Early Alzheimer's recruitment: 44 visits scheduled in 48 hours.
A memory care network needed to enroll a Phase II Early Alzheimer's protocol with limited site coordinator time. Areti mined 500 charts, engaged candidates across SMS and phone, and scheduled real visits — fast.
Challenge
Memory Care Clinic, a multi-site memory disorder network, was selected to participate in a Phase II Early Alzheimer's protocol with a tight enrollment window. The sponsor's plan assumed each site would deliver enrollment proportional to its panel size — but coordinator time was the bottleneck, not chart availability.
Each site had hundreds of patients in the diagnostic range, but only a handful of coordinators able to run eligibility checks, contact families, and schedule baseline visits within the protocol's screening window. Manual chart review estimated 6–8 weeks. The sponsor needed enrollment closed in 4.
Approach
Areti deployed PRIME against the network's EMR with the protocol's I/E logic encoded — including age range, MMSE/MoCA score windows, dx code combinations, and contraindication checks for current meds. The scan ran on 500 charts in under 4 minutes.
Of those 500 charts, 312 candidates passed initial screening. Areti's AI Coordinator picked up immediately — engaging each candidate's care team contact via SMS and phone (Spanish where applicable), explaining the protocol in plain language, running a short eligibility re-confirmation, and proposing visit times pulled live from each site's calendar.
- Day 1: PRIME scan complete. Coordinator outreach begins via SMS at 9 am.
- Day 1, by 5 pm: 28 confirmed eligible, 12 visits scheduled.
- Day 2: phone outreach to non-responders. 32 more visits scheduled.
- Day 14: enrollment target met. All 44 baseline visits completed within protocol window.
Results
The network closed enrollment in two weeks instead of the projected six. Coordinator time saved averaged 22 hours per week per site across the active recruitment phase. No new headcount was added; no site reported coordinator fatigue.
Revolutionary to the industry — and game-changing to my operations. By Friday afternoon we had more qualified visits booked than the previous quarter. The team kept asking what changed. Areti is what changed.
— CEO, Memory Care ClinicRun a single-day proof of value on your protocol.
Bring a real cohort. We'll set up eligibility logic, scan it, and show what's enrollable.