Clinical Study Coordinator - Chatham, Ny

Overview

Lightship is the virtual-first provider that is perfecting the way clinical trials get done. Because clinical research plays such a vital role in bringing life-enhancing and lifesaving innovations to market, Lightship pursues operational excellence to clinical studies. Our end-to-end hybrid delivery model, our diversity of skillsets, and inhouse care team ensure sponsor success and the best possible patient experience. With a problem-solving mindset, we strive to make every clinical trial better than the last. Operational excellence is not a goal, but a way of doing things at Lightship.

The Clinical Study Supply Coordinator is an energetic, independent, and compassionate individual. This is a specialized role in clinical research that includes working with and under oversight from study investigators to perform delegated clinical research activities. This individual works in a pivotal role of coordinating communication, activities, and supplies among patients, investigators, home health personnel, vendors, and other study personnel to prepare for and complete study visits, procedures, and assessments.

The Clinical Study Coordinator collects study data, completes, and maintains source documents, and performs other day-to-day activities related to study conduct, working hand in hand with either a Senior Clinical Study Coordinator or Clinical Project Manager, as appropriate. This individual will also work with various Lightship business units as needed to develop and implement standard research processes to successfully complete technology-enabled Direct-to-Patient (DtP) clinical research.

A successful candidate will possess a willingness and desire to work independently without significant supervision. Lightship expects each individual to anchor their availability in the standard operating hours for their geographic location, however, true to our values of inclusion and flexibility, this role, along with all others at Lightship, may be asked to flex work hours to accommodate US West Coast, US East Coast, and UK-based time zones, based on business need. In practice, this may translate to days that have a slightly earlier start or evenings that have a slightly later end. Culturally, we aim to balance the ability to operate across time zones with respect for each individual's daily life.

Additionally, this position is required to be on-site on our Mobile Research Unit in Chatham, NY.

The Clinical Study Coordinator is responsible for:

• Adhering to study protocol and performing the assigned study tasks per delegation
• Supporting process improvement initiatives, as they relate to study coordination, through the building of SOPs, working instructions, process flows etc.
• Facilitating site staff training and access to applicable systems
• Alerting investigator / sub-investigator / designated personnel when patients report potential adverse events and ensuring proper documentation and follow-up of such events
• Organizing patients', investigators', home health personnel, and any relevant vendors' (e.g., drug management vendor) schedules to complete study visits within protocol windows
• Addressing patients' questions about research studies
• Assisting in developing source forms, case report forms, and other study materials (paper and electronic)
• Assisting patients, investigators, and study personnel in troubleshooting problems with supplies, equipment, or vendors
• Patient scheduling
• Receiving and documenting supplies and equipment
• Assisting investigator / sub-investigator / designated personnel in the informed consent process as requested and delegated
• Collecting preliminary medical history from patients
• Assisting with resolving budget questions related to patients' activities
• Assisting in tracking expiration and calibration dates and processes for equipment
• Assisting with Institutional Review board (IRB) submissions or addressing IRB correspondence, as requested
• Pre-screening activities (e.g., phone screening) and other recruitment activities as approved by the IRB
• Assisting with study start-up and close out activities
• Preparing, reviewing, and maintaining essential regulatory documents, ensuring that required essential documents are accurate, complete and current and are filed in the ISF, as assigned
• Supporting supply and inventory management, including:
• Coordinating and conducting study activities with patients and serving as the primary point of contact for patients, investigators, and study personnel, including but not limited to:
• Managing patients' reimbursement payments per protocol and as specified in the consent form
• Addressing data queries and completing data corrections per Good Documentation Practices
• Collecting and reviewing medical records from patients' providers
• Collecting study data and completing data entry / case report forms in various electronic systems and on paper
• Shipping materials to patients or home health personnel in preparation for study visits; collecting study materials after visits are completed
• Maintaining meticulous accuracy in completing all study documentation (paper and electronic) and ensuring that ALCOA-C standards are upheld, including:
• Assisting investigators, sub-investigators, and other Lightship personnel in successful implementation and conduct of research studies
• Other study-related activities as assigned
• Participating in user acceptance testing activities related to electronic source documentation, case report forms, other electronic study materials
• Assisting in setting up and maintaining study website / landing page
• Coordinating general study activities, including:
• Ordering study supplies, materials, and equipment
• Coordinating and scheduling meetings as requested, including preparing meeting agendas, keeping minutes, and distributing minutes to relevant parties
• Updating the inventory management system
• Participating in site qualification, initiation, and monitoring visits, as requested; assisting with external and internal audits, as requested
• Packaging, shipping, and tracking supply requests
• Educating patients on study procedures; responding to patients' questions in a compassionate and cultural / age-appropriate manner; triaging patients' questions to the appropriate study personnel
• Preparing and distributing study reports (e.g., screening, enrollment, AEs, deviations) as requested
• Assisting investigators, study managers, and other personnel in internal study monitoring activities
• Coordinating research procedures and assessments; keeping track of all planned and completed study visits
• Completing and maintaining source documentation
• Assisting patients, investigators, home health personnel, and any relevant vendors to prepare for, complete, and follow up on study visits
• Understanding and complying with all regulations, policies, and guidelines applicable to clinical research, including GCP, FDA, and IRB requirements
• Tracking and reporting status of key study activities and milestones to study team (as requested)
• Assisting in record retention activities after study is completed

The Clinical Study Supply Coordinator has:

• High level of self-motivation with a willingness to proactively address gaps and drive improvements
• Bachelor's Degree in Life Science or healthcare-related field, or requisite combination of education, training, and experience
• Self-monitoring capability to review, resolve and correct collected data as needed
• Aptitude to update systems in a timely and accurate way
• Ability to function independently in a technology-enabled clinical research setting
• Ability to be highly organized in an environment with shifting priorities
• Effective problem-solving skills
• 2+ years of relevant clinical research experience, required
• Strong communication skills, including verbal, written, and presentational
• Calm, collected and compassionate demeaner when working with patients, and their caregivers or family members
• Exceptional ability to work as part of a team and to multitask effectively
• Flexibility to travel if requested
• Ability to build rapport with investigators and site staff to establish effective working relationship, necessary for excellence in project delivery
• An ability to work in person on the Chatham, NY Mobile Research Unit on a daily basis
• Required knowledge, skills, and abilities
• Good Documentation Practices
• Education and experience

We would like to offer you:

• An unmatched opportunity to grow as part of an established startup with industry veterans, high-caliber investors, and a massive market opportunity
• The chance to work with a patient-centered, clinically-oriented, collaborative team to support in the delivery of enterprise grade virtual-first clinical research solutions at scale
• An opportunity to help re-envision how clinical research is executed with inclusivity, increased diversity and accessible at the core
• Great compensation

Generous benefits package, including:

• Unlimited Paid Time Off (PTO), plus paid holidays and bereavement to help support work life balance.
• Top notch healthcare (medical, dental, and vision) for you and your family.
• Monthly stipend for internet and phone expenses
• A 100% 401(k) company match for up to 4% of eligible contributions with an immediate vesting.
• Short & long-term disability
• Company provided laptop, your choice of a PC or a Mac
• Life insurance and More!
• A home office stipend to set yourself up for success in our distributed working environment
• Generous paid parental leave

The base salary range for this role is between $65,000 - 74,000, depending on education, skills, and experience. To determine our compensation, we use a market-based approach that is geographically neutral. We believe that this demonstrates our company value of 'believing in people' – valuing the outputs and performance of each team member.

Please note: For the safety of our patients and each other, all positions at Lightship that require travel, in-person participation, or are patient-facing, do require vaccination against COVID-19.

Our commitment to diversity & inclusion:

Lightship is an equal opportunity employer and promotes a diverse and inclusive workplace. Lightship considers all applicants without regard to race, color, religion, creed, national origin, age, sex, marital status, ancestry, disability, veteran status, gender identity, genetic information, sexual orientation, or any other status protected by applicable law. EEO is the Law

Lightship is an E-Verify employer. Find out more here: Right to Work Poster E-Verify Participation Poster

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