Patient Liaison — Recruitment & Screening Scheduling Lead

Civia Health • Philadelphia, PA

4d • Remote

About The Position

The Patient Liaison is responsible for ensuring that Civia meets or exceeds recruitment goals by delivering accurate, timely, efficient scheduling of recruitment and screening visits across all assigned sites. The role is accountable for everything from prescreening to completed screening visits, but does not manage baseline, treatment, dosing, or followup visits. A core expectation is that the Patient Liaison uses all available tools and resources — including CRCs, AI prescreening partners, thirdparty call centres, digital funnels, and their own outreach — and determines the optimal strategy per study and per site to maximise throughput, efficiency, and impact. This role is central to ensuring Civia maintains high scheduling capacity, excellent patient experience, and industryleading attendance and conversion rates.

Requirements

• 5+ years in recruitment operations, CRM administration, or community engagement in healthcare or related sectors.
• Ability to schedule, and be highly dynamic with a variable environment
• Target and delivery focused
• Hands-on CRM Experience, HubSpot preferred
• Familiarity with AI prescreening tools and scheduling/funnel platforms.
• Excellent communication and relationship-building skills.
• Strong project-management and organizational skills.
• Comfort with ambiguity and a willingness to perform participant-facing and operational tasks.
• Performing “other duties as assigned,” including low-level operational or administrative work typical of a start-up.

Nice To Haves

• Experience in clinical trials or patient recruitment.
• Community outreach/partnership development background.
• Technical familiarity with integrations and data-hygiene best practices.

Responsibilities

• Full accountability for recruitment and screening visit scheduling, performance, and outcomes
• Determine and deploy the right scheduling strategy per study and per site (CRC-led, AI partner-led, call centre–led, or self-led)
• Maintain daily and weekly screening targets and ensure sites remain fully booked
• Lead daily recovery actions when screening or attendance falls behind plan
• Ensure rigorous followthrough with sites on screening visit completion
• Maintain funnel health: prescreen → schedule → attendance → screening
• Reduce DNTs through structured communication, reminders, and recovery workflows
• Ensure efficiency and costeffectiveness in resource deployment across vendors, CRCs, and internal tools
• Serve as the central liaison between recruitment, community engagement, and site teams with a specific focus on screening delivery
• Build and maintain screening schedules using: o CRCs (onsite scheduling capacity) o AI prescreen partners (e.g., Delfa, Alleviate) o Thirdparty call centres o Direct outreach by the Patient Liaison
• Ensure the appropriate tool or combination of tools is selected for each study and each site to optimise volume, efficiency, and speed.
• Continuously test and refine scheduling strategies based on outcomes and data.
• Create a site-specific and study-specific scheduling strategy, choosing the right balance of AI, CRCs, call centres, and manual follow-up.
• Align strategies to study needs (volume, speed, eligibility complexity) and site realities (capacity, staffing, community dynamics).
• Iterate strategies in real time when performance indicators change.
• Define, communicate, and track daily screening visit targets.
• Review actual vs target performance daily, adjusting tactics and team allocations as needed.
• Lead daily recovery huddles when performance slips.
• Maintain active oversight over each step of the funnel: o AI candidate delivery o CRC outreach o Call centre followup o Direct scheduling o Screening attendance
• Diagnose breakdowns quickly and activate corrective actions immediately.
• Serve as the primary contact for sites regarding recruitment and screening visits.
• Ensure sites execute screening visits on schedule and escalate barriers promptly.
• Provide sites with daily expectations, slot allocations, and performance feedback.
• Deploy structured reminders, confirmations, and follow-up workflows to reduce DNTs.
• Work with CRCs and call centres to ensure patients feel supported and informed prior to screening.
• Identify attendance barriers early and propose improvements to leadership and site teams.
• Own and maintain screening performance dashboards and KPIs.
• Report risks and corrective actions clearly and promptly.
• Provide data-driven recommendations on resource deployment (AI, CRC, call centre, internal).

Benefits

• The opportunity to lead an initiatives to make a real impact on patient access to clinical trials
• A collaborative, mission-driven environment with room to innovate
• Competitive pay and benefits
• Training and professional development opportunities
• A chance to help shape Civia’s participant engagement approach as we grow

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed