NEWCommunity research orbit solutions
Your protocol in the participant's hands, every week between visits
Guided digital support tailored to each protocol, cohort, and follow-up window, carried from first contact through the final assessment, so every participant knows what the study asks and when it asks it.
A trusted guide your participants keep, from first contact through close-out.
Your consent language and your visit schedule, delivered when each one actually matters. Alongside the packet at enrollment and the coordinator's reminder call, an orbit adds a consumer-grade digital mentor: engaging video, email, and text outreach that keeps people informed, oriented, and on protocol between visits.
Built to your protocol before launch. Nothing added to a coordinator's week.
One orbit, issued once, working for three audiences at the same time.
For participants
They know what the study asks
Education aligned to their treatment or study milestone, not a generic packet
Easy to understand across all literacy levels and all ages
Accessible on any screen, with no app download and no portal login
Less confusion, and less of the drift that turns into dropout
For researchers
Structured data, not chased paperwork
An IRB-ready audit trail for every participant interaction
Assessment responses captured in real time and structured for analysis
No additional FTE and no additional I.T. requirement
Configurable to any study protocol, instrument set, and time-point schedule
For your research division
Throughput, richness, and a grant story
White-labeled to your organization's brand rather than ours
Scalable across multiple concurrent studies
Higher study throughput and richer participant data
A differentiator you can point to in grant applications
How we get started
One pilot cohort first, then wherever it earns its way
No risk and no lock-in. A pilot cohort is enough to prove reach before anything scales.
Define the study protocol and orbits. Which time-points, which instruments, and which stretch of the study is losing people.
Configure and brand it as yours. White-labeled to your organization, in your voice, matched to your interventions and milestones.
Test with a pilot cohort. One study arm or one site, run beside the packet and the coordinator call you already have.
Launch and monitor together. Completion from the pilot decides whether the next study or site turns on.
Single orbit, multiple versions
One participant orbit that changes as the study does
A participant moves through the study, and their orbit updates at the right moment with no new app or login.
01
Recruitment and eligibilityBefore they are a participant
Outreach, screening, and referral from community partners: what the study asks, what it involves, and how to take the first step.
02
Consent through baselineEnrollment
Eligibility, consent explained in plain language, orientation to the visit schedule, and the baseline instruments, delivered as a guided sequence instead of a packet.
03
Follow-up through close-outThe long stretch
Scheduled assessments, reminders that reach people who move, and check-ins that surface disengagement while the window is still open.
Validated instruments
The screeners your protocol already runs, delivered in-orbit
Assessment delivery configured to your protocol rather than retrofitted to a generic form builder.
PHQ-9, GAD-7, AUDIT-C, DAST-10, CAGE-AID, and the GAIN family. Plus any researcher-defined instrument your protocol calls for.
Scheduled and triggered delivery. At defined study time-points, or triggered by a participant behavior or milestone.
Branching logic for adaptive protocols. The next item follows from the last answer rather than a fixed form.
Real-time response capture. Structured on arrival, timestamped, and linked to the participant.
Full audit trail. Every interaction recorded for IRB and regulatory review.
Site and cohort rollups. Completion, drift, and dropout risk visible by site, cohort, and coordinator.
Data and integration
Research-ready from day one
Engagement and assessment data handed to the systems your team already works in.
Engagement analytics per participant. Who accessed what, when, and how many times, with completion rates across a study arm.
Structured exports. CSV or JSON for all instrument responses, timestamped, participant-linked, and audit-ready.
Progress dashboards. Real-time participant status, pending items, and dropout risk indicators.
API and EHR integration. Push data into your existing research systems, including REDCap, Epic, and custom API support.
How it deploys
Issued from the workflow you already run
Automated delivery across email, text, and a QR code at a partner site, at the time points you define.
No new FTEs. Nothing added to a coordinator's week, and no portal logins to administer.
HIPAA-compliant and BAA-ready. EHR-friendly and non-disruptive to the workflows and I.T. you already run.
White-label. Your study, your institution, your voice.
Stands up in days, not months. From kickoff to first participant.
Instrument names are referenced to describe configuration only. CareOrbit is not affiliated with, and does not license or distribute, third-party assessment instruments; licensing stays with the instrument owner and your research agreement.
Where studies lose ground
Attrition is rarely one failure. It is a hundred small gaps.
Community-based studies run for years across sites nobody staffs full time. Between visits, the protocol lives entirely in what a participant remembers and whether anyone can still reach them.
What the gap costs
None of this is decided at a study visit. Each one turns on whether a participant understood what they agreed to, remembered the window, and could still be reached when it opened.
Behavioral health research demands deep, continuous patient engagement, yet current tools fall short of capturing real-world experience.
National Institute of Mental Health, Research Priorities Report
40–60%
Research participants who drop out before study completion
Attrition climbs with study length and follow-up burden, and community-based protocols carry the hardest populations to hold.
[Placeholder: source to confirm]
70%+
Research teams reporting difficulty maintaining between-visit contact
The stretch between visits is where a protocol lives, and it is the stretch nobody is staffed to cover.
[Placeholder: source to confirm]
CareOrbit has no published outcome data in community-based research. The orbits on this page are blueprints built on the platform's engagement work in clinical care.
Measurable value
How an orbit provides value.
Every orbit is built against at least one named study metric and the accrual or follow-up it protects, agreed before the build starts.
Targeted Outcomes
What an orbit is built and tracked against from the first participant forward.
01
Enrollment against target
How many eligible people screened, consented, and reached baseline, tracked against the accrual curve the protocol assumed.
02
Time to full accrual
The months between first contact and a closed enrollment window, and what a shorter one is worth to the study budget.
03
Consent comprehension
Whether a participant can say what the study asks of them after they signed, not just that a signature exists.
04
Baseline completion
The share of consented participants who finish every baseline instrument inside the protocol window.
05
Assessment window adherence
On-time completion at each scheduled follow-up, the measure that decides whether a data point is usable at all.
06
Retention at final follow-up
How many participants are still reachable and still on protocol when the last window opens.
07
Coordinator hours returned
Time given back from reminder calls, rescheduling, and chasing forms, valued at loaded staff cost.
08
Study throughput and data richness
How many concurrent studies a division can carry, and how much structured participant data each one produces.
09
Representation of the target community
Whether the enrolled cohort actually reflects the community the study was funded to serve.
What is in this solution
Three capabilities. One participant experience.
A participant receives education and motivation, validated instruments arrive inside the same orbit, and every response is captured, structured, and exported to the team drawing the conclusions.
01
Engage
Structured digital education and motivation delivered to participants across the entire study journey.
Milestone-aligned content delivery
Protocol-specific messaging
Phone, tablet, or desktop
No app download required
02
Assess
Validated screening and assessment tools woven into the participant experience rather than bolted on.
Validated instruments, plus researcher-defined
Scheduled and triggered delivery
Real-time response capture
HIPAA-compliant data handling
03
Data Insights
Structured participant data and dashboards that power research insight and reporting.
Engagement analytics by participant
Assessment response exports
API and EHR integration
IRB-ready audit trails
HIPAA-compliant, BAA-ready, EHR-friendly, and configurable to any study protocol. [Placeholder: the named orbit library for a given study is defined with the CareOrbit team during protocol scoping.]
20 minutes. Your study population, our platform.
No demo script, no obligation. We get introduced, hear which follow-up windows are costing your study the most, and give you a brief look at the platform. Then we decide together whether it is worth a second conversation.
Book a 20-minute intro callNot ready for a call?
Get the community research info sheet by email.