Getting Started: myTomorrows Referral Platform for Site Staff

What is the myTomorrows platform and how does it help your site?

Clinical research teams often face fragmented workflows, slow recruitment, and high screen-fail rates. These challenges are amplified when referrals come from multiple sources and pre-screening is done without comprehensive checks before the patient reaches the site. The result is delayed trial timelines and added burden for coordinators, who must determine which patients are the best fit for enrollment, ideally with high confidence that those patients will remain engaged throughout the study.

The myTomorrows referral platform is designed to simplify and accelerate the pre-screening process. It centralizes all incoming referrals, whether from patients or caregivers themselves or from physicians, including specialists and community hospitals, into one unified system. This provides your site full visibility and control over referral activity, while reducing administrative overhead.

To improve both the volume and quality of referrals, the platform applies automated eligibility checks before they reach your site. These checks help ensure that incoming patients are more likely to meet your trial’s criteria, reducing screen-fail rates and saving valuable time for your team. While the system filters out clear mismatches, your site retains full control over final eligibility decisions, ensuring that clinical judgment remains central to enrollment. 

Additional features include:

• Secure, on-platform communication with referring physicians and real-time updates on referral status.
• Multilingual Patient Navigators who guide and support patients throughout the trial journey, improving engagement and retention.
• Built-in compliance with GCP, HIPAA, GDPR including audit-ready documentation.
• Seamless integration with your existing workflows, minimizing disruption and training needs.

By using a managed referral platform, your site can move from fragmented recruitment to a streamlined, compliant, and patient-friendly process. Your site will enroll faster, perform more confidently, and reach more patients and physicians, reducing screen failures and minimizing manual pre-screening time.

This article will explain how site teams can use the platform to track referrals, update custom trial information and use it to securely communicate with stakeholders. It will also cover off data privacy and compliance questions as well as explain additional support myTomorrows offers sites.

How do I register and onboard my site?

Getting started with the myTomorrows referral platform is quick and straightforward. Once registered, your site can begin receiving pre-screened referrals, access trial-specific tools, and collaborate with Patient Navigators, all within a secure, compliant environment.

Step 1: Register your account

• Visit https://platform.mytomorrows.com/home
• Choose “I am a healthcare professional“
• Complete the registration form and verify your email address
• Choose Yes “I am involved in running clinical trials”
• You can also invite additional users from your site — there’s no limit!

Step 2: Link your trials

Inform myTomorrows which trials you want to link to your account, and we will collaborate with the sponsor to activate them. Trials should be visible within 2 business days.

If your trial(s) aren’t visible within 2 business days, email medical-community@mytomorrows.com  with the trial details.

Once your account is active

• Log in anytime at https://platform.mytomorrows.com/home
• Navigate to the My trials page to view your activated trials
• Start receiving referrals and communicating with Patient Navigators

You will have access to real-time updates, patient context, and ongoing support, helping you streamline recruitment and reduce administrative burden from day one.

How can I update trial information and recruitment status?

To keep referrals accurate and aligned with your site’s current needs, you can post Trial alerts directly within the platform. These alerts let you share recruitment updates or referral requirements with referring physicians and Patient Navigators.

To create or edit an alert:

• Go to My trials → select your trial-at-site → click Edit trial alerts
• Choose the alert type: Recruitment Update or Referral Requirement
• Add a clear title and optional description, then save

You can update or archive alerts anytime. All changes are versioned and visible to referrers, helping reduce mismatches and improve referral quality.

Please note: Keep alerts short, specific, and up to date to avoid unnecessary declines and ensure streamlined recruitment.

How do I manage and track referrals?

Once your trials are activated, you will begin receiving referrals directly through the platform. Each referral includes key patient context and is pre-screened based on your trial’s criteria, saving time and improving match quality.

Managing referrals

• Go to My trials and select the relevant trial-at-site
• Click View referrals to see incoming referrals
• Review patient details, referral notes, and pre-screening outcomes
• Accept, decline, or request more information — all within the platform

Tracking referral activity

• Use the dashboard to monitor referral volume, status, and outcomes in real time
• Filter referrals by trial, date, or status to stay organized
• View historical data for audit and reporting purposes

Communication & support

• Engage directly with Patient Navigators or referring physicians via secure messaging
• Receive alerts and updates when referral status changes or new information is added

How can I collaborate with external stakeholders?

The platform is designed to support secure, real-time collaboration between your site but also external stakeholder such as referring physicians, specialist, and sponsors.

Key collaboration features:

• Direct messaging with referring physicians to clarify patient details or eligibility questions
• Shared referral context so everyone involved sees the same patient information and trial requirements on a site-level
• Patient Navigator support which helps bridge communication between patients, sites, and referrers
• Sponsor-linked trial activation ensuring your site is aligned with broader recruitment goals

This connected environment helps reduce delays, avoid miscommunication, and ensure that everyone involved in the referral process is working from the same, up-to-date information.

What role do Patient Navigators play, and when is this support available?

In certain programs, Patient Navigators are included as part of the site agreement to enhance patient engagement and streamline communication. When active, they serve as a vital link between patients, caregivers, referring physicians, and research coordinators, helping ensure everyone involved in the referral process is informed and aligned.

When Navigator support is included:

• Navigators guide patients through the referral journey, offering multilingual support and answering questions.
• They help referring physicians understand trial requirements and ensure referrals are complete.
• They provide context and updates to research coordinators, helping streamline workflows and reduce back-and-forth.

Navigator support may not be active at your sites initially. If your site is not yet connected to this service, referrals will still arrive with pre-screening context, and you can communicate directly with referring physicians (or other stakeholders) through the platform.

How is data privacy and compliance handled?

Data privacy and compliance are embedded into every step of the referral journey through a robust multi-consent flow. Whether initiated by a patient, physician, or caregiver, explicit consent is always obtained upfront, ensuring our patient-first principle remains central.

As a Clinical Research Team (CRT), you will initially access only de-identified data to assess eligibility. Personally identifiable information, including medical records and responses to key pre-screening questions—becomes available only if the patient, or their physician acting on their behalf, has provided consent.

All data is:

• Encrypted both in transit and at rest
• Restricted to verified user accounts
• Monitored via comprehensive audit trails for full transparency

This enables allows you to manage recruitment workflows with confidence, knowing they align with the highest international standards: GDPR, HIPAA, ISO, SOC 2, and ICO registration.

How do I report issues or provide feedback on referrals or platform performance?

We have a team dedicated to support our clinical site partners.

For questions, technical issues, or feedback related to referrals or platform functionality, please:

• Use the Help section within the platform to submit feedback or report issues
• Contact the team directly at medical-community@mytomorrows.com

All inquiries are reviewed promptly to ensure timely resolution and to support the continuous improvement of the platform.

FAQs

Below is a quick recap of the most common questions clinical sites ask. The following additional questions expand on specific platform features and site-level workflows.