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Aura Biopharma

How Aura Biopharma coordinated multi-site clinical trial investigator briefings with collective scheduling

Aura Biopharma is a clinical-stage biotechnology company conducting global oncology clinical trials across research hospitals in North America and Europe.

Industry
Healthcare & Life Sciences
Team
75 clinical research associates
Based in
Cambridge, MA & Basel, Switzerland
Rolled out in
4 weeks
Clinical trial scheduling conflicts
0Across 42 multi-site investigator briefings with zero double bookings
  • 0Double bookings across trialsSynchronizing global investigator briefings across European and US medical institutions
  • 42Clinical trial research sitesPrincipal investigators booked protocol alignment meetings across 6 time zones
  • 3 wksSaved in study launch timelineInvestigator readiness milestones completed nearly a month ahead of schedule
01

The scheduling problem at Aura Biopharma

Scheduling mandatory protocol review sessions between busy hospital oncology department heads and internal medical monitors took 3 to 4 weeks of email negotiations per research site.

  • Principal investigators possess scarce calendar availability across emergency duties and research
  • Trials required joint attendance of three distinct medical and compliance disciplines
  • Time zone differences between US East Coast and Central European trial centers exacerbated delays
Compared against: Phase I trial site onboarding audit
02

What Aura Biopharma set up in Caletus

Aura Biopharma configured Caletus collective scheduling links checking availability across clinical leads, biostatisticians, and site monitors simultaneously.

  • Multi-host collective availability algorithms
  • Automated timezone conversion for hospital sites
  • Medical document attachment collection in booking flow
  • Pre-meeting briefing buffers
Rollout
  1. Week 1
  2. Week 2
  3. Week 3
  4. Week 4 · live
Caletus collective booking links were shared with site coordinators. Links dynamically evaluated the combined calendars of the required 3-person Aura protocol panel and displayed open joint slots in the investigator's local hospital time zone.
03

The results at Aura Biopharma

Site initiation review scheduling was compressed from 24 days to 4 days, allowing the trial to commence patient dosing three weeks ahead of schedule.

  • Protocol review scheduling intervalHow: Trial Master File (TMF) milestone timestamp trackingDecreased from 24.2 days to 3.8 days per investigative site
  • Investigator attendance complianceHow: GCP regulatory attendance sign-in logs100% full panel attendance achieved on the first scheduled briefing
  • Overall study launch timelineHow: Clinical trial management system (CTMS) project planFirst Patient In (FPI) milestone reached 21 calendar days ahead of deadline
Launching a Phase II trial across 40 hospital sites requires aligning principal investigators, clinical scientists, and biostatisticians. Caletus collective scheduling eliminated the weeks of email deadlock we normally faced.
Dr. Catherine MeyerDr. Catherine MeyerVP of Clinical Development, Aura Biopharma
If you remember three things

What other teams can learn from Aura Biopharma

  1. Cross-institutional medical scheduling requires collective availability engines that never rely on manual cross-referencing.
  2. Automated local time zone conversion prevents missed briefings across international medical sites.
  3. Faster clinical alignment directly accelerates drug development and patient trial enrollment timelines.

The Caletus features Aura Biopharma used

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