Patient Recruitment Coordinator

Barrington James; Arizona; Hybrid; USD 45,000 - 65,000; Full time

Job summary

Barrington James is seeking a Recruitment Coordinator to drive study enrollment by bridging the gap between potential participants and site investigators, ensuring milestones and recruitment targets are met while maintaining strict regulatory compliance.

Responsibilities include outreach, pre-screening, scheduling, CTMS tracking, and collaboration with PIs, clinical teams, and marketing leads to evaluate the effectiveness of recruitment campaigns.

Qualifications

• 1–4 years in sales, customer service, medical office administration, or clinical recruitment.
• Strong interpersonal, phone, and rapport-building skills.
• Familiarity with medical terminology and clinical trial workflows.
• Proficiency with CTMS and EMR systems.
• Spanish-speaking capabilities preferred depending on local patient population.

Responsibilities

• Outreach & Communication: answer inbound inquiries and make outbound calls to prospective volunteers.
• Pre-Screening & Eligibility: review medical histories and assess eligibility against criteria.
• Scheduling & Handoffs: coordinate screening visits and hand off to CRCs.
• Database & CTMS Tracking: document interactions and results in CTMS/EMR.
• Compliance: adhere to HIPAA, GCP, and privacy protocols.
• Collaboration: work with PIs, clinical teams, and marketing to evaluate campaigns.

Skills

Communication

Detail-oriented

Medical terminology

Clinical trial workflows

Data entry

Tools

CTMS (RealTime)

EMR

Job description

Drive study enrollment by bridging the gap between potential clinical trial participants and site investigators, ensuring research milestones and recruitment targets are met while maintaining strict regulatory compliance.

Key Responsibilities

• Outreach & Communication: Answer inbound inquiries and make outbound calls to prospective study volunteers generated from digital ads, databases, chart reviews, and community referrals.
• Pre-Screening & Eligibility: Review preliminary medical histories and assess candidate eligibility against study-specific inclusion and exclusion criteria.
• Scheduling & Handoffs: Coordinate and schedule qualified candidates for in-person or virtual screening visits, handing off finalized participants smoothly to Clinical Research Coordinators (CRCs).
• Database & CTMS Tracking: Document all patient interactions, phone calls, screen results, and follow-ups accurately in a Clinical Trial Management System (CTMS) or electronic database.
• Compliance: Ensure all communication and data entry strictly adhere to HIPAA (Health Insurance Portability and Accountability Act), GCP (Good Clinical Practice), and site-specific privacy protocols.
• Collaboration: Partner closely with Principal Investigators (PIs), clinical teams, and marketing/recruitment leads to evaluate the effectiveness of recruitment campaigns.

Qualifications & Requirements

• 1 to 4 years of experience in sales, customer service, medical office administration, or clinical research (patient recruitment or call-center experience is a strong asset).
• Core Skills:
  • Exceptional interpersonal, phone, and rapport-building communication skills.
  • High attention to detail and data-entry accuracy.
  • Familiarity with medical terminology and clinical trial workflows.
  • Proficiency with computers, CTMS platforms (e.g., RealTime), and electronic medical records (EMR).
• Bilingual or Spanish-speaking capabilities are frequently preferred depending on the local patient population.

Work environment

• Typically an office-based, hybrid, or clinical site-based role involving prolonged computer and phone use, with occasional face-to-face interactions with incoming patients.