Successful transition from CastorSMS to ResearchManager at Bravis Hospital

In 2015, Franciscus Hospital Roosendaal and Lievensberg Hospital Bergen op Zoom merged to form Bravis Hospital. This merger marked growth in both medical specialists and patients, as well as expanded opportunities for further scientific research. Consequently, the volume of studies increased, leading to a high demand for a collaborative partner and supportive system.

Heleen Vroman, serving as the scientific coordinator for three years, played a significant role as an advisor in professionalizing the research office. This journey began in 2022 with the adoption of CastorSMS for local assessments of scientific studies. This implementation reduced email correspondence and facilitated a smooth process through standardized templates, establishing a strong foundation.

However, three-quarters of a year after initiating the collaboration, Castor announced discontinuation of support for Dutch hospitals. This prompted Heleen and her team to seek an alternative system. ‘ResearchManager simply emerged as the best and only viable alternative.

ResearchManager specializes in clinical data management and digital clinical operations. ‘ResearchManager was also aware of the developments at Castor. Essentially, we were able to hit the ground running. They were proactive in their approach and highly adaptable. This was crucial because minimizing time and resource loss was imperative. Fortunately, ResearchManager’s implementation process was well-structured, providing clear guidance on when to deliver or act, enabling us to make swift progress.

“You can tailor ResearchManager’s research platform according to your own preferences and needs. We were accustomed to Castor’s system, which meant we had a good rapport with its functionality. This gave us a solid starting point for transitioning to ResearchManager. However, it also allowed us to reevaluate any missing features and functionalities that we required, subsequently integrating them into ResearchManager.”

“We seized this opportunity to refine our processes further. For instance, Castor offered a ready-made package. Yet, we collaborate extensively with supportive departments such as the pharmacy and laboratory. Prior to transitioning to ResearchManager, they used separate (enrollment) forms. It was more convenient for them as well to consolidate paperwork and processes within the system. Having a unified location for all documents was beneficial. It’s rewarding that we were able to take a step towards further professionalization.”

The implementation process was also highly structured. It involved testing phases, regular meetings, and clear instructions. The implementation’s status was visible, and the timeline provided a sense of direction. Being involved from the outset of the implementation allowed us to gradually familiarize ourselves with the system, learning to navigate it step by step. This approach enabled us to personalize it and build our knowledge base. We immediately learned how to make adjustments ourselves and configure specific dependencies. With ResearchManager, there are no limitations.

‘’Because all sub-processes and departments converge within ResearchManager, the status of a study becomes transparent. This visibility isn’t limited to just our research office; it extends to the researcher and supporting departments as well.’’

‘’ResearchManager is simply the only viable alternative.’’