Behind every successful clinical trial is a patient who said, yes. Getting them there takes precision, trust, and the right information at the right moment. From detailed booklets to personalised thank-you cards, patient recruitment materials require more than accuracy - they need to build trust with patients at every stage of their journey. Get it wrong, and you risk losing the very participants your trial depends on.

For a global CRO managing multiple trials across new regions, that challenge was becoming increasingly difficult to meet. As their programme grew, so did the complexity of delivering the right materials, in the right language, to the right patients - on time, every time.

Where things stood

With multiple trial products, over 20 language variants, and hundreds of site-specific orders to manage, the operational complexity was significant. Without an automated system to link orders, artwork versions, and personalisation data, the risk of error was ever-present. Add international shipping across multiple regions - each with its own customs requirements, import documentation, and logistics demands - and the margin for things to go wrong was considerable.

What we did

The Greens team took a holistic view, building a solution that connected every part of the programme; from the moment an order was placed to the moment materials landed on site.

We removed the manual steps that create risk:

• Automated order management: Regional orders, artwork versions, and personalised print all handled automatically, with the right materials generated, packed, and prepared for production without anyone having to chase, check, or correct.

• Seamless international shipping: Customs clearance, duties, and documentation handled before anything left our facility, so materials arrived at sites without delays or unexpected complications.

• Full visibility: Every order and shipment tracked in real time through an online dashboard, so the team always knew exactly where things stood.

The result

The patient recruitment programmes ran seamlessly. Site queries fell by 96%.

“The Greens team are amazing. Our whole team has been able to trust that materials are going to be present and correct, wherever they need to be. The operational hours saved due to the lack of shipment issues has been transformative.” Associate Director, Patient Recruitment

What it meant in practice

• Reliable global logistics: The right materials, in the right quantities, arriving on time at every site worldwide.

• Fully automated personalisation: Personalised print generated directly from uploaded data, with no manual steps

• Complete visibility: Real-time order and shipment tracking, available to the whole team, whenever they need it.

Are you looking for a print management partner who understands the unique demands of global patient recruitment? Get in touch to find out how Greens can support your programme.