ASCO Acuity Framework·Task-Based FTE Model·Staff Balance

ASCO Clinical Trial Workload Assessment Tool

Objectively calculate trial complexity and coordinator resource allocation. Measure protocol workload using the ASCO Protocol Acuity scoring system and task-based hours. Generate formatted, professional resource justification reports to balance research staffing capacity.

Total Monthly Workload
162.0hours

Calculated monthly coordinator commitment across all active studies.

FTE Allocation Index
101%FTE

Target: 160 hours/month equals 1.0 Full-Time Equivalent (FTE).

ASCO Acuity Score
2.5Index

Average protocol complexity rating based on study intensity parameters.

Coordinator Workload Overloaded (101% Capacity)

Current active studies exceed the threshold for a single coordinator. High workload increases the risk of coordinator burnout, data entry backlog, and protocol deviations during audits. Review the Workload Mitigation Plan below.

Workload Mitigation Plan
Step 1: Optimize Task Delegation

Delegate 15% of standard administrative data entry to an auxiliary clerk. This step reclaims approximately 10.6 hours of workload per month.

Step 2: Stagger Trial Accrual

Consider staging new patient screenings. Temporarily pause enrollment for the most resource-intensive studies to stabilize monthly workload demand.

Step 3: Automate Document Bottlenecks (ConsentCollect)

Manual paper consenting consumes an estimated 26.7 hours per month. Deploying digital eConsent templates reduces paper filing, tracking, and signing overhead by 70%, immediately saving 18.7 hours/month.

Protocol Worksheets (2)

Acuity Calculator
Patient Accrual & Status
Operational Tasks
Manual Consent Tracking BurdenTime required per screening patient to manage signatures, folders, and re-consent logic.
3.0 hrs
Calculated Acuity Score: 3.7 / 4.0
Estimated Trial Workload: 85.4 hours/month
Acuity Calculator
Patient Accrual & Status
Operational Tasks
Manual Consent Tracking BurdenTime required per screening patient to manage signatures, folders, and re-consent logic.
1.5 hrs
Calculated Acuity Score: 1.3 / 4.0
Estimated Trial Workload: 76.6 hours/month

Parameters & baseline Settings

hrs / patient
Calculates hours saved with ConsentCollect

Coordinator Hour Breakdown

Coordinator Capacity162.0 / 160 hrs (101%)
Direct Care (51h)
Consent paperwork (27h)
Data & Admin (71h)
Overhead & meetings (13h)
Potential Savings Available

Deploying digital consent forms can recover up to 18.7 hours/month. Toggle the simulation check above to see the adjusted workload.

Resource Justification Statement

Copy and paste this dynamic justification summary directly into your site budget applications, coordinator allocation folders, or staffing review reports.

Clinical trial coordinator resource allocation summary: The workload audit calculated a cumulative workload of 162.0 hours per month for a single Clinical Research Coordinator (CRC) across 2 active studies, including: Oncology Phase II (Breast Cancer) (Acuity: 3.7, Active Patients: 6), Cardiology Observational Study (Acuity: 1.3, Active Patients: 20). Evaluated against the site baseline of 160 hours per month (1.0 FTE), this results in an FTE utilization index of 101.0%, representing an operational status of Overloaded. Calculations conform to the standard ASCO Protocol Acuity framework (averaging a site protocol acuity index of 2.5) combined with study tasks, including screening, query resolution, and data collection. Documentation is archived for site staffing files and trial master file resource review.

Objective Clinical Coordinator Staffing Assessment

Managing clinical trial operations requires balancing trial complexity and patient volume. Counting patient numbers is insufficient for staffing because a phase 1 oncology trial demands much more effort than an observational study. This coordinator workload calculator implements standard complexity scores and task-based hours. By quantifying daily tasks, site managers can create data-driven reports to request additional funding, justify staffing, or deploy automated workflows.

Guide to Assessing coordinator Bandwidth:

  1. Enter the coordinator target hours. A full-time equivalent role represents 160 hours per month.
  2. Add your active trials. Customize study titles to match your internal protocol labels.
  3. Use the acuity wizard for each study. The tool calculates a complexity index based on visit frequency, safety risk, and data collection needs.
  4. Input study volumes, including active patients, monthly screenings, and data queries.
  5. Review the capacity dashboard. Check if your FTE allocation shows an overloaded status.
  6. Utilize the sharing button to save your inputs, or print the formatted allocation report.

Understanding the ASCO Protocol Acuity Model

The American Society of Clinical Oncology developed a validated acuity worksheet to measure clinical research workloads. The system grades protocols on a scale of 1.0 to 4.0 based on clinical demands. Multiplied by patient visits, the score produces a workload rating representing clinical effort. This method focuses on hands-on coordinator patient care rather than simple headcounts, providing a transparent staffing metric.

Workload Mitigation and Burnout Prevention

High coordinator workloads are a leading cause of protocol deviations and data queries. When coordinators exceed 100% capacity, sites experience delays in document archiving and screening. Corrective steps include delegating general data entry to dedicated administrative staff and staggering study openings. Automating administrative tasks, such as switching from paper-based consenting to digital eConsent, immediately reclaims valuable coordinator hours.

Frequently Asked Questions

Compliant eConsent Infrastructure

Deploy Compliant Digital Consent Forms

Reduce coordinator workload by eliminating manual consent paperwork. ConsentCollect provides pre-validated, browser-native eConsent that achieves immediate FDA 21 CFR Part 11 and HIPAA compliance. Build, test, and deploy compliant forms in minutes.

Deploy Compliant eConsent Forms