How University Hospital RWTH Aachen Streamlined Clinical Studies with ResearchManager

University Hospital RWTH Aachen is one of Germany’s leading academic medical centers. As both a full-service hospital and a teaching institution, it is actively involved in clinical research. The hospital conducts numerous multicenter studies to advance medical knowledge and improve patient care.

Dr. Mohammad E. Barbati is a Consultant Vascular and Endovascular Surgeon at the hospital. He is frequently involved in multi-site clinical studies that involve regular follow-ups over the course of two years.

When Dr. Barbati began searching for an eCRF solution, he had a few clear requirements: the tool had to be compliant with German data protection laws, flexible enough to support his team’s specific needs, and cost-effective.

“Many eCRF providers we looked at offered bundled services, but you couldn’t just pick the pieces you needed,” explains Dr. Barbati. “And that made it prohibitively expensive for researchers working with more limited budgets.”

 

ResearchManager’s flexible, customizable eCRF

After evaluating several options, Dr. Barbati found what he was looking for in ResearchManager. The platform was flexible, competitively priced, and data-compliant.

“What convinced me to go with ResearchManager was their willingness to build a contract based on exactly what we needed,” says Dr. Barbati. “I told them I could handle creating the questionnaires myself at first, so we didn’t include that service. Later, when I ran out of time, they helped us add it back in without any hassle.”

 

Fast, supported implementation

This flexibility extended to implementation. Although the first study’s design included long, detailed questionnaires (some with over 30 items), the system was up and running within a month. ResearchManager’s team provided prompt onboarding support, quickly resolving early hiccups like login issues and account setups.

Once the system was in place, the team found ResearchManager easy to use. Study nurses adapted quickly thanks to its intuitive interface, and while it was Dr. Barbati’s first time using an eCRF, he adjusted with minimal effort.

“I was used to simple online surveys, so it took me a little bit longer to adjust,” he says. “But the study nurses were already familiar with eCRFs, so they didn’t need any additional training to use ResearchManager.”

 

Better tracking

It’s also made it easier to catch missed appointments or follow-ups, especially when patients cancel or receive care elsewhere without the research team being notified.

“Since these are multi-center studies, questionnaires used to slip through the cracks,” Dr. Barbati explains. “We wouldn’t realize a patient missed a visit or got treatment elsewhere. Now, we can track it, follow up, and reschedule within the study window.”

Improved patient participation

The platform has also made remote participation more feasible. RWTH Aachen treats complex venous conditions not widely managed elsewhere in Germany. Some patients travel long distances for care, but once treatment is stable, their regular doctors can often take over.

“In those cases, the only reason for a return visit might be to complete a follow-up questionnaire,” Dr. Barbati explains. “With ResearchManager, we can do the questionnaire remotely.”

While in-person visits are still preferred for maintaining data quality and clinical consistency, having the option for virtual follow-ups has helped them retain participation when travel isn’t feasible.

Streamlined studies with stronger data

Before using ResearchManager, the team relied entirely on paper-based CRFs, and for studies without external funding, they still do. That makes the contrast even clearer for Dr. Barbati.

Faster processing

“With paper CRFs, every visit meant signing and checking stacks of documents. If a date or signature was wrong, you had to redo entire pages,” he recalls. “After a long day of clinical work, spending another hour just filling out forms by hand was exhausting, and certain tasks couldn’t be delegated.”

Now, the process is far more efficient. Nurses use iPads to input data directly into ResearchManager, and Dr. Barbati can review everything in real-time. 

Moving forward with ResearchManager

University Hospital RWTH Aachen has now used ResearchManager for over three years across multiple studies. And Dr. Barbati remains enthusiastic.

“Whenever the budget allows, I’m happy to work with ResearchManager again,” he says. “The team delivers great value — the product is excellent for the price. I don’t want to sound like an ad, but I would recommend ResearchManager to colleagues looking for a similar solution.”

To determine if ResearchManager meets your team’s needs, request a demo today. We’d love to help you get started.