Patient Recruitment & Retention Specialist

Equity Medical; Nashville (TN); On-site; USD 55,000 - 75,000; Full time

Job summary

Equity Medical is seeking a Patient Recruitment & Retention Specialist to support clinical research enrollment and participant retention. The role involves engaging prospective study participants, pre-screening, coordinating appointments, and maintaining ongoing communication.

This hybrid position covers U.S.-based operations, requires strong communication and organizational skills, and involves CRM activity, community outreach, and collaboration with marketing and clinical teams.

Qualifications

• Fluent in English, written and verbal.
• Experience in patient recruitment, healthcare, or clinical research preferred.
• Strong phone presence and ability to handle high call volume.
• Willingness to travel locally and operate a mobile clinic.
• CRM or lead-management experience preferred.

Responsibilities

• Contact and pre-screen warm digital leads to assess eligibility.
• Conduct recruitment and pre-screening using study criteria.
• Follow up with prospective participants to boost enrollment.
• Manage high-volume outbound communications (calls, texts, emails).
• Coordinate participation and transition to clinical teams.
• Maintain recruitment pipeline and CRM documentation.
• Participate in community recruitment events and mobile clinic operations.
• Attend weekly meetings with on-site and marketing teams.

Skills

Communication

Outbound calling

CRM experience

Interpersonal skills

Organization & time management

Independent but collaborative

Tools

CRM systems

Job description

The Patient Recruitment & Retention Specialist will play a key role in supporting clinical research enrollment and participant retention. This position is responsible for engaging prospective study participants, conducting initial pre-screening activities, coordinating appointments, maintaining consistent participant communication, and supporting recruitment initiatives designed to meet study enrollment goals.

The Patient Recruitment & Retention Specialist will also support community-based recruitment and outreach activities, including attending promotional and recruitment events and operating a mobile clinic when needed.

This is a hybrid position supporting U.S.-based clinical research operations and requires strong communication, organizational, and interpersonal skills, as well as the ability to work independently and collaboratively with clinical research and recruitment teams.

Key Responsibilities

• Contact and pre-screen warm digital leads through the CRM to assess preliminary study eligibility.
• Conduct initial recruitment and pre-screening activities using study-specific criteria and approved recruitment materials.
• Follow up consistently with prospective participants to increase enrollment conversion and reduce missed appointments.
• Conduct a high volume of outbound calls, text messages, emails, and other approved participant communications.
• Communicate study information clearly, professionally, and within the scope of approved recruitment materials.
• Identify qualified prospective participants and coordinate their transition to the appropriate clinical research team for further screening and evaluation.
• Maintain an organized and active recruitment pipeline.

Participant Scheduling & Retention

• Schedule and coordinate participant appointments as needed.
• Provide appointment confirmations and reminders to help reduce no-shows.
• Maintain ongoing communication with prospective and enrolled participants as directed by study procedures.
• Build positive relationships with participants and provide a professional, responsive experience.
• Assist with participant retention initiatives to encourage continued engagement and study completion.
• Identify participant concerns or barriers to participation and communicate them to the appropriate clinical research team.

Community Recruitment & Outreach

• Participate in community-based recruitment activities, health fairs, promotional events, and other approved outreach initiatives.
• Represent the organization professionally at community events and recruitment activities.
• Engage with potential participants and provide information regarding available clinical research opportunities using approved materials and procedures.
• Assist with planning and executing community recruitment initiatives.
• Drive and operate the organization's mobile clinic at approved community events and recruitment activities.
• Assist with setting up, transporting, and securing mobile clinic equipment and recruitment materials as needed.
• Maintain a professional appearance and demeanor when representing the organization in the community.

CRM & Documentation

• Maintain accurate and timely documentation of participant communications, outreach attempts, pre-screening activities, appointments, and recruitment status within the CRM and related systems.
• Update lead status and disposition information accurately and consistently.
• Maintain confidentiality of participant information and follow applicable privacy and organizational requirements.
• Ensure recruitment activities and documentation are completed according to company policies and applicable study procedures.
• Collaborate closely with Marketing, Recruitment, and Clinical Operations teams to achieve study enrollment and retention goals.
• Attend weekly meetings with on-site clinical teams.
• Attend weekly meetings with the Marketing and Recruitment departments.
• Provide feedback regarding lead quality, recruitment strategies, participant engagement, and community outreach opportunities.
• Communicate recruitment challenges, trends, and opportunities to the appropriate team members.
• Perform additional administrative, recruitment, outreach, and participant engagement duties as assigned.

Qualifications

• Fluent in English, written and verbal — required.
• Experience in patient recruitment, customer service, sales, call center operations, healthcare, clinical research, patient coordination, or a related field preferred.
• Clinical research experience is a plus but not required.
• Strong phone presence and excellent interpersonal communication skills.
• Comfortable making a high volume of outbound and follow-up calls.
• Ability to build rapport and establish trust with diverse populations.
• Strong organizational and time-management skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Experience using CRM systems or lead-management platforms preferred.
• Ability to work independently while collaborating effectively with remote and on-site teams.
• Professional demeanor and strong customer-service orientation.
• Ability and willingness to travel locally for community recruitment activities and events.
• Ability and willingness to operate a mobile clinic vehicle.

Schedule Requirements

• Schedule: Monday–Friday
• Occasional weekends: Required for community events, health fairs, promotional activities, and recruitment events as needed.
• Working Hours: 8:30 AM–4:30 PM Central Time
• Must be available to attend scheduled team meetings and collaborate with U.S.-based teams during business hours.
• Must maintain reliable internet connectivity and a professional remote/hybrid work environment.
• Flexibility may occasionally be required based on community events, recruitment activities, or study needs. ( outside of scheduled hours)

Mobile Clinic / Driving Requirement

This position requires the ability and willingness to drive the organization's mobile clinic to community events, recruitment activities, health fairs, and promotional events.

CDL Requirement

• A Commercial Driver's License (CDL) is required to operate the mobile clinic, depending on the vehicle classification and applicable requirements.
• Prior CDL experience is not required.
• The organization will cover the cost of the required CDL training/course for the selected candidate.
• Candidate must be willing and able to successfully complete the required CDL training and licensing process.
• Candidate must maintain a valid driver's license and meet applicable driving and licensing requirements.
• Occasional local travel and weekend driving may be required for community events.

Preferred Experience

Preference may be given to candidates with experience in:

• Clinical research recruitment
• Patient recruitment and enrollment
• Patient engagement and retention
• Healthcare scheduling or patient coordination
• Call center or high-volume outbound calling
• CRM platforms and lead management
• Community outreach and health promotion
• Health fairs or community events
• Mobile healthcare or mobile clinic operations
• Sales, lead conversion, or customer relationship management
• Supporting U.S.-based healthcare or clinical research organizations

Key Performance Areas

Success in this position will be evaluated based on the ability to:

• Consistently engage and follow up with prospective participants.
• Convert qualified leads into scheduled screening appointments.
• Support study enrollment and recruitment targets.
• Reduce participant no-shows through effective communication and follow-up.
• Support participant retention and study completion.
• Maintain accurate and timely CRM documentation.
• Successfully participate in community recruitment initiatives.
• Represent the organization professionally at community events.
• Operate the mobile clinic safely and responsibly after completing required training and licensing.
• Collaborate effectively with Marketing, Recruitment, and Clinical Operations.