How a leading U.S. site network used Delfa to randomize 101 patients in just one month

When you're running dozens of trials across multiple therapeutic areas, recruitment never stops. For the Director of Patient Engagement at one of the nation's largest independent site networks, every week brings new studies, new targets, and new deadlines. “In such a short space of time we have already become so dependent on Delfa,” she says. “I can't imagine life without you guys.”

This network is no stranger to high performance. With more than 30 active locations and a rapidly expanding portfolio, their team specializes in metabolic and endocrine studies. Therapeutic areas known for complex eligibility criteria and demanding patient follow-up. But despite having a dedicated in-house recruitment team, their biggest bottleneck was time.

“Our team was spending endless hours calling patients who never picked up,” the Director recalls. “We had amazing studies ready to schedule, but we couldn’t get through to enough qualified participants quickly enough.”

The site partnered with Delfa to transform its recruitment process with AI-powered voice, chat, and SMS agents that pre-screen, schedule, and remind patients automatically. Within two weeks, Delfa was live, fully integrated into their existing CTMS system, and working alongside the team to handle incoming leads at scale.

What stood out most was Delfa’s ability to manage long, medically detailed conversations. “These are not one-minute calls,” the Director explains. “Our patients often spend 15 to 20 minutes talking through their medical history. Delfa handles that with accuracy and empathy something we didn’t think was possible from an AI system.”

Within the first month of deployment, Delfa had already delivered results that far exceeded expectations:

• 36,600 patient interactions managed autonomously
• $42,000 in labor savings from reduced manual calling and scheduling
• 97% patient satisfaction
• 101 patients randomised in a month

What once took weeks of manual outreach was now handled automatically, allowing staff to focus on higher-value tasks.

Delfa fits directly into the site’s existing systems: syncing pre-screen results, call summaries, and scheduling data back into the CTMS without any new logins or portals. 

“The integration was painless,” the Director says. “We went from kickoff to live in under two weeks.”

That speed translated directly into recruitment performance. Studies that previously lagged behind target were now surpassing enrollment goals. The network’s leadership began expanding Delfa across new sites and protocols, citing both the financial and operational upside.