Automated Physician Outreach to Recruit Patients for Clinical Trials
We build systems that identify every relevant physician around your trial site by NPI taxonomy code, filter by Google Maps radius, verify emails through Hunter.io, then reach them across email, LinkedIn, Facebook, Instagram, and physical postcards. Multichannel by design, all firing in coordination.
64%
of patients prefer to learn about clinical trials from their own physician, not from ads
Source: CISCRP Public Survey
0.2%
of patients are actually recruited via physician referral today. The channel is wide open.
Physicians don't all check email. Some live in LinkedIn, some respond to a postcard on their desk, some only see your name when their Facebook feed shows your retargeted ad. Every channel fires in coordination from the same physician record, sourced once, used five ways.
Cold Email
4 email plain text sequence sent from warmed dedicated domains via Saleshandy.
5 to 12%Reply rate
LinkedIn
Connection request plus follow up message sent in parallel with the email sequence.
30 to 45%Connect accept rate
Facebook
FB profile matched to physician via NPI cross reference, retargeting ads served to the same person.
1.2 to 3%Ad CTR for healthcare
Instagram
IG handle extracted from practice website or matched via FB account link, used for organic and paid awareness.
3 to 5%Practice IG presence
Physical Postcard
Branded direct mail postcard delivered to the physician's practice address pulled from NPI registry.
12 to 18%Response rate (USPS data)
How It Works
From New Study to Verified Physician Outreach in Under 60 Seconds
When a new clinical trial opens at your site, the system pulls every matching physician from the NPI Registry by taxonomy code, filters them by Google Maps radius from your trial site, verifies emails through Hunter.io, then launches a personalized cold email and LinkedIn sequence targeting referrals.
1
Trial Opens, CTMS Triggers Workflow
Therapeutic area, indication, inclusion and exclusion criteria, and site address pulled from your CTMS via API or entered manually. This fires the workflow.
📋 CTMS API
2
NPI Registry Queried by Taxonomy Code
Every MD, DO, and specialist matching the therapeutic area pulled directly from the CMS NPPES National Provider Identifier registry. Authoritative US physician data, no scraping.
NPPES API
3
Google Maps Filters by Radius
Practice addresses geocoded against your trial site coordinates. Only physicians within your defined drive radius pass through to the next stage.
Hunter.io finds and verifies every physician's professional email with deliverability score. LinkedIn profile matched in parallel for multichannel outreach.
Hunter.io + LinkedIn
5
Saleshandy + LinkedIn Outreach Deploys
Personalized 4 email sequence deploys via Saleshandy on warmed dedicated domains. LinkedIn connection plus message runs in parallel. All replies auto captured.
AI checks referred patient details against inclusion and exclusion criteria. Qualified patients trigger appointment booking and write directly to your CTMS.
🤖 AI + CTMS Write
Data Sourcing Funnel
From 1.5M US Physicians to 142 Verified Outreach Targets
Three layers of filtering turn the entire NPI Registry into a tight, ready to contact list. Authoritative sourcing, geographic precision, and verified deliverability before a single email goes out.
Powered by
++
1,547,829
US physicians in the NPPES registry
Filter by taxonomy code (e.g. 207RE0101X Endocrinology)
→
312
Endocrinologists within 25 mi of Las Vegas trial site
Geocode practice addresses, filter by radius from site coordinates
→
142
Hunter verified emails ready for outreach
Email pattern lookup + deliverability score before queue to Saleshandy
Physician Discovery — NPI Registry + Google Maps + Hunter.io
Real Physicians. Real NPIs. Verified Emails. Any City, Any Therapeutic Area.
Our system pulls physician data straight from the NPPES NPI Registry by taxonomy code, filters by Google Maps radius from your trial site, then verifies every email through Hunter.io before outreach. Select a scenario to see a live example and the matching outreach email.
Powered by
++
NPI + HUNTER
Live Pull — GLP-1 Obesity Trial · Las Vegas, NV · 25 mile radius
Outreach email auto generated for this scenario, updates when you switch scenario above
Email Preview · Endocrinologist · Las Vegas, NV
Day 1 · Email 1 of 4
From:Dr. Sarah Mitchell <sarah@eliteclinicalnetwork.com>
To:Dr. Robert Wang <r.wang@lvmedical.com>
Subject:Active GLP-1 obesity trial near your Las Vegas practice
Active GLP-1 obesity trial near your Las Vegas practice
Automated Cold Email Outreach to Physicians
4 Email Cold Sequence Personalized by Specialty, Trial, and Location
Each physician receives a plain text sequence written around their NPI taxonomy specialty and your specific inclusion criteria. Deployed via Saleshandy on warmed sending domains. Average reply rate for clinical trial physician outreach: 5 to 12%.
Powered by
+
Day 1 · Email 1 of 4
From: Dr. Sarah Mitchell · Site Director To: Dr. Robert Wang · Endocrinologist
Active GLP-1 obesity trial near your Las Vegas practice
Dr. Wang, We're running a Phase 3 GLP-1 obesity study at our Las Vegas site, 3.2 miles from your practice. Looking for patients with BMI ≥ 32 with at least one weight related comorbidity...
Avg open rate: 52%
Day 4 · Email 2 of 4
From: Dr. Sarah Mitchell · Site Director To: Dr. Robert Wang · Endocrinologist
Re: Specific patient profile that qualifies
If you have patients with Type 2 diabetes plus BMI ≥ 32 who haven't responded well to first line therapy, they may qualify. Referral takes under 60 seconds via our portal...
Avg reply rate: 6.8%
Day 9 · Email 3 of 4
From: Dr. Sarah Mitchell · Site Director To: Dr. Robert Wang · Endocrinologist
18 of 40 enrolled, 22 spots remaining
Quick update on the GLP-1 trial. We've enrolled 18 of 40 patients so far. 22 spots remaining, sponsor target is end of next month. If any of your patients fit the criteria...
Avg reply rate: 8.4%
Day 16 · Email 4 of 4
From: Dr. Sarah Mitchell · Site Director To: Dr. Robert Wang · Endocrinologist
Closing the loop, happy to share future protocols
Won't keep emailing. If GLP-1 trials aren't a fit right now, happy to share future protocols when they open. Just reply 'yes' if you'd like that...
Avg reply rate: 4.2%
LinkedIn Outreach · Automated in Parallel with Email Sequence
RW
Dr. Robert Wang
Endocrinologist at Las Vegas Medical Group
📍 Las Vegas, Nevada
MA
Dr. Mario Alba
Internal Medicine Physician · Desert Clinic
📍 Henderson, Nevada
KP
Dr. Kevin Patel
Endocrinologist & Obesity Specialist
📍 Las Vegas, Nevada
Email Deliverability
Engineered to Land in Physician Primary Inboxes
Cold email to physicians fails for one reason: deliverability. We send from warmed dedicated domains with full SPF, DKIM, and DMARC authentication, throttled volume per mailbox, and Hunter.io verified addresses. Every step protects sender reputation and keeps your trial outreach out of spam.
+=98% Primary Inbox
🔥
Warmed Domain
4 to 6 week ramp
→
🔐
SPF / DKIM / DMARC
Fully authenticated
→
Hunter Verified
Email exists, scored
→
📬
Primary Inbox
Not promotions, not spam
🔥
Dedicated Domain Warmup
Dedicated sending domains warmed over 4 to 6 weeks before any cold outreach hits a physician. Slow ramp from 5 to 50 emails per day per mailbox protects reputation from day one.
✓ SPF✓ DKIM✓ DMARC
Hunter.io Verified Before Send
Every physician email is verified by Hunter.io before queuing into Saleshandy. Bounce rate stays under 2%, which keeps sender reputation high and inbox placement intact.
89%
Average Hunter verified email rate per pull
Saleshandy Throttled Volume
Saleshandy enforces daily send limits per mailbox. We scale carefully as reputation builds. No spray and pray volume that triggers Gmail or Outlook spam filters.
50/day
Per mailbox starting cap, scales as reputation builds
CTMS Integration
Every Qualified Referral Writes Directly to Your CTMS
When a physician replies and the AI confirms patient eligibility, the record writes straight into your Clinical Trial Management System. No coordinator data entry, no manual handoff, no lost referrals.
🏥
Real Time CTMS API Sync
Every qualified referral creates a patient record in your CTMS via API. Referral source, pre screening status, and physician contact all logged automatically.
Real time
Patient record created within seconds of qualification
🔗
Major CTMS Platforms Supported
Pre built integrations for Veeva SiteVault, CRIO, RealTime, Clinical Conductor, and others. Custom CTMS API integrations available for proprietary site platforms.
VeevaCRIORealTime
📊
Full Attribution to Sponsor
Every patient record includes the originating physician, the email or LinkedIn touchpoint that triggered the referral, and the date stamp. Clean attribution for sponsor reporting.
100%
Of referrals attributed to source touchpoint
Physical Postcard Outreach
A Real Postcard on the Physician's Desk, Triggered by the Same Workflow
Every NPI record includes the physician's practice address. We feed verified addresses into a print and mail API (Lob, Click2Mail, or PostGrid) that drops a branded trial recruitment postcard into the USPS pipeline. Postcards land 5 to 7 days after the first email, doubling touchpoint visibility for physicians who don't read cold email.
Dr. Wang,
We're enrolling patients for a Phase 3 GLP-1 obesity study at our Las Vegas site, 3.2 mi from your practice.
Adult patients with BMI ≥ 32 plus one weight related comorbidity may qualify. Compensation covers your chart review time.
→ elite-clinical.com/refer → (702) 555-0198
— Dr. Sarah Mitchell Site Director, Elite Clinical Network
⚕
USA
$0.51
LAS VEGAS
NV 891
OCT 22
2026
Dr. Robert Wang, MD
Las Vegas Medical Group
3232 Desert Inn Rd, Ste 100
Las Vegas, NV 89121
12 to 18%
USPS direct mail response rate for healthcare professional outreach
$1.50 to $2.50
Cost per postcard fully delivered (print + postage + API)
5 to 7 days
USPS delivery from trigger event in n8n workflow
Social Media Extraction + Cross Reference
Same Physician, Three Profile Matches, Three More Touchpoints
Once a physician is in the system, we cross reference NPI data against LinkedIn, Facebook, and Instagram to pull every public profile under the same name and practice. Used for retargeting ads, organic touches, and verifying the email is actually going to a real practicing physician.
LinkedIn Profile Matched
RW
Dr. Robert Wang, MD
linkedin.com/in/robertwangmd
Endocrinologist at Las Vegas Medical Group · Diabetes & Obesity Care
✓ Matched via NPI 1487629304 + name + practice
Facebook Profile Matched
RW
Robert Wang
facebook.com/dr.robert.wang
Doctor in Las Vegas, NV · Las Vegas Medical Group
✓ Used for retargeting ad audience (custom list)
Instagram Profile Matched
LV
Las Vegas Medical Group
@lvmedicalgroup
Practice account · 1,247 followers · Endocrinology, Internal Medicine
✓ Practice handle pulled from website footer scrape
n8n Automation Workflow
Full Workflow: CTMS Trigger to NPI Pull to Google Maps Filter to Hunter Verification to Outreach to AI Screen to CTMS Write
Built on n8n. Every node triggers automatically. From study activation to qualified patient record in your CTMS with zero coordinator involvement in the outreach process.
📋
Study Opens CTMS Trigger
NPPES Registry Taxonomy Pull
Google Maps Radius Filter
Hunter.io Email Verify
Saleshandy Sequence
LinkedIn Outreach
🤖
AI Pre Screening
🏥
CTMS Write + Alert
ROI Calculator · Physician Referral Outreach
Calculate Additional Enrollment Revenue from Physician Referral Outreach
Input your site's active study count, physician contact volume, and per patient sponsor payment. See the projected additional revenue from adding an automated physician referral channel to your patient recruitment strategy.
Your Site Parameters
Projected Impact
Physician replies per study24
Qualified referrals per study10
Additional revenue per study$144,000
Total additional revenue (all studies)$720,000
48x
Return on Omni retainer investment across your active study portfolio
Therapeutic Area Coverage · NPI Taxonomy Mapping
Physician Outreach Configured for Every Clinical Trial Therapeutic Area
The system adapts to any study. Each therapeutic area maps to specific NPI taxonomy codes that we query the NPPES registry against. Same automated workflow, different physician taxonomy targets per study.
🩺
Obesity & Metabolic Disease Trials
GLP-1 receptor agonist trials, bariatric surgery studies, Type 2 diabetes, and metabolic syndrome clinical research.
207RE0101X Endocrinology207RB0002X Obesity Medicine207R00000X Internal Medicine
Chronic kidney disease, IgA nephropathy, dialysis related studies, and renal transplant clinical research.
207RN0300X Nephrology207R00000X Internal Medicine
↑ 40 to 120 physicians per metro area
🔬
Oncology Clinical Trials
Phase I, II, and III cancer trials across solid tumors, hematologic malignancies, and immunotherapy studies.
207RX0202X Medical Oncology207RH0000X Hematology2085R0001X Radiation Oncology
↑ Highest sponsor payment: $50K+ per patient
From Our Founder
"Clinical research sites are sitting on a massive untapped channel. Physicians already see the patients these sites need, but nobody has built a systematic outbound system to reach them. The referral happens informally, if at all. We built the infrastructure to make it happen automatically for every study, every site, every therapeutic area, sourced straight from the NPI registry, verified by Hunter, filtered by Google Maps. When a site runs this system, enrollment stops being a bottleneck and starts being a competitive advantage they can actually sell to CROs."
Josh Leavitt
Founder, Omni Online Strategies
Add Physician Referral Outreach to Your Patient Recruitment Strategy
We build and manage the full physician outreach system for your clinical trial site or SMO network. NPI Registry sourcing, Google Maps radius filtering, Hunter.io email verification, Saleshandy email sequences, LinkedIn outreach, AI pre screening, and CTMS integration. First study live in under 2 weeks.
This is an interactive demonstration only. All company names, physician names, NPI numbers, email addresses, and data shown are fictional or illustrative and do not represent real individuals or practices. NPI taxonomy codes referenced are real public reference codes from the CMS NPPES system. No numbers presented in this demo constitute a promise, guarantee, or projection of results. Actual campaign performance depends on many factors including therapeutic area, geography, list accuracy, timing, market conditions, and site operational capacity. Omni Online Strategies delivers outreach infrastructure and systems. Enrollment outcomes depend on the site's clinical operations. Physician count estimates are based on aggregate NPI Registry pull patterns and vary by metro area and therapeutic area.
NPPES API
Google Maps API
Hunter.io + LinkedIn
