Lost Effort
Screen Fails Vanish
Failed candidates are closed with a reason code and never looked at again, even when another study needs that exact profile.
Clinera Patient Pools
Recruit Pool vs. Participant Pool
Screen failure is where most recruitment effort goes to die. Clinera Patient Pools segments active participants from candidates rejected or marked ineligible in screening, archives exactly which criteria they failed, and lets coordinators route them to the next trial they actually fit.
- Pool Segmentation
- Ineligibility Log
- Cross-Study Re-Routing
- Part 11 Audit Trail
The Screen-Failure Problem
Every Screen Failure Was Paid For Twice
A site spends the same referral, consent conversation and screening visit on a candidate who fails one criterion as on one who enrolls. Then that candidate disappears, and the next study starts recruitment from zero.
Data Quality
Reasons Live in Free Text
A note such as HbA1c too high cannot be searched, filtered or matched against another protocol inclusion criterion.
Manual Work
Sites Rebuild Lists by Hand
When a new trial opens, coordinators go back through paper screening logs and old spreadsheets to remember who might fit.
Two Pools, One Platform
Segment Active Participants From Re-Routable Candidates
Study planners keep the enrolled population clean while every screen-failed candidate is preserved with structured, searchable reasons.
Participant Pool
Enrolled and Active
Participants who passed screening and are progressing through visits. Scoped to the study and governed by the standard EDC workflow.
Recruit Pool
Rejected or Ineligible
Candidates referred or screened who failed criteria, held with the parameters they failed and the studies they could potentially be re-routed to.
Features
What Is Inside Clinera Patient Pools
Feature 1
Ineligibility Log
Flagged parameters are archived as structured data so coordinators can search the log when an upcoming trial eligibility profile matches what a candidate previously failed on.
Coded, not narrated - A failure is stored as a parameter such as an HbA1c threshold, not a comment.
Searchable by criterion - Filter the pool by failed parameter or match against an upcoming study eligibility profile.
Suggested re-routes - The record carries studies a candidate could potentially be routed to as new trials open.
Ineligibility Log
Structured workflow record
Patient codePUN-INL-0482
InitialsK.S.
Failed criterionHbA1c > 6.5
Suggested studyDIABETES-PHASE-3
Pool Schema
Ineligible Participants Queue - Recruit Pool Database Mapping
This is what a Recruit Pool record holds: de-identified by design, structured so failed criteria and re-route candidates can be queried like any other field.
Recruit Pool RecordJSON
{
"patient_code": "PUN-INL-0482"
"initials": "K.S."
"failed_inclusion": ["HB1AC_LEVEL_GT_6_5"]
"potential_re_route_studies": ["DIABETES-PHASE-3"]
}
patient_codeDe-identified key
Site prefix, pool marker and sequence. The record is never keyed on name, DOB or MRN.
initialsHuman-readable handle
A coordinator-friendly handle for cross-checking against site screening logs without exposing identity.
failed_inclusionThe reason as a parameter
A coded criterion such as an HbA1c threshold that can be filtered, matched and reported.
potential_re_route_studiesWhere they might fit next
Study identifiers the candidate could be considered for as new protocols are configured.
How It Works
From Screen Failure to Second Chance
Step 1
Candidate Screened
Referral or walk-in reaches the site screening queue.
ScreeningStep 2
Outcome Recorded
Pass moves to Participant Pool. Fail records specific criteria as coded parameters.
Pass / FailStep 3
Recruit Pool Entry
Failed candidate archived with code, initials, failed parameters and suggested studies.
Recruit PoolStep 4
Coordinator Search
New trial opens; coordinator filters the pool by eligibility profile.
MatchedStep 5
Re-Route
Candidate moves into the new study screening queue, with action audited.
Re-RoutedUse Cases
Where Patient Pools Pays Off
Multi-Study Sites
Sites running several protocols in the same area can route a screen-fail into the next matching study.
Sponsor Portfolios
Sponsors with parallel Phase II and III programs recover screening spend across their own studies.
Master Protocols
Basket, umbrella and platform studies can route candidates across arms when criteria fit.
Academic and Registry Networks
Hospital research departments maintain a standing candidate pool for new investigator studies.
Why Clinera Patient Pools
Screening Data That Keeps Working
Structured
Reasons as Parameters
Failed criteria are coded fields, so a pool can be filtered by a new study inclusion profile in seconds.
One DB
Same Platform as Screening
The screening outcome that fails a candidate is the record that populates the pool.
Governed
De-Identified and Audited
Records are keyed by patient code, access is role-scoped and every re-route is written to the audit trail.
Specifications
At a Glance
FAQ
Frequently Asked Questions.
What is the difference between the Recruit Pool and the Participant Pool?+
The Participant Pool holds patients actively enrolled in a study. The Recruit Pool holds candidates who were referred or screened but rejected or marked ineligible.
What does the Ineligibility Log actually store?+
It archives a de-identified patient code, initials, failed inclusion or exclusion criteria as coded parameters, and studies the candidate could potentially be re-routed to.
Is patient identity protected in the Recruit Pool?+
Recruit Pool records are keyed by patient code and initials rather than full identifiers. Access is role-based and every lookup or re-route is audited.
How does re-routing to another study work?+
Coordinators search by failed parameter or new trial eligibility profile, then move matching candidates into that study screening queue.
Does Patient Pools work with Clinera Recruit physician referrals?+
Yes. Referrals that fail screening land in the Recruit Pool, and the referring physician link is preserved for future routed enrollment credit.
Next Step
Stop Starting Recruitment From Zero
Bring two protocols. We will show a screen-fail from one becoming a screening candidate in the other.