforce using Plivo, Zipwhip and RingCentral, with scheduled and repeating messages.
We have multiple sites. Is that a problem?
No. We've built multi-site setups, including site-based task routing and site-specific scheduling.
Is Salesforce HIPAA compliant?
Salesforce offers configurations that may support HIPAA requirements, including signing a BAA for eligible services. Your compliance depends on your own contracts and configuration, so confirm it with Salesforce and your compliance team.
Does this replace our CTMS?
No. Salesforce handles recruitment, screening and scheduling. Your CTMS, for example CRIO, stays the system of record, and we integrate the two.
Do we need Health Cloud?
No. We build on standard Salesforce (Sales or Service Cloud) with custom objects for trials, eligibility and visits, so you don't need Health Cloud licenses.
Ready to spend less time on spreadsheets and more time on enrollment?
Tell us how your site recruits and screens today. We'll show you what that looks like in Salesforce.
Walk us through your recruiting workflowSee a phone-screen demo