Patient Recruitment Manager

Fortrea; United States; Hybrid; USD 110,000 - 150,000; Full time

Job summary

Fortrea in the United States is seeking a Manager, Patient Recruitment who leads strategy and delivery of recruitment and retention for clinical studies, acting as the subject matter expert, and overseeing vendor services to ensure study goals are met.

You will develop study recruitment plans, manage budgets, and collaborate with cross-functional teams to optimize timelines while maintaining compliance with ICH-GCP guidelines and regulatory requirements.

Qualifications

• University/College Degree (preferably Post graduate and Life Sciences) or certification in a related allied health profession from an appropriately accredited institution or equivalent education and experience.
• Fortrea may consider relevant and equivalent experience in lieu of educational requirements.
• Fluent in English, both written and verbal.
• Understanding of the lifecycle of a clinical trial.
• Working knowledge of ICH-GCP Guidelines, including relevant international requirements/guidelines for the conduct of global clinical development programs.

Responsibilities

• Lead the overall strategy tactical deployment and serve as the key recruitment/retention point of contact for assigned trials including vendor issue escalation to project lead.
• Attend and present as needed at recruitment/retention training sessions for the project team.
• Create study specific Recruitment and Retention plan incorporating vendor services and costs, trigger points, contingency plans and metrics.
• Review recruitment/retention vendor contracts and change orders and budget reviews to ensure scope, pricing and metrics are included. Manage negotiations with these vendors.
• Approve vendor invoices and work closely with Vendor Management group to ensure they are processing vendor related documentation including, but not limited to task orders, change orders, purchase orders and invoice management.
• Oversee the implementation of patient recruitment and retention plan tools and services including Fortrea and vendor offerings.
• Track scope and budget for recruitment/retention tasks (Fortrea staff and Vendors) and provide reports to Project Managers for recruitment and retention to timelines, including triggers and proposed contingency implementation if necessary.
• Ensure appropriate contingency plans are in place and provide proactive risk and mitigation plans ensuring appropriate implementation to keep study patient recruitment and retention on track.
• Provide input into recruitment modelling forecasting and report review working closely with clinical informatics.
• Oversee recruitment/retention vendor service delivery including regular review meetings, metrics reporting, on time/on budget/to quality and issue escalation.
• Serve as liaison between recruitment/retention vendor, project team, sponsor and third party vendor.
• Ensure appropriate issue escalation to stakeholders and corrective action plans approved by Fortrea and/or Clients as needed.
• Support the Patient Centricity goals of the organization.
• Where needed, support project specific client facing meetings regarding patient recruitment and retention delivery which may include, but not limited to strategies, tactics, ongoing performance metrics and relevant contract and budgetary elements, contingency, risk and mitigation plans and implementation.

Skills

English fluency

Project Management

Clinical Research

Vendor management

Negotiation

Education

University/College Degree (Life Sciences) or related allied health certification

Job description

Job Overview:

The Manager, Patient Recruitment is strategically focused on delivering effective, customized patient recruitment and retention solutions for Fortrea clients. Working directly with project teams the Manager is an integral team member on the study. The Manager is seen as the Subject Mater Expert in patient recruitment, retention, and compliance for the lifecycle of an assigned study portfolio of clinical studies. Managers lead and take responsibility for proactively managing the patient recruitment, retention and compliance delivery, day to day activities relating to recruitment and retention and provide oversight of vendor services as well as Fortrea services to support recruitment and retention and ensure study goals are met.

Summary of Responsibilities:

• Study Recruitment/Retention Strategy and Proposals:
• Collaborate and own the recruitment, retention and compliance strategy development for new study opportunities including contribution to proposal and bid defense documents. The strategies and services should be focused upon driving support to patients, caregivers and/or family members to maximize recruitment and maintain compliance.
• Review, identify and refine or improve and own actions for any recruitment processes or methodologies in line with innovation in this arena. As agreed with Director, Patient Recruitment.
• Support the Strategy Director and Project Lead to identify solutions for integration into recruitment/retention strategies (including those of third party recruitment/retention vendors).
• Input into budgets relating to recruitment and retention support for a project.
• If services are identified from approved recruitment/retention vendors, manage the request for proposal process for services to be integrated into Fortrea strategies. Review vendor proposals and costs and work with vendors to revise accordingly.
• Proactively escalat study concerns around recruitment targets, ongoing tactical delivery and vendor performance using the appropriate escalation routes available.
• Communicate the recruitment/retention strategy to the project team as part of the internal kick off post award to ensure project support through the patient recruitment team is aligned with expectations of the project team and clearly understood.
• Study Delivery:
• Lead the overall strategy tactical deployment and serve as the key recruitment/retention point of contact for assigned trials including vendor issue escalation to project lead.
• Attend and present as needed at recruitment/retention training sessions for the project team.
• Create study specific Recruitment and Retention plan incorporating vendor services and costs, trigger points, contingency plans and metrics. Create the site specific Recruitment Plan template and reviews site specific plans.
• Review recruitment/retention vendor contracts and change orders and budget reviews to ensure scope, pricing and metrics are included. Manage negotiations with these vendors.
• Approve vendor invoices and work closely with Vendor Management group to ensure they are processing vendor related documentation including, but not limited to task orders, change orders, purchase orders and invoice management.
• Oversee the implementation of patient recruitment and retention plan tools and services including Fortrea and vendor offerings.
• Track scope and budget for recruitment/retention tasks (Fortrea staff and Vendors) and provide reports to Project Managers for recruitment and retention to timelines, including triggers and proposed contingency implementation if necessary.
• Ensure appropriate contingency plans are in place and provide proactive risk and mitigation plans ensuring appropriate implementation to keep study patient recruitment and retention on track.
• Provide input into recruitment modelling forecasting and report review working closely with clinical informatics.
• Oversee recruitment/retention vendor service delivery including regular review meetings, metrics reporting, on time/on budget/to quality and issue escalation.
• Serve as liaison between recruitment/retention vendor, project team, sponsor and third party vendor.
• Ensure appropriate issue escalation to stakeholders and corrective action plans approved by Fortrea and/or Clients as needed.
• Support the Patient Centricity goals of the organization.
• Client:
• Where needed, support project specific client facing meetings regarding patient recruitment and retention delivery which may include, but not limited to strategies, tactics, ongoing performance metrics and relevant contract and budgetary elements, contingency, risk and mitigation plans and implementation.
• Demonstrate ownership and accountability for project specific recruitment and retention oversight.
• Establish good working relationships with client project teams as needed.
• When communicating with clients demonstrate the ability to listen, analyze, influence where needed and follow up with appropriate action.
• Relationships:
• Work with Vendors to understand the costings, provision of services and the ongoing study progress.
• Provide relationship management over one or more recruitment/retention vendors collecting metrics and tracking as required.
• Support collaboration across Feasibility, Recruitment and Engagement group as well as other cross departmental functions patients and site opportunities to accelerate deliverables and consistently meet client expectations.
• Perform other duties as assigned by management.
• All other duties as needed or assigned.

Qualifications (Minimum Required):

• University/College Degree (preferably Post graduate and Life Sciences) or certification in a related allied health profession (i.e. Nursing, medical or laboratory technology) from an appropriately accredited institution or equivalent education and experience.
• Fortrea may consider relevant and equivalent experience in lieu of educational requirements.
• Fluent in English, both written and verbal.
• Understanding of the lifecycle of a clinical trial.
• Working knowledge of ICH-GCP Guidelines, including relevant international requirements/guidelines for the conduct of global clinical development programs.

Experience (Minimum Required):

• Minimum of 3 - 5 years relevant clinical research experience in Investigational site or relevant research institution, pharmaceutical, biotech or contract research organization.
• Clinical Research experience to include a minimum of 2 years Project Management experience.
• Good communication skills and ability liaise with customers (internal and external) in a professional manner.
• Exposure to a level of Patient Recruitment tactics and client facing experience.
• Ability to negotiate and liaise with customers (internal and external) in a professional manner.

Preferred Qualifications Include:

• Previous experience of working with vendors.
• .Understanding and reviewing contracts.
• Previous experience of working with sites recruiting for clinical trials.
• Experience of inputting into proposals or business development activities.
• Understanding of Fortrea and the overall structure of the organizations.
• An understanding of relevant Fortrea procedures, including Standard Operating Procedures.
• Project Management experience, functional lead experience or experience leading an initiative.
• Presentation, interpersonal, verbal and written communication skills and with an ability to problem solve.
• Able to oversee multiple projects concurrently while working effectively in a decentralized/remote team environment.
• Flexibility and adaptability toward allocated work assignments, organizational changes, travel and new services.
• Minimum of 3 - 5 years relevant clinical research experience in Investigational site or relevant research institution, pharmaceutical, biotech or contract research organization
• Clinical Research experience to include a minimum of 2 years Project Management experience.
• Good communication skills and ability liaise with customers (internal and external) in a professional manner.
• Exposure to a level of Patient Recruitment tactics and client facing experience.
• Ability to negotiate and liaise with customers (internal and external) in a professional manner.

Physical Demands/Work Environment:

• Standard office or home office based working conditions.
• Overtime and weekend work as required – able to accommodate flexible working hours outside of the traditional 9-5 day.
• Travel Requirements: 0-10% (Global).
• Bid Defense meetings, Project team meetings, client meetings, vendor meetings.
• International and Domestic travel maybe required.

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