Scheduling Coordinator

Job Description

Description:

Department:

Administration

Job Description:

Scheduling Coordinator

Position Summary:

The Scheduling Coordinator is responsible for taking all incoming calls on the scheduling line, scheduling all appointments as well as maintaining the clinic's schedule. This position will provide a high level of customer service through scheduling visits for every volunteer and by completing tasks that allow other team members to focus on more advanced responsibilities. The Scheduling Coordinator will also help by filing, copying, and other administrative duties to help the department stay organized. This position reports directly to the Director of Administration.

Position Responsibilities:

• Answers and makes telephone calls to volunteers in a professional and courteous manner

• Handles administrative requests and queries from the Director of Administration

• Ensures the confidentiality of clinical trial volunteers and sponsors is respected

• Maintains and advocates a high level of customer service and quality internally and externally

• Maintains a filing system for the Director of Administration and volunteer charts

• Provides general support for the Director of Administration

• Acts as a point of contact for study volunteers

• Expertly coordinates study participant scheduling activities for every visit within visit windows

• Understands scheduling restraints by working with other departments to understand staffing

• Reschedules any volunteers that are a no show within visit windows

• Enter Non-Qualified (NQ) screening charts into CTMS (Clinical Conductor/CRIO)

• Maintain a screening log for every study to ensure screening window(s) don't expire

• Create schedules for all study appointments in CTMS

• Enter visit instructions for all study visits in CTMS

• Create a jot form for every study ICF and put the link in the visit instructions

• Create appointment reminder policies for every study in clinical conductor

• Create visit elements for every study in clinical conductor

• Monitor the text line and get messages to the appropriate people

• Confirm all dosing appointment the day before appointment

• Maintain the resource calendar to ensure appointments are being appropriately scheduled

• Monitor patient management and ensure no shows are marked

• Provide accurate, detailed information to subjects regarding visit prep, time of patient arrival, and other information as needed for each study visit

• Work closely with Admin Director and other departments to avoid equipment, supply or staffing conflicts

• Front Desk duties as needed for coverage

• Other duties as assigned

Requirements:

Experience and Skills:

• Experience in customer service, telephone, and computers or equivalent training

• Microsoft Office proficiency

• Working knowledge of Clinical Conductor CTMS

• Understanding of research principles, protocols

• Writing and verbal communication skills

• Ability to work effectively with a team

• Ability to manage small projects personally and work independently

• Memory to retain information and know where to research answers

• Time management skills

• Organizational skills

• Close attention to detail and strong organizational skills to deliver high quality work within project timelines

• Demonstrates strong analytical, problem-solving skill

• Self-motivated

• Must be results oriented, multi-tasking, quick learner

• Respond to the urgent needs of the team and show a strong track record of meeting deadlines

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit, stand, walk, reach with hands and arms, and use hands along with fingers, to handle or feel

• Repetitive hand movement of both hands with the ability to make fast, simple, repeated movements of the fingers, hands and wrists

• Ability to lift and/or move up to 25 pounds

Education and Experience:

• High school diploma or equivalent required, Associate Degree preferred

• Minimum of one year of experience with general office practices

• Experience in clinical research preferred

The above is not an exhaustive list of duties, and you will be expected to perform different tasks as necessitated by your changing role within the organization and the overall business objectives of the organization.

Full-time