Your 24/7 AI Coordinator
Every candidate engaged. Every time. In minutes.
Close the Gap Between Interest and Enrollment
ImageBloom’s AI Coordinator engages every study candidate across SMS, email, web chat, and voice – pre-screening, scheduling, and following up 24/7, in 22 languages.
Recruitment doesn’t fail because patients aren’t interested. It fails in the gap between interest and the first visit – the unreturned call, the voicemail at 9 p.m., the Spanish-speaking caller who hangs up, the lead that goes cold over a weekend.
ImageBloom’s AI Coordinator closes that gap. It’s an always-on patient coordinator that answers protocol questions, runs your eligibility logic, books real visits into your CTMS, and follows up until a candidate is qualified or respectfully closed out – across SMS, email, web chat, and voice, in 22 languages, at any hour.
HIPAA Compliant
SOC 2 Type II
FDA 21 CFR Part 11 Aligned
GCP-Built Workflows
22 Languages
What the AI Coordinator Does
01 · Educate
Answers protocol questions in plain language – what the study involves, what’s expected, what the time commitment looks like, and why it matters.
02 · Pre-Screen
Runs your protocol-specific eligibility logic and contraindication checks against candidate responses. Your coordinators only see candidates who already qualify.
03 · Schedule
Books real visits directly into your CTMS or site calendar. Handles availability, confirmations, reminders, and rescheduling without coordinator involvement.
04 · Recapture
Re-engages candidates who go quiet. Follows up after a missed reply, a no-show, or a stalled screening – automatically, and without badgering.
05 · Onboard
Walks randomized participants through visit prep, consent steps, and pre-visit instructions in whichever channel they actually use.
06 · Follow Up
Post-visit check-ins, adherence nudges, and adverse-event prompts, structured to ICH-GCP standards.
Channels
One conversation. Every channel.
Candidates choose the channel they’re comfortable in. The Coordinator picks the conversation up where it left off – no re-introduction, no repeated questions, no duplicate records.
- SMS – highest response rate; most candidates reply within the hour
- Voice – inbound and outbound; strongest with older populations and complex eligibility conversations
- Web Chat – embedded on your study landing pages, where intent is highest
- Email – long-form study information and consent materials
- WhatsApp – where applicable for your population
How It Works
Four steps from first click to booked visit.
01 · Intake
A candidate arrives from any source – paid social, our 2.5M+ opted-in database, EMR outreach, site referral, or partner channel.
02 · Match
The Coordinator runs your protocol’s eligibility logic and contraindication checks in real time.
03 · Engage
A natural, multilingual conversation continues across whatever channel the candidate prefers – until they’re qualified, or kindly closed out.
04 · Hand-Off
Qualified candidates land in your CTMS or CRM with screening notes, consent record, and visit already booked. Your coordinators start at the appointment, not the voicemail.
Compliance
Built for regulated workflows.
- HIPAA – compliant workflows; BAAs available
- SOC 2 Type II – annually audited platform infrastructure
- FDA 21 CFR Part 11 – audit-trail aligned
- IRB – deployed under Advarra and Univo IRB approvals across active studies
- ICH-GCP – conversation logic and escalation criteria built to GCP standards
- Data use – candidate data is never used to train foundation models; logs are encrypted and retained for audit purposes only
Why ImageBloom
The Coordinator is the engine. The strategy is ours.
Technology alone doesn’t enroll a study. ImageBloom pairs the AI Coordinator with everything that has to happen before and after the conversation:
- 2.5M+ opted-in participant database and owned condition-specific communities
- Protocol-specific campaign strategy and creative – built by a team with hands-on experience at both site and sponsor level
- Paid media execution across Meta, Google, and programmatic channels
- Eligibility logic design translated from your protocol into working screening criteria
- CTMS and CRM integration so qualified candidates land where your team already works
- Performance reporting tied to randomization – not clicks, not leads, not “interest”
We’ve built and run recruitment for oncology, cardiometabolic, dermatology, GI, and rare disease programs. The Coordinator makes that work faster. It doesn’t replace it.
Frequently Asked Questions
How is this different from a chatbot on our website?
A chatbot answers questions. The AI Coordinator runs protocol-specific eligibility logic, captures consent in an IRB-aligned workflow, checks contraindications, books visits directly into your CTMS, and carries a single conversation across SMS, voice, email, and web in 22 languages. Very little of that overlaps.
What happens when a candidate needs a person?
Escalation triggers are configured per protocol. Defaults include clinical questions outside scope, any adverse-event signal, eligibility ambiguity, safety-related keywords, and any explicit request for a human. Hand-off routes to your site coordinators or to our clinical solutions team – your choice.
Do we lose the human touch?
Candidates consistently rate fast, clear, respectful communication above who delivered it. The Coordinator answers in seconds in the candidate’s own language and escalates the moment a human is warranted. In practice, most sites find their staff spend more time with patients, not less – because they’re no longer working a phone queue.
Is candidate data used to train AI models?
No. Candidate data is never used to train foundation models. Prompt logs are encrypted and stored for audit purposes only.
Can this work alongside our existing recruitment vendor or internal team?
Yes. The Coordinator can sit on top of any candidate source – your ads, your database, your EMR outreach, or ours.
How quickly can we see whether it works?
Most sponsors start with a defined proof-of-value set to measure qualification rate and cost per qualified patient before scaling. Sites can typically be live within a week.
Give your study a coordinator that never sleeps.
Live in 7 days for sites. About 4 weeks for sponsor programs. Compliance-ready from day one.