TrialCard by PhaseVia
Patient reimbursements, without the paperwork
Trial participants submit their expenses from their phone. Site coordinators review and approve them in one place. Sponsors and CROs follow progress without ever seeing who the patients are.
Built for
- Site coordinators
- Sponsors
- CROs
- Trial participants
Trials rarely fail on the science. They stall on the logistics around it.
Patients
They pay first
Travel, meals and parking come out of the participant's pocket, and claiming them back means paper receipts and waiting.
Patients
They can't see where a claim is
Without a clear status, participants chase the site by phone, and frustration builds over a long trial.
Sites
Coordinators do it by hand
Receipts arrive by photo, email and paper, and are checked and tracked in spreadsheets on top of clinical work.
Sponsors & CROs
Oversight means personal data
Following reimbursements across sites usually means handling spreadsheets full of patient names.
The solution
Meet TrialCard
A patient app and an operations platform for trial expenses, built around how sites actually work.
Patient app
Expenses with receipt photos, trip mileage, request status, visit calendar and trial information. iOS and Android.
Coordinator approval
One queue for every request at the site. Receipts are read automatically and rule checks flag anything unusual.
Sponsor & CRO view
Requests, amounts, categories and statuses by site and trial, with pseudonymous patient codes only.
Audit & compliance
Every action recorded in an ALCOA++ audit trail. GDPR consent and EU hosting from day one.
How it works
- 1
The patient submits
A photo of the receipt or the trip details, sent from the app in a minute.
- 2
The coordinator approves
The receipt is read and checked against the trial's rules. The coordinator decides; nothing is approved automatically.
- 3
Everyone sees the status
The patient sees the decision in the app. Sponsors and CROs see de-identified progress across sites.
TrialCard records and approves reimbursements. Payment keeps running through your existing process, so there are no new payment providers to qualify.
Privacy by design
Patient identity stays with the site
The people who need to know who a patient is can. Nobody else can, including us.
Known only to the enrolling site
A patient's name and contact details are visible only to the coordinators of the site where they enrolled.
Pseudonymous everywhere else
Sponsors, CROs and PhaseVia staff see patient codes, sites, dates, statuses and amounts. Never names or documents.
Each trial kept apart
Every trial's data lives in its own space. Users only reach the trials they belong to.
Hosted in the EU
Data and AI processing run in Google Cloud in Madrid. Receipt reading never leaves the EU.
Get started
Ready to take the paperwork out of patient expenses?
Start with a 90-day pilot on one trial, or book a demo and we'll walk you through TrialCard with your protocol in mind.