Verification
Credentials Checked by Email
Degree proofs and registration numbers arrive as attachments, get approved in an inbox, and nobody can later show who verified what and when.
Clinera Recruit
Doctor Onboarding, Referrals and Milestone Payouts
Bring referring physicians into your trial through a single invitation link, verify their credentials before they see anything, route patient referrals straight into site screening, and pay incentives only when a patient actually enrolls. Every step is recorded on the Clinera EDC platform.
- Credential Verification
- Referral Routing
- Milestone Payouts
- Part 11 Audit Trail
Recruit DashboardDoctor Network
Workspace
Referral to payout control
Credential reviewBlocked until approved
Referral statusScreened, enrolled, screen-failed
Payout ledgerPending, approved, paid
NotificationsSpecialty-matched studies
Operating View
Evidence captured as the workflow moves
6
Recruitment states
1
Audited platform
0
Payouts before enrollment
Connected Clinera Record
Records stay beside the study workflow, with role-scoped access and inspection-readable audit history.
The Recruitment Problem
Why Physician Referral Programs Stall
Sponsors know community physicians see the eligible patients. What breaks is everything around the referral: verification, follow-through and payment.
Routing
Referrals Lost Between Clinic and Site
A doctor mentions a patient on a call or message. The site never hears, or hears too late. The doctor stops referring.
Payment
Payouts Tracked in Spreadsheets
Who was owed what, for which patient, at which milestone, and who approved it gets reconstructed at study close from separate files.
What Clinera Recruit Does
One Governed Path From Invitation to Payment
Doctors are onboarded through a general invitation link, reviewed on the Clinera EDC admin platform, then can refer patients, see upcoming studies and track payments inside the same audited system.
01 · Verify
Degree Verification Pipeline
Doctors submit medical degree proof and registration credentials. Access stays blocked until an administrator reviews and approves.
02 · Refer
Referral Routing to Sites
A submitted referral lands directly in the site's screening queue with doctor notes attached.
03 · Pay
Incentive Payout Tracking
Dynamic payouts are calculated from study rules, triggered only when a referred patient reaches the enrolled milestone.
04 · Notify
Proactive Doctor Notifications
Onboarded doctors hear about new and upcoming trials matching their specialty.
Onboarding Lifecycle
Doctor Onboarding and Payment Flow
Six recruitment states, each with a defined owner and an audit entry. A doctor is never paid for a referral that did not convert.
Step 1
Send General Onboarding Link
Doctor fills in details and uploads certificates.
SubmittedStep 2
Verification Check
EDC admin reviews and approves doctor credentials.
VerifiedStep 3
Login Activated
Doctor accesses the Recruit dashboard.
ActiveStep 4
Referral Submitted
Patient is routed to the site screening queue.
ReferredStep 5
Enrollment Milestone Met
Remuneration status moves to pending.
PendingStep 6
Site Coordinator Signs
Status moves to approved, then paid.
Approved, PaidFeatures
What Is Inside Clinera Recruit
Feature 1
Credential Gate Before Access
General invitation link - One shareable link for a specialty society, hospital network or KOL list.
Structured intake - Degree proof, registration number, specialties and certificates captured as fields and files.
Blocked until approved - The doctor sees nothing until an administrator approves, with approver and timestamp in the audit trail.
Credential Review
Structured workflow record
Degree certificateUploaded
Registration numberVerified
Specialty tagsMatched
Access statePending approval
Feature 2
From Clinic Note to Site Screening Queue
Referral form scoped to the study - Pre-screening questions are defined by the sponsor, so the site receives what it needs.
Direct routing - Each referral appears in the site's screening queue with the referring doctor linked.
Doctor visibility - The referring physician sees referral status without seeing CRFs or participant data.
Referral Queue
Structured workflow record
Patient pre-screenComplete
Target sitePune-04
Referring doctorLinked
Next actionSchedule screening
Feature 3
Milestone-Based Incentive Tracking
Study-defined payout rules - Amounts and milestones are set per study, then calculated dynamically.
Enrolled triggers Pending - No payout state exists for a referral or screening alone.
Coordinator sign-off - Pending, approved and paid transitions are signed, timestamped and exportable.
Payout Ledger
Structured workflow record
ReferralRF-2048
MilestoneEnrolled
AmountRule-based
StatusPending
Feature 4
Doctors Hear About the Right Studies
Specialty matching - New and upcoming trials are pushed to doctors whose specialties fit the protocol.
Multi-channel - Email, SMS and WhatsApp use the Clinera Communications hub.
Pre-screening prompts - Eligibility summaries help doctors flag candidates during routine consults.
Study Alert
Structured workflow record
ChannelEmail, SMS, WhatsApp
SpecialtyEndocrinology
Study fitT2DM cohort
Referral linkActive
Use Cases
Where Referral-Led Recruitment Works Best
Rare Disease and Oncology
Eligible patients sit with a handful of specialists. A verified referral network reaches them faster than advertising.
Multi-Site Phase III
Standardize how dozens of sites receive community referrals and how sponsors pay for them.
Investigator-Initiated and Academic
Let departments onboard referring colleagues across a hospital network with a single link and a clean paper trail.
Post-Marketing and Registries
Keep a standing network of physicians notified about new cohorts and observational studies as they open.
Who Uses It
What Each Role Sees
Referring Physician
Recruit dashboard only. Submits credentials, refers patients, sees referral status and payment status, receives study notifications.
No access to CRFs or other participants.
EDC Administrator
Verification and configuration. Reviews credentials, approves or rejects, defines payout rules and monitors the doctor network.
Approval evidence stays inside the audit trail.
Site Coordinator
Screening queue and sign-off. Receives referrals, records screening outcomes and signs off enrollment milestones.
Every payout has an accountable site approver.
Sponsor / Finance
Ledger and export. Sees every payout with milestone, approver and timestamp.
Reconciliation and transparency reporting start from the system record.
Why Clinera Recruit
Built Into the EDC, Not Bolted Beside It
One DB
Same Platform as the Study
Referral, screening outcome and enrollment milestone are the same records the EDC already holds.
Gated
Nothing Before Approval
Credential verification is a hard gate, with exact approval timestamp and approver visible.
Signed
Every Payout Has an Approver
Pending, approved and paid are signed transitions in a Part 11 audit trail.
Specifications
At a Glance
FAQ
Frequently Asked Questions.
How are referring physicians verified before they can access the platform?+
Doctors join through a general invitation link and submit their medical degree proof, registration number, specialties and certificates. Access stays blocked until an EDC administrator approves the credentials.
When does a referral payout get triggered, and who approves it?+
Payout logic is defined per study. When a referred patient reaches the enrolled milestone, remuneration moves to pending. A site coordinator signs off before it moves to approved and paid.
Can referral payments support fair-market-value and anti-kickback expectations?+
The platform records what each payment was for, which milestone triggered it, who approved it and when. Payment amounts and structures remain the sponsor's decision with legal and compliance teams.
Do referring doctors see study data or the EDC itself?+
No. Referring physicians work in a separate Recruit dashboard scoped to their own referrals, notifications and payment status.
How do doctors know which studies to refer patients into?+
Once onboarded, physicians receive notifications about trials that match their specialty, with eligibility summaries they can use during clinic visits.
Next Step
See a Doctor Go From Invitation Link to First Payout
Bring a study. We will configure the payout rule and walk the full flow live.