Scheduling Coordinator

Johnson County Clintrials•Lenexa, KS

1d•$18 - $20•Onsite

About The Position

This role ensures the clinic’s schedule is maintained efficiently and that all appointments, including no-shows, are appropriately addressed. The Scheduling Coordinator plays a key role in supporting clinic operations and enhancing the participant experience. The Scheduling Coordinator is responsible for taking all incoming calls on the scheduling line, scheduling all appointments as well as maintaining the clinic's schedule. This position will provide a high level of customer service through scheduling visits for every volunteer and by completing tasks that allow other team members to focus on more advanced responsibilities. The Scheduling Coordinator will also help by filing, copying, and other administrative duties to help the department stay organized. This position reports directly to the Clinical Study Team Manager.

Requirements

High school diploma or equivalent required, Associate degree in Science, Business, or a related field preferred.
Minimum of one year of experience in general office administration.
1–3 years of experience in one or more of the following areas: Clinical Research or healthcare setting Patient scheduling or coordination Administrative support in a medical or research environment
Microsoft Office proficiency
Working knowledge of Clinical Conductor CTMS
Understanding of research principles, protocols
Writing and verbal communication skills
Ability to work effectively with a team
Ability to manage small projects personally and work independently
Memory to retain information and know where to research answers
Time management skills
Organizational skills
Close attention to detail and strong organizational skills to deliver high quality work within project timelines
Demonstrates strong analytical, problem-solving skill
Self-motivated
Must be results oriented, multi-tasking, quick learner
Respond to the urgent needs of the team and show a strong track record of meeting deadlines
Ability to sit, stand, walk, reach with hands and arms, and use hands along with fingers, to handle or feel.
Repetitive hand movement of both hands with the ability to make fast, simple, repeated movements of the fingers, hands and wrists
Ability to lift and/or move up to 25 pounds.

Nice To Haves

Associate degree in Science, Business, or a related field preferred.
1–3 years of experience in one or more of the following areas: Clinical Research or healthcare setting Patient scheduling or coordination Administrative support in a medical or research environment

Responsibilities

Answer and place calls to volunteers in a professional and courteous manner.
Schedule and reschedule all appointments, including no-shows, within protocol-defined visit windows.
Confirm all appointments (via phone, text, and email) the day prior and document confirmations in the Clinical Trial Management System (CTMS).
Monitor and respond to messages received via the clinic’s text line, ensuring timely communication with appropriate staff.
Maintain the resource calendar to ensure optimal scheduling and avoid conflicts.
Collaborate with Study Management to align scheduling with study protocols and guidelines.
Maintain the ERP system including preparing, filing, assisting with updates and archiving study related information
Prepare, handle, distribute, track and maintain clinical trial related supplies
Communicate necessary volunteer information in a timely manner to study coordinator/PI on an ongoing basis.
Assure source documents/charts are prepared for future study visits.
Proactively communicate issues and/or problems to the Assistant Study Coordinator
Maintain accurate and organized filing systems for volunteer charts and Office Manager documentation.
Enter NQ screening charts and visit instructions into CTMS (Clinical Conductor).
Create and manage study-specific scheduling tools, including jot forms for ICFs, appointment reminder policies, and visit elements in CTMS.
Maintain screening logs to ensure visit windows are not missed.
Monitor patient management systems to track and document no-shows.
Provide accurate visit preparation details to participants, including arrival times and study-specific instructions.
Work closely with other departments to understand staffing and resource availability.
Assist in preventing scheduling conflicts related to equipment, supplies, or personnel.
Stay current with study delegation logs and ensure compliance with assigned responsibilities.