Category: Referring Patients to Clinical Trials

Once a patient is referred through the DecenTrialz HCP portal, providers can track the progress of that referral in real time. This transparency allows you to remain informed about your patient’s research journey while respecting their autonomy.

What You Can See

• Pre-Screening Outcome: Whether the patient passed initial eligibility filters.
• Contact Attempts: If DecenTrialz has reached out, and whether the patient responded.
• Site Referral Status: If the patient has been referred to a study site.
• Final Disposition: Whether the patient chose to proceed or declined participation.

How It Works

• Log into your HCP dashboard.
• Navigate to the “Referrals” tab.
• Click any patient entry to see live status updates and referral notes.

Key Note: To maintain privacy and trial integrity, sensitive details (e.g., investigational drug names, trial arms, or specific medical results from the study) are not shared back to the referring HCP unless the patient has given explicit consent.

DecenTrialz is fully compliant with the Health Insurance Portability and Accountability Act (HIPAA), ensuring that all patient data shared during referral or pre-screening is handled with the highest standard of privacy and security.

How We Protect Your Patient’s Information

• De-identified Data by Default: Unless specifically required and consented to, DecenTrialz only shares de-identified data with research partners during pre-screening.
• Encrypted Transmission: All data entered through the HCP referral dashboard is encrypted in transit and at rest using industry-standard protocols.
• Role-based Access Control: Only authorized personnel at approved research sites can access participant information, and even then, only the minimum necessary.
• Audit Trails: Every access to participant data is logged for regulatory compliance and internal auditing.

Key Note: HCPs should avoid sending trial-related info via email, WhatsApp, or EHR notes. Use the DecenTrialz referral portal to maintain HIPAA alignment.

Referrals must be based on a patient’s understanding and agreement. Even for pre-screening, DecenTrialz requires patient awareness that their information may be shared with a research site.

Provider Best Practices

• Never refer without discussion. Patients must know what they’re being referred to and why.
• Use consent-ready language. For example: “Would you be open to learning about a research study that may be relevant to your condition?”
• Document patient agreement. Make a note in your EHR or on the DecenTrialz platform that the patient has given verbal consent for referral.

Key Note: Pre-screening on DecenTrialz is non-binding. Patients can withdraw their interest at any time, and referral alone does not enroll them in a study.

• Step 1: Identify eligibility
  Use the trial filters or AI-matching tool on DecenTrialz to see if a patient fits the general inclusion criteria of an active trial.
• Step 2: Discuss with patient
  Before referral, have an open discussion with the patient (see Talking to Patients About Research) and confirm their interest.
• Step 3: Submit pre-screening
  Log in to your HCP portal on DecenTrialz, Log in to your secure HCP portal, fill in the minimum necessary referral details as prompted, and submit a referral request. You can track progress from your dashboard.
• Step 4: Receive updates
  You’ll be notified when the patient is contacted, pre-screened, or enrolled (if applicable).

Key Note: DecenTrialz never bypasses the physician-patient relationship. Our platform supports informed exploration, you remain a key part of your patient’s care journey.