Once a trial is listed and live on the DecenTrialz platform, eligible participants who complete the pre-screening process may be algorithmically matched to that study. This section explains how site personnel, under the supervision of the Site Administrator, can view and manage participant matches in a secure, compliant, and auditable manner.

What Is a Match?

A “match” occurs when a participant’s pre-screening responses align with the basic inclusion/exclusion criteria set by your site during trial setup. A match indicates that the participant may be eligible and has shown interest in learning more about your study. However, final eligibility must still be determined through your site’s standard screening and consent process.

Note: DecenTrialz only facilitates pre-screening and referral. It does not make medical determinations or replace site-level screening.

Who Can View Matches

Only authorized site personnel with one of the following roles may access the Match Dashboard:

User Role	Access Permissions
Site Administrator	Full access to all matches, filters, and exports
Principal Investigator	View participant data for trials they are assigned to
Study Coordinator	View, filter, respond to, and document match actions
Regulatory Staff	No access to participant data
Viewer (Read-Only)	View-only access, no interaction or logging rights

All user activity is logged and timestamped for audit purposes.

Example Workflow by Role

• Site Admin: Logs in daily to review all new matches, assigns team leads.
• Study Coordinator: Filters for matches by date, logs outreach, and updates status.
• PI: Reviews final referral list before screening begins.

Where to View Matches

Matches can be accessed via the “Match Dashboard”, which is available under the “Participants” tab of each trial listing. The dashboard displays:

• Participant initials or anonymized ID
• Match status (New, Reviewed, Action Taken)
• Date of match and time of pre-screener completion
• Key matching tags (e.g., age range, condition match, location proximity)
• Communication status (e.g., outreach pending, in progress, completed)

No sensitive identifiers (e.g., full name, contact info) are shown until the site confirms interest and data-sharing compliance.

Filtering and Sorting Options

To streamline your workflow, the Match Dashboard offers advanced filtering by:

• Match date
• Trial arm (if applicable)
• Eligibility confidence score (based on pre-screener accuracy)
• Participant proximity (by ZIP/postal code or region)
• Outreach status (not contacted, contacted, declined, referred)

These filters help prioritize outreach efforts and ensure timely follow-up.

Best Practices for Reviewing Matches

1. Check daily for new matches: Especially during active recruitment windows.
2. Prioritize high-probability matches: Use filters to target participants meeting multiple core criteria.
3. Document all review actions: Whether proceeding, declining, or requesting additional info, all actions must be logged.
4. Coordinate internally: Assign matches to appropriate site staff using built-in assignment tools.

Data Security and Access Control

• All match data is stored on HIPAA-compliant, access-controlled servers.
• Participants remain anonymous until your site formally opts to initiate outreach.
• Match data must not be downloaded or stored externally unless authorized under your institution’s data policy and participant consent provisions.
• Any suspected misuse or unauthorized access must be reported immediately to DecenTrialz Support.

Audit-Ready Logs and Reporting

• All user activity on the Match Dashboard is timestamped and linked to platform user IDs.
• Site administrators can export match logs (CSV or PDF) for internal records or sponsor reporting.
• All exports are watermarked and include metadata for audit traceability.

Key Note: Viewing a participant match is the beginning,  not the end of the engagement process. Sites must follow up ethically, respectfully, and in accordance with IRB-approved communication templates and consent policies. Misuse of match data or failure to document outreach may result in platform-level compliance action.