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Clinical Research Challenges We Solve with Custom Trial Matching Solutions

Pharma sponsors, CROs, and research hospitals lose time and money to preventable recruitment failures. Our custom clinical trial matching software solves these problems with practical, targeted solutions. It brings structure to fragmented processes and gives your teams the visibility and speed needed to consistently meet enrollment goals.

Manual Screening Bottlenecks

Manual Screening Bottlenecks

Research coordinators spend weeks reviewing patient records manually for eligibility, delaying trial activation. We automate this with AI powered rule engines that scan structured and unstructured EHR data and surface pre-screened candidates within hours.

Fragmented Patient Data

Fragmented Patient Data

If systems are not integrated, then eligibility cannot be evaluated. We integrate all sources of data into a unified patient profile with real-time sync, so coordinators are always using the most up-to-date clinical patient data across systems seamlessly.

Complex Protocol Management

Complex Protocol Management

Long and complex eligibility criteria written in free text often lead to confusion and inconsistent screening. Our NLP based solution help you to simply convert these criteria into clear, structured rules so your system can apply them accurately every time.

High Screen Failure Rates

High Screen Failure Rates

Referrals from mismatched patients waste investigator time and inflate trial costs. We build predictive eligibility scoring models that rank patient fit against protocol requirements before any coordinator interaction, reducing screen failure rates significantly.

Regulatory Compliance Gaps

Regulatory Compliance Gaps

Inconsistencies in audit trails and documentation of informed consent put the study at risk of FDA 21 CFR Part 11 and ICH GCP violations. We integrate compliance checks, electronic informed consent, and audit trail with every aspect of the matching process from the start.

Slow Enrollment Timelines

Slow Enrollment Timelines

Siloed recruitment processes and non centralized patient pipeline management extend timelines by months. We build multi site dashboards with real-time enrollment tracking, predictive dropout alerts, and automated patient follow-up workflows to keep your trial on schedule.

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Powerful Features Inside Our AI Clinical Trial Matching Platform

We don’t offer a one size fits all tool. Our clinical trial matching software development is tailored to your trials, your data, and the way your teams actually work, making patient matching faster, more accurate, and easier to manage from day one.

AI-Powered Eligibility Screening

AI-Powered Eligibility Screening

Our AI developers build engines to scan structured EHR data & unstructured clinical notes against protocol criteria, surfacing ranked lists of pre-qualified candidates within hrs of trial activation

ClinicalTrials.gov API Integration

ClinicalTrials.gov API Integration

We connect your system to ClinicalTrials.gov through its API, so protocol details, status updates, and eligibility criteria are automatically updated without any manual effort.

NLP Based Protocol Parser

NLP Based Protocol Parser

Our models convert free-text inclusion and exclusion criteria into machine-readable eligibility logic, eliminating manual errors and speeding up trial configuration.

Decentralized Trial Support

Decentralized Trial Support

We integrate remote monitoring, wearable data ingestion, and telehealth consent workflows to support hybrid and decentralized trial designs across patient cohorts.

Predictive Dropout Risk Analytics

Predictive Dropout Risk Analytics

Our models analyze historical enrollment and behavioral data to flag patients at risk of dropout before withdrawal occurs, allowing coordinators to intervene and protect retention rate.

Multi-Site Sponsor Dashboard

Multi-Site Sponsor Dashboard

We design sponsor-level dashboards with site level enrollment metrics, screen failure rates, and pipeline velocity analytics, enabling sponsors to see all sites, all the time.

Diversity & Inclusion Analytics

Diversity & Inclusion Analytics

Our AI clinical trial matching platform tracks demographic enrollment distribution against protocol diversity targets in real time, to help identify recruitment gaps and adjust strategies proactively.

eConsent & Digital Consent Management

eConsent & Digital Consent Management

We help you to set up FDA compliant eConsent processes with simple consent screens, electronic signatures, and automatic re consent when protocols suddenly change.

EHR & FHIR R4 Integration

EHR & FHIR R4 Integration

We build certified FHIR R4 and HL7 pipelines connecting Epic, Cerner, & Athenahealth through custom EHR development, for real-time data sync without manual reconciliation.

Regulatory Compliance & Audit Trails

Regulatory Compliance & Audit Trails

Every action is recorded with time stamped logs to meet FDA 21 CFR Part 11, ICH GCP, and HIPAA requirements, so your compliance team always has the records they need.

Patient Engagement Portal

Patient Engagement Portal

We design patient engagement portals and mobile apps where patients can self screen, provide digital consent, upload records, and track their trial experience in one place.

Real-Time Matching Engine

Real-Time Matching Engine

We develop dynamic rule based matching engines that re-evaluate patient eligibility as protocol amendments are published or patient health records are updated across connected systems.

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Project Snapshot

TriMatch is the AI-based clinical trial matching system developed by Bacancy, which analyzes patient records, interprets the clinical trial protocol, and matches the suitable patient pool through its automated system. It integrates data from different EHR systems, tracks patient enrollment, identifies dropouts, and manages site activities. This system facilitates the clinical trial process, adheres to the protocol, and enables quicker decision-making.

Project Snapshot

Clinical Trial Matching Projects We Have Delivered

From oncology sponsors to rare disease biotechs and multi-protocol CROs, Bacancy has developed and launched AI clinical trial matching platforms in different types of research environments. Each of the results listed below represents real-world integrations, real-world scale, and real-world enrollment numbers.

AI Matching Platform for a Multi Oncology Trial Sponsor

Industry: Industry: Oncology | Pharmaceutical

Tech Stack: Tech Stack: React, Python, PostgreSQL, AWS, FHIR R4

A mid-sized oncology pharma company was running 14 active trials across 6 states, and coordinators had to manually check patient charts to see if they were eligible. Their average time-to-first-patient was 19 weeks per trial. We built a custom AI-powered matching engine that used NLP to parse protocol criteria and automatically matched patients against EHR data from three hospital networks. The platform reduced pre-screening time from 19 weeks to under 4 weeks and increased monthly enrollment velocity by 3x within the first two quarters of operation

75% Faster Time to first enrolled patient
3x Increase in monthly enrollment velocity

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AI Matching Platform for a Multi Oncology Trial Sponsor

Decentralized Trial Recruitment for a Rare Disease Biotech

Industry: Industry: Rare Disease | Biotech

Tech Stack: Tech Stack: React Native, Node.js, MongoDB, Azure, HL7

A rare disease biotech had a global trial with eligibility criteria spanning 23 inclusion and 18 exclusion parameters. Their screen failure rate exceeded 74%, meaning three out of four referred patients were ineligible on closer review. We engineered an NLP protocol parser and a patient self-screening portal integrated with the sponsor’s EHR network. The resulting platform reduced screen failures to 31% within 90 days and connected the sponsor to patient advocacy groups through an API-powered referral network across 11 countries.

57% Reduction in screen failure rate
11 Countries Active in 90 days post-launch

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Decentralized Trial Recruitment for a Rare Disease Biotech

Enrollment Analytics Dashboard for a CRO Network

Industry: Industry: Contract Research Organization

Tech Stack: Tech Stack: React, Python, MySQL, GCP, REST API

A mid-market CRO managing 40+ active protocols across 120 investigative sites had no centralized visibility into site-level enrollment performance or dropout risk. Each site submitted status reports manually via a spreadsheet. Our experts built a multi-site enrollment analytics dashboard that aggregated real-time data from all sites, flagged at-risk patients using predictive models, and generated automated compliance audit logs. The CRO reduced reporting overhead by 68% and identified high-risk dropouts 3 weeks earlier on average.

68% Reduction in manual reporting overhead
3 Weeks Earlier Dropout risk identified

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Enrollment Analytics Dashboard for a CRO Network

Why Research Teams Should Choose Bacancy for Their Trial Matching Software?

At Bacancy, every AI-powered clinical trial-matching platform we build is crafted with the right expertise. Our team does not treat clinical research like a generic software project. We understand protocol complexity, regulatory nuances, and site-level operational realities because we have built solutions that work directly within real clinical trials.

50+

Healthcare Research Platform Deployments

Across global CROs, pharma sponsors, academic research networks, and biotech companies on AWS, Azure, and GCP infrastructure at enterprise scale environments

HIPAA

Compliance By Design for Clinical Systems

Every platform we ship includes audit logging, data encryption, role-based access, and eConsent compliant with FDA, ICH GCP, and HIPAA from the first sprint, not added as an afterthought.

40+

Live EHR Integration Engagements Delivered

Hands-on Epic, Cerner, Athenahealth, and Allscripts data extraction and synchronization across more than 40 live FHIR R4 and HL7 integration projects global deployments

30%

Average Enrollment Acceleration Delivered

Our AI eligibility engines reduce patient screening timelines by an average of 30%, measured against baseline workflows in delivered matching platform engagements.

3x

Faster Clinical AI Model Development

Our ML-ready feature stores deliver clean, labeled patient data from day one, reducing AI model training time from months to weeks across research programs.

90 Days

Hypercare Support After Every Go-Live

90 days of monitoring, pipeline optimization, performance tuning, and research staff training after every production launch, at no additional cost to your team

What Research Leaders Are Saying

Dr. Sarah Mitchell

Dr. Sarah Mitchell

Chief Medical Officer

“Our screen failure rate was over 60% before this platform was built. After Bacancy deployed AI matching engine & FHIR integration layer, we dropped below 30% within two quarters. The clinical trial matching software changed the entire research coordination network that operates across every active protocol.”

Michael Adams

Michael Adams

Operations Manager

“Bacancy’s team understood the rare disease matching problem in a way no vendor had before. The multi-registry integration gave us visibility we simply did not have, and the AI phenotyping pipeline is identifying candidates our coordinators were consistently missing through manual record review.”

Laura Stevens

Laura Stevens

Director of Patient Engagement

“The compliance architecture is what sets Bacancy apart from other development partners. Every audit trail, every access log, and every consent record is captured automatically. When our IRB reviewed the platform, there were zero compliance gaps. That level of governance cannot be retrofitted after the fact.”

Frequently Asked Questions

Still have questions?Let's talk

What is clinical trial matching software? How does it improve the recruitment process for clinical trials?

Clinical trial matching software helps you identify the right patients for clinical trials that are currently running. Instead of going through the data manually, the software presents the eligible candidates with the data that is coming in. Bacancy creates this software according to your setup and the way your clinical trials are running.

How long does it take Bacancy to build the software?

The time taken to build the software varies. If it is a simple platform with eligibility checks, integration with the electronic health record system, and the dashboard, it usually takes around 14-18 weeks. However, if it is complex with features such as protocol parsing, multiple sites, and dropout prediction, it takes around 22-30 weeks.

Does the platform support decentralized and hybrid clinical trial models?

Yes, it does. It can include features like remote patient monitoring, wearable data tracking, eConsent, and telehealth based assessments. This helps you reach patients without depending only on in-person visits.

Which electronic health records systems can you integrate with for matching patients?

We can integrate with standard systems such as FHIR, HL7, and more. We have integrated with systems such as Epic, Cerner, Athenahealth, Allscripts, Medidata, etc. Everything is planned in advance so that there is smooth data exchange without any manual intervention on your side.

Which standards for regulatory compliance does Bacancy implement in the clinical trial matching platforms?

We also support HIPAA guidelines, FDA 21 CFR Part 11, ICH GCP, etc., in the platforms that we develop. Role-based access, eConsent, etc., are also available with us to provide the highest level of data security.

Can the platform integrate with ClinicalTrials.gov for managing clinical protocols?

Yes, it can be done. We can integrate your platform with the API of ClinicalTrials.gov to fetch the clinical protocols from their site. This way, you can also have the latest version of the protocols available to you.

Top-Tier IT Geniuses

Top-Tier IT Geniuses

Bacancy Technology is an exclusive hub of top dedicated software developers, UI/UX designers, QA experts, and product managers with incredibly rare and hidden talents you will ever come across. We let you access the exceptional IT talent globally, from independent software developers to fully managed teams.

Time Zone Aligned

Time Zone Aligned

Timezone is never a constraint when you are working with Bacancy Technology. We follow a simple procedure - our developers and your time zone. Hire dedicated software developers from us and collaborate from far away to work according to your time zone, deadline, and milestone.

Experienced Team

Experienced Team

Whether you are looking for skilled developers in emerging technologies or looking for an extended arm to augment your existing team, we can lend a helping hand in both situations. We are a full-stack software development company with 1050+ skilled and experienced software developers whom you can hire at your convenience to address ongoing business challenges.