Why the Future of CRA Monitoring Might Fit in a Pocket

Duncan Scattergood | | 3 minute read

As clinical operations become more complex, flexibility and immediacy in monitoring are no longer “nice-to-haves.” The tools we give CRAs need to adapt to where and how they actually work.

Let me pose a question: “Could a CRA complete a monitoring event on a phone?”

There’s a good chance that you’re thinking, “What a weird question — why would a CRA even want to complete a monitoring event on a phone? That’s a complex data-entry task that needs a full screen, multiple references, and a decent keyboard. A phone? Don’t be ridiculous.”

Actually, I tend to agree — but only partly.

There are moments during monitoring when a phone is exactly the right device. It’s always on, always available, and often the most convenient form factor. Think about conducting a stock check in a pharmacy: the CRA needs to capture quantities, batch numbers, expiry dates, etc., and there’s no desk in sight. Balancing a laptop on a cupboard corner just doesn’t make sense.

Or imagine a CRA who’s away from their desk and wants to capture a quick note — perhaps even as a short voice memo — to be incorporated into the report later.

So, could a CRA fully complete a monitoring event on a phone? Probably not. But could they use a phone as the most convenient device at a particular moment in time to capture data that flows seamlessly into the final report? Absolutely.

Flows Seamlessly — What Does That Really Mean?

For structured data, such as in our stock check example, it’s straightforward: when the CRA opens the Monitoring Event or Site information on the PC/MacBook, it should just be there, in the right place.

For unstructured data, things get more interesting. AI can help. It can transcribe speech notes to text and, using context from the monitoring event, suggest:

• Questionnaire responses (including comments) that should be amended
• Issues or follow-ups that should be created, updated, or closed

The CRA remains in control — approving or adjusting the AI’s suggestions — but compared to juggling Excel trackers, OneNote files, or even a physical notebook, this workflow is faster, more reliable, and far less prone to omission.

Importantly, this conversion of unstructured to structured information could happen on any device — the laptop, the phone, or a mix of both — depending on what’s most efficient at a point in time

The case for mobile CTMS tasks

A purpose-built mobile app — not just a shrunken desktop interface — is also ideal for some ad-hoc CTMS actions. Quick, everyday tasks such as:

• Retrieving site or contact details from a global directory
• Responding to a manager’s comment on a monitoring report
• Checking the status of a follow-up or issue

Each of these is a small action that, when frictionless, saves time and lets the CRA focus on improving site performance, not using systems.

The bigger picture

We all know monitoring is expensive. Yet much of that cost lies not in the work itself, but in the inefficiencies around it — re-entering data, and reconciling disconnected notes.

The appropriate use of existing technology means we can maximize the value of the industry’s investment in monitoring.

At OnTheMove Software, this is the principle behind OnTheMove for Veeva: giving CRAs the power to access, capture, and act on information wherever they are, while ensuring every piece of data flows seamlessly into the CTMS. The result? Higher-quality monitoring, less time spent navigating systems, and fewer things slipping through the cracks.

About the author

Duncan Scattergood is Managing Director at OnTheMove Software and has worked with Clinical Trial Management Systems (CTMS) for over 10 years. OnTheMove for Veeva enhances the Site Monitoring process by presenting the CRA with the information they need, when and where they need it. This improves monitoring quality and reduces the time spent navigating multiple systems and performing report write-up.