Clinical Trial Scheduler - Clinical Experience Preferred - Onsite, Nashville TN

Vanderbilt Health; Nashville (TN); On-site; USD 60,000 - 80,000; Full time

Job summary

Vanderbilt Health in Nashville is seeking a Clinical Trial Scheduler to coordinate patient appointments, scans, and procedures for ongoing studies. You will be a key contact for patients, nurses and clinical teams to ensure smooth workflow and study operations.

Hours: Monday–Friday, 8:00am–5:00pm CST. Ideal candidates have experience with EPIC and a clinical environment background, with strong multitasking and customer service skills.

Qualifications

• Strong multitasking ability.
• Experience coordinating patient appointments, procedures and provider schedules.
• Proficient in EPIC for scheduling and patient communication.
• Background in healthcare, outpatient clinics, or hospital settings.
• Strong customer service and patient-facing skills.

Responsibilities

• Performs administrative support including scheduling, travel booking, expense processing and purchasing.
• Compiles, coordinates and assists in data collection, processing and submission.
• Prepares reports and maintains accurate documents and records.

Skills

Multitasking

Scheduling

Customer service

Clinical environment

Patient services

Tools

EPIC Scheduling

Data entry systems

Calendar management

Job description

Discover Vanderbilt Health : With eight hospitals and over 180 clinics, we are the region's largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world‑class care to the people of the Mid‑South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you'll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization

VICC- Clinical Trials 130

Job Summary

The Clinical Trial Scheduler is responsible for coordinating and managing patient appointments for ongoing clinical research studies. This role ensures that all visits, scans, and procedures are scheduled accurately, efficiently, and in accordance with study protocols. The scheduler serves as a key point of contact for patients, nurses, and clinical teams, helping to maintain smooth workflow and timely study operations.

Hours: Monday - Friday, 8:00am - 5:00pm CST.

Preferred Skills & Experience

Strong Multitasking Ability

Demonstrated capability to manage multiple tasks, patients, and scheduling priorities simultaneously in a fast‑paced environment.

Technical Proficiency

Comfortable navigating multiple computer systems, applications, and screens at once; adaptable to new technologies and workflows.

Scheduling Expertise

Experience coordinating patient appointments, procedures, and provider schedules, ideally within a clinical or hospital setting.

Ability to Prioritize Urgent Requests

Skilled at identifying high‑priority or time‑sensitive needs and adjusting schedules quickly and efficiently.

Experience in a Clinical Environment

Background working in healthcare, outpatient clinics, hospital departments, or similar patient‑focused settings.

Clinical Team Scheduling Experience

Prior experience supporting clinical staff (nurses, providers, research teams) with appointment coordination and workflow management.

EPIC Scheduling Experience

Proficient in using EPIC for scheduling, appointment management, and patient communication.

Patient‑Facing Experience

Strong customer‑service skills with a background in interacting directly with patients, either in person or by phone.

PSS (Patient Services Specialist) Experience

Previous work in a PSS or similar administrative patient‑support role.

Clinical Trials Experience

Familiarity with research workflows, protocol‑driven scheduling, and coordinating visits for clinical study participants.

KEY RESPONSIBILITIES

• Performs a variety of administrative support which may include scheduling, booking travel, expense processing and purchasing.
• Compiles, coordinate and assist in the collection, processing and submission of data.
• Prepares reports and other documentation as requested by area.
• Creates and maintains accurate documents and records.
• The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES

• Data Verification (Novice): The ability to verify data in an accurate manner.
• Clerical/Administrative (Novice): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing.
• Calendar Maintenance (Novice): The ability to prioritize and maintain a calendar or calendars of scheduled meetings or events. Able to accurately change or update a calendar with no scheduling conflicts.
• Document Management (Novice): The use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.
• Financial Processes (Fundamental Awareness): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
• Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

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