Front Desk Coordinator - Part Time

Department: Operations

Employment Type: Full Time

Location: Charlottesville Medical Research Center | Charlottesville, VA

Description

Alcanza is a growing multi-site, multi-phase clinical research company with a network of locations in Boston and Northern MA, Portsmouth, NH, Charleston, SC, Charlotteville, VA, and Detroit, MI. We have established a strong presence across Phase I-IV studies and several therapeutic areas including vaccine, neurology, dermatology, psychiatry, and general medicine. Join us as we continue to grow, the Front Office Coordinator is responsible for the coordination and performance of front office activities including answering and placing calls, patient reception and direction, placing recruitment calls, supply ordering, and various administrative projects and activities. The position may be the first contact for external visitors and customer service is of utmost importance.

Key Responsibilities

Essential Job Duties:

• Uploads signed 1099 / subject IDs and any required documents into Realtime/CTMS;
• Placing supply orders;
• Coordinates / schedules transportation for subjects;
• May assist with screening potential subjects for study trials, through methods such as screening interviews and reviews of medical records, and may schedule subjects for appointments as requested or needed;
• Greeting and directing visitors and subjects;
• Coordinating postage details & pick ups as needed for all outbound mail;
• Filing, copying, collating, scanning as needed;
• May assist in determines staff availability for study visits via electronic calendar system and schedules according to scheduling procedures;
• Answering, providing information, directing and screening inbound calls and emails with a high level of customer service;
• Places reminder calls to confirm scheduled appointment, and assists with appointment rescheduling;
• Sorting and distributing incoming mail;
• Taking messages and directing calls to the appropriate parties, if needed;
• Processing stipend payments according to protocol and policy guidelines;
• Coordinates the front desk activities for the site. Responsibilities may include but are not limited to:
• Places requests for and tracks medical records;
• Performs all other duties that may be requested or assigned.
• Compiling general office correspondence as needed;
• Updates Realtime / CTMS with subject profile(demographics);
• May assist with special projects as needed;
• May assist with preparing materials for study startup / SIVs;

Skills, Knowledge And Expertise

Minimum Qualifications: A high school diploma, or equivalent, and a minimum of 1 year experience in a medical office or healthcare environment, or an equivalent combination of education and experience, is required. Must have well-developed customer service skills. Experience with calendar management / scheduling is preferred. Bi-lingual (English / Spanish) proficiency is a plus.

Required Skills:

• Must possess a high degree of integrity and dependability.
• Ability to effectively handle multiple tasks, and adapt to changes in workloads and priorities.
• Well-developed customer service skills.
• Must possess strong organizational skills, attention to detail, and have basic math proficiency.
• Well-developed written and verbal communication skills.
• Ability to handle highly sensitive information in a confidential and professional manner, and in compliance with HIPAA guidelines.
• Well-developed interpersonal and listening skills and the ability to work well independently as well as with co-workers, subjects, managers and external customers.
• Ability to work under minimal supervision.
• Ability to be professional, respectful of others, self-motivated, and exemplify a strong work ethic.
• Proficiency with computer applications such as internet, email and Microsoft applications, and the ability to type proficiently (40+ wpm).