Customer Snapshot
Customer: Ethos Indy Research
Industry: Clinical Research
Location: Indianapolis, Indiana
Research Areas: Multi-Specialty Clinical Research
Platform: RuralCareIQ™
Solutions Implemented:
- SmartTrial™ Clinical Research Intelligence
- Patient & Participant Engagement
Executive Overview
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). They 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 across 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 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 protocol workflows, manage participant journeys, and support future research programs without custom software development.
Customer 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 depend on paper binders, spreadsheets, disconnected applications, manual reminders, and coordinator-driven tracking, making it difficult to maintain consistent study execution and participant engagement.
Key challenges included:
- Manual participant intake and referral review
- Time-consuming eligibility screening and inclusion/exclusion review
- Multiple disconnected research spreadsheets and documents
- Limited visibility into participant 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 as additional studies are added
The organization required a configurable research platform capable of supporting the complete participant lifecycle while improving operational efficiency and participant engagement.
Solution Delivered by Yaqeen Technology on AWS
Yaqeen Technology implemented two integrated solutions within the RuralCareIQ™ platform:
- AI-Powered Clinical Research Workflow
- Intake & Study Management
SmartTrial™ Clinical Research Intelligence
AI-Powered Clinical Research Workflow, Intake & Study Management
SmartTrial™ helps clinical research organizations digitize participant intake, referral review, eligibility screening, study workflows, visit tracking, document management, and operational reporting using AI, workflow automation, and AWS-backed architecture.
The solution enables research teams to:
- Digitize participant intake and referrals
- Configure study protocols and workflows
- Automate eligibility screening
- Manage inclusion and exclusion criteria
- Track participant recruitment and enrollment
- Schedule protocol visits
- Assign coordinator tasks
- Track study milestones
- Manage study documents
- Generate operational dashboards
- Monitor study progress
- Support audit-ready reporting
Patient & Participant Engagement
Provides a secure, digital experience that improves participant engagement throughout the clinical research journey.
Capabilities include:
- Digital participant registration
- Online intake forms
- Study questionnaires
- Digital informed consent
- Appointment scheduling
- Visit reminders
- Secure messaging
- Document sharing
- Electronic signatures
- Patient-reported outcomes
- Follow-up communications
- Mobile-friendly participant access
Digitize participant referrals, automate intake workflows, evaluate study eligibility, and identify missing screening requirements using configurable AI-assisted workflows.
Configure study protocols, visit schedules, eligibility rules, workflow stages, forms, coordinator tasks, and approval processes without software customization.
Track participants from referral through screening, enrollment, active study visits, follow-up, completion, and early termination within a single operational platform.
Manage protocol visits, visit windows, coordinator assignments, study documents, consent records, laboratory activities, and workflow checklists.
Deliver digital intake, questionnaires, consent, reminders, secure messaging, appointment management, and ongoing participant communications.
Provide real-time dashboards showing participant recruitment, enrollment status, visit compliance, coordinator workload, study performance, and operational metrics.
Customer Use Cases
Digitize referrals, collect participant information, review supporting documentation, and streamline research intake.
Evaluate participant eligibility against study inclusion and exclusion criteria while tracking screening progress.
Configure protocol-driven workflows, study milestones, visit schedules, reminders, coordinator assignments, and operational tasks.
Enable participants to complete intake forms, questionnaires, informed consent, receive reminders, and communicate securely with research staff.
Manage study documents, electronic consent, participant files, approvals, signatures, and audit-ready document histories.
Monitor recruitment, enrollment, study progress, participant engagement, coordinator workload, and operational performance through configurable dashboards.
AWS provides the secure, scalable, and cloud-native foundation for SmartTrial™ and Patient & Participant Engagement. The solutions are designed using AWS Well-Architected principles to support secure clinical research operations, participant engagement, and long-term scalability.
Key AWS Services: Amazon Bedrock, Amazon Cognito, AWS Lambda, Amazon API Gateway, Amazon RDS, Amazon S3, Amazon CloudFront, AWS KMS, AWS WAF, Amazon CloudWatch
- Configuration-driven study deployment
- Centralized monitoring and logging
- Workflow automation
- Role-based access controls
- Encryption in transit and at rest
- Identity and access management
- Highly available cloud architecture
- Automated backup and recovery
- Resilient application design
- Scalable participant and study management
- Responsive participant experiences
- Efficient processing of research workflows
- Managed AWS services
- Elastic resource scaling
- Reduced infrastructure administration
- Shared cloud infrastructure
- Dynamic scaling
- Reduced on-premises infrastructure requirements
- Digitized participant intake and referral management
- Faster eligibility screening and study matching
- Improved participant recruitment and enrollment visibility
- Standardized protocol-driven research workflows
- Reduced manual administrative effort
- Improved study visit tracking and coordinator productivity
- Enhanced participant communications and engagement
- Better operational reporting and study oversight
- Faster onboarding of new clinical studies
- Scalable foundation for future research growth
SmartTrial™ and Patient & Participant Engagement are designed on AWS with security, privacy, and responsible AI controls appropriate for clinical research environments.
- Role-based access for coordinators, investigators, and administrators
- Encryption in transit and at rest
- AWS Identity and Access Management (IAM)
- Comprehensive audit logging
- Configurable workflow approvals
- Secure API integrations
- Monitoring and operational visibility
- Human review of AI-assisted eligibility recommendations
- Responsible AI practices supporting—not replacing—clinical decision-making
Why the Customer Selected SmartTrial™
Ethos Indy Research required more than a traditional Clinical Trial Management System. The organization selected SmartTrial™ Clinical Research Intelligence because it provides a configurable, AI-powered platform that supports participant intake, eligibility screening, protocol-driven workflows, study management, and participant engagement within a single solution.
AI-Powered Research Intake & Screening
Digitize participant referrals, automate intake workflows, assist with eligibility screening, and streamline participant onboarding.
Configurable Study Management
Configure protocols, visit schedules, workflow stages, forms, tasks, and approval processes without custom software development.
Connected Participant Experience
Provide secure digital intake, consent, questionnaires, appointment reminders, messaging, document sharing, and ongoing participant engagement.
End-to-End Study Visibility
Track participants from referral through screening, enrollment, active study visits, follow-up, and study completion within a centralized operational platform.
Operational Intelligence & Research Reporting
Monitor recruitment, enrollment, visit compliance, coordinator workload, participant engagement, and study performance using configurable dashboards.
Secure, Scalable AWS Foundation
Leverage AWS cloud architecture, role-based security, encryption, monitoring, workflow automation, and scalable managed services to support future studies and organizational growth.