Patient Recruitment Coordinator

Professional Case Management; Northern (KY); Hybrid; USD 56,000 - 77,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401(k)

Company Paid Short Term Disability

Flexible Spending Account (FSA)

Health Savings Account (HSA)

Paid Time Off

Voluntary Benefits

Job summary

Professional Case Management (PCM) is seeking a Patient Recruitment Coordinator to support recruitment campaigns across Home Care, Clinical Research, Impairments, and Catastrophic Care divisions. You will track leads, coordinate with sites, manage CTMS data, and help ensure study timelines are met while maintaining regulatory compliance.

The role emphasizes multi-site coordination, documentation accuracy, and collaboration with cross-functional teams to optimize patient recruitment and materials

Qualifications

• Bachelor’s degree in a life science, public health, communications, healthcare administration, or related field preferred; equivalent clinical research experience considered.
• 1-3 years experience in clinical research, patient recruitment, healthcare coordination, or related support role preferred.
• Familiarity with trial processes including start-up, informed consent, and IRB submissions is advantageous.

Responsibilities

• Support patient recruitment strategies and coordinate with the Recruitment Manager.
• Serve as a day-to-day contact for site coordinators and Directors on recruitment activity.
• Schedule pre-screening calls, referrals, and enrollment check-ins.
• Maintain and update tracking logs for leads, referrals, screening outcomes, and enrollment.
• Collaborate with vendor partners and document leads in the CTMS.

Skills

Organizational skills

Communication skills

Patient-first mindset

MS Office suite

Team collaboration

Attention to detail

Education

Bachelor's degree

Tools

CTMS familiarity

Job description

Put your talents to work at PCM! Whether you work in our Home Care, Clinical Research, Impairments, or Catastrophic Care division, you will support our mission to deliver care and other services that enhance the quality of life of our clients. Be a part of our dynamic client-focused team and make a difference in your career!

The Patient Recruitment Coordinator is responsible for providing operational, coordination, and administrative support across recruitment campaigns, working closely with the Patient Recruitment Manager and cross-functional partners. This position supports the day-to-day recruitment activities through data tracking, reporting, vendor and site communications, recruitment material coordination, CTMS data management, and study documentation. This role helps ensure recruitment activities remain organized, accurate, and aligned with study timelines.

QUALIFICATIONS: Education Bachelor’s degree in a life science, public health, communications, healthcare administration, or related field preferred; equivalent clinical research experience considered. Experience 1-3 years of experience in clinical research, patient recruitment, healthcare coordination, or a related support role preferred. Exposure to a site network, CRO, or clinical research site environment is a plus. Familiarity with clinical trial processes, including study start-up, informed consent, and IRB submissions, is advantageous.

Skills & Competencies Strong organizational skills with the ability to manage multiple tasks and studies simultaneously without sacrificing accuracy. Excellent written and verbal communication skills; able to correspond professionally with both internal teams and external site contacts. Patient-first mindset and commitment to ethical, compliant recruitment practices. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); comfort with CTMS platforms or databases is a plus. Collaborative team player with the initiative to work independently on assigned tasks. Attention to detail, especially in documentation, material review, and data tracking.

ESSENTIAL FUNCTIONS/AREAS OF ACCOUNTABILITY

Recruitment Operations & Site Support

• Support the execution of patient recruitment strategies across assigned studies, working under direction of the Recruitment Manager.
• Serve as a day-to-day point of contact for site coordinators and site Directors regarding recruitment activity, inquiries, and material needs.
• Coordinate scheduling of pre-screening calls, referral follow-ups, and site check-ins related to enrollment progress.
• Maintain and update tracking logs for leads, referrals, screening outcomes, and enrollment status across active studies.
• Coordinate with recruitment vendor partners to ensure patient leads and referrals are accurately documented, tracked, and maintained within the EmVenio CTMS.

Material Development & Marketing Coordination

• Coordinate with the marketing team on the development and review of patient-facing recruitment materials (flyers, digital ads, provider letters, etc.).
• Support quality review of study-specific materials to ensure alignment with sponsor requirements, IRB approvals, and GCP standards.
• Assist in submitting recruitment materials for IRB review and tracking approval status.
• Help compile and organize recruitment collateral for site distribution at study start-up.

Communication & Stakeholder Coordination

• Prepare and distribute routine study specific recruitment updates to internal and external stakeholders, providing visibility into referral activity, scheduled patients, etc.
• Coordinate cross-functional email threads and maintain follow-up on open action items between recruitment, site operations teams, sites, etc.
• Support onboarding of new sites to recruitment workflows per study by preparing orientation materials and initial communications.
• Assist in compiling content for sponsor-facing recruitment status updates or performance reports under supervision of the Recruitment Manager.
• Assist with the collection, validation, and compilation of recruitment metrics and operational data to support department level, site level, study specific, and sponsor reporting.

Compliance & Documentation

• Maintain organized and audit-ready documentation of all recruitment activities in accordance with applicable SOPs and regulatory standards.
• Ensure all participant outreach and engagement activities comply with ICH-GCP guidelines, HIPAA, and applicable IRB/IEC requirements.
• Support the preparation of recruitment-related sections of study files, including retention of approved materials and correspondence logs.

The typical base pay range for this role is USD $56,160 - $76,960 per year. Individual base pay depends on various factors, in addition to primary work location, complexity and responsibility of role, job duties/requirements, and relevant experience, skills and other market-based factors.

Available Benefits

• Medical
• Dental
• Vision
• 401(k)
• Company Paid Short Term Disability
• Flexible Spending Account (FSA)
• Health Savings Account (HSA)
• Paid Time Off
• Voluntary Benefits

Professional Case Management is an Equal Opportunity Employer.

At Professional Case Management (PCM), our mission drives us. We have a growing team of over 4,000 employees who are passionate about delivering care that enhances the quality of life of clients in the most healing of environments - the home. We believe that aligning genuine, caring team members with this purpose is life-changing for our clients, customers, and teammates alike.

And it’s our goal to consistently stretch ourselves - and the organization - to ensure we’re always learning, growing, and elevating our standards of service.

In everything we do, we share a strong set of core values: We Work As A Team, We Do The Right Thing, We Figure It Out, We Pursue Growth, and We Take Ownership.

PCM has been an industry leader in delivering specialized in-home care and other services to clients for over 30 years. Our Home Care division is the nation’s premier Home Healthcare provider to former nuclear weapons and uranium workers, upholding the highest standards of care through accreditation by the Accreditation Commission of Health Care (ACHC).