NexaScheduler™

Visit windows and scheduling, automated

Spreadsheet visit trackers mean manual date math and no shared view of who is due or at risk. NexaScheduler™ automates protocol-aware windows, alerts, and trend reporting for site leadership — without pulling coordinators for status.

app.nexascheduler.io

SubjectVisitWindowStatus

Illustrative roster · click a row to see visit detail below.

Completion68%

At risk3

On time91%

Retention watch — Week 12

3 subjects stalled with no later visit progress.

Visit completion by week

Dropout rate by visit week

Visits per week (+1 forecast)

Done Due At risk Late

Overview

The problem. Visit scheduling on active trials still lives in Excel trackers and coordinator memory. Window calculations drift when protocols change, reschedules stack up, and no one has a single view of patients approaching window close — until a visit is missed or retention drops.

What NexaScheduler solves. NexaScheduler™ automates protocol-aware visit windows so target dates, earliest/latest allowable ranges, and reschedule adjustments stay accurate without spreadsheet maintenance. Coordinators see who is due this week, which patients are at risk, and where capacity is tight — before problems reach the CRA.

How it helps day to day. Real-time alerts flag at-risk and overdue visits. Coordinators work from a single schedule instead of maintaining parallel trackers. Most sites go live in about seven days by importing existing spreadsheets and configuring protocol logic — without replacing your eSource or EDC.

Trend reporting for management. Site directors and ops leads need more than this week’s visit list — they need to see whether retention is slipping, which visit weeks drive dropout, and whether enrollment is pacing to target. NexaScheduler™ rolls up trends across the study: completion rates by visit week, at-risk and overdue counts over time, coordinator workload, and recruitment gaps. Leadership gets export-ready views for team meetings and sponsor updates without interrupting CRCs for manual rollups.

Automated visit windows

Instant window calculation: Target dates, earliest/latest allowable windows, and reschedule adjustments — including fasting, labs, and imaging rules.
No spreadsheet maintenance: Eliminate color-coded cells and inconsistent coordinator calculations.
Protocol-specific logic: Built around your visit schedule, not a generic calendar.

Smart scheduling & alerts

Capacity visibility: See overbooked days, open slots, and equipment conflicts before they become problems.
At-risk patients: Flag subjects approaching window close or with repeated reschedules.
Dropout analytics: Spot patterns by visit week to support proactive retention.

Trend reporting for site leadership

Retention by visit week: Spot dropout clusters early — see which protocol weeks stall subjects before they become sponsor escalations.
Enrollment and pacing trends: Compare screened, enrolled, and active subjects against targets so management can adjust recruitment before windows close.
At-risk and overdue over time: Track whether scheduling pressure is improving or worsening across the study portfolio.
Coordinator workload: See visit density by week and capacity strain — so leadership can staff proactively instead of reacting after a missed window.
Meeting-ready exports: Print and share trend views with PI, QA, and sponsor contacts without asking coordinators to rebuild reports from spreadsheets.

Fast deployment

Go-live in about 7 days: Import existing trackers, configure windows, train coordinators, and launch.
No system replacement: NexaScheduler layers onto your current workflow and calendars.
Recruitment forecasting: Use scheduling gaps and dropout trends to pace enrollment.

Proven at Gulf Coast Research Institute

GCRI used NexaScheduler on a 52-week Phase 3 diabetes study and eliminated manual window calculations entirely — cutting scheduling conflicts 82% and improving recruitment pacing 33%.

Read the GCRI case study

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