| Measure | Result |
|---|---|
| Quality cycle times | −50% |
| Time taken to prepare for audits | −40% |
| Confidence in correct training | 100% |
1The challenge.
Acclinate supports clinical trials through community engagement and technology. As the company grew, its quality system had to grow with it, and that system lived in Google Drive.
Procedures sat in shared folders. Version control meant renaming files. Training acknowledgement meant an email that someone may or may not have read. When a new team member started, nobody could be sure they were working from the current version of every procedure. When an auditor asked for proof that staff were trained on the latest procedure, the evidence was a chain of emails that might or might not cover everyone.
In clinical trial support, working from an outdated procedure is a quality finding that can affect the integrity of the work. The team needed controlled documents and training records they could rely on.
2What changed.
Acclinate replaced its Google Drive document management with Seal’s QMS, which applies the controls the team had been maintaining by hand.
Documents moved from shared folders into a controlled library with version history, structured review and approval, and role-based access. A procedure change that once depended on someone updating the “FINAL” file in the right folder now follows a defined review and approval route, and the previous version is retired when the new one becomes effective.
The most important change was linking training to documents. When a procedure is revised, Acclinate’s configuration identifies who needs retraining on the new version and tracks completion. The question “is everyone trained on the current version?” can be answered from the record at any time, without cross-referencing spreadsheets or emails.
3The outcome.
Quality cycle times, from “this procedure needs updating” to “approved and everyone trained”, fell by 50%. The delay had been coordination: chasing reviewers, tracking approvals and confirming training. Structured workflows removed most of that follow-up.
Audit preparation time fell by 40%. Preparing for an audit used to mean assembling evidence that the right documents were in place and that people were trained on them. That evidence is now produced as part of normal work, so there is less to assemble.
Acclinate reports 100% confidence that people are trained on the correct procedure versions, because each training record is linked to the document version it covers. When customers audit the quality system, approval histories, training records and access controls can be shown directly from Seal.
4From the team.
“We had a limited quality management system before implementing Seal, but now we can confidently say that we have a superior eQMS that aligns with our current and future growth needs.”
“This platform has been a game-changer for our internal processes.”
“We’ve had a great experience integrating our quality assurance processes into Seal for seamless documentation, training, and ensuring compliance.”
“Seal is proving to be a great partner in streamlining our operations, allowing us to focus even more on our core mission. We’re really looking forward to where this partnership takes us as we continue to advance health equity!”
Published .
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