Screening and Outpatient Scheduler

About Evolution Research Group

Evolution Research Group (ERG) has been committed to executing Phase I through IV clinical trials with high quality to expedite the delivery of critical and innovative therapies. Since its establishment in 2014, the company has evolved into a top neuroscience clinical development organization with multiple affiliates throughout the U.S. Their expertise spans clinical pharmacology, psychiatry, neurology, acute pain, and metabolic disorders. Having completed over 5,000 clinical trials, ERG continues to broaden their scope into therapeutic areas of significant demand both nationally and internationally.

Role Overview

The Screening and Outpatient Scheduler is integral to coordinating all participant screenings and scheduling outpatient visits for clinical research projects. Acting as a primary liaison for both potential and enrolled participants, this role ensures smooth and precise scheduling alongside excellent service during recruitment and enrollment phases. Close collaboration with recruitment specialists, clinical research coordinators, investigators, and clinical teams is essential to help achieve study enrollment targets, maintain participant retention, and uphold protocol standards.

Key Duties

• Organize screenings, outpatient, baseline, follow-up, and other study appointments in strict accordance with protocol timelines.
• Update scheduling systems promptly to monitor subject progress during outpatient visits.
• Initiate contact with potential candidates to arrange initial screening and convey study instructions.
• Perform initial eligibility checks using approved prescreening questionnaires and protocols.
• Confirm participant availability and coordinate logistics with research personnel, healthcare providers, labs, and support departments.
• Optimize appointment calendars to enhance clinic efficiency and participant throughput.
• Send reminders and confirmations for scheduled visits via calls, emails, or texts.
• Reschedule appointments canceled or missed and manage participant follow-ups.
• Ensure all upcoming visits are entered accurately into the scheduling systems daily.
• Act as a primary contact for inquiries resulting from recruitment campaigns and advertisements.
• Address participant concerns regarding their status and provide clarifications as needed.
• Accurately record participant demographics and prescreening data.
• Support recruitment teams by tracking participant leads, screening results, and enrollment figures.
• Maintain recruitment databases and ensure participant tracking systems are current.
• Refer potentially eligible participants to recruitment specialists or coordinators for further assessment.
• Maintain meticulous documentation of participant scheduling across electronic scheduling tools, Clinical Trial Management Systems (CTMS), electronic medical records (EMR), and other databases.
• Log all participant communications and scheduling activities in compliance with policies and regulations.
• Prepare daily and weekly schedules for research teams.
• Monitor screening volumes and report any conflicts or concerns to management.
• Assist with assembling participant packets, consent forms, and necessary visit materials.
• Ensure participant confidentiality and compliance with HIPAA, Good Clinical Practice (GCP), and organizational guidelines.
• Collaborate extensively with clinical staff including coordinators, investigators, nurses, and recruiters to support enrollment goals.
• Adhere to study protocols, sponsor requirements, and applicable regulatory rules when conducting scheduling tasks.
• Participate actively in team meetings, training sessions, and initiatives aimed at process enhancements.
• Undertake additional administrative projects and responsibilities as assigned.
• Engage in ongoing education and competency evaluations to maintain role proficiency.

Education and Experience

• High school diploma or a recognized equivalent is mandatory.
• At least one year of relevant experience in scheduling, healthcare administration, patient access, call centers, or customer service is required.
• Experience in clinical research environments, healthcare facilities, outpatient clinics, hospitals, or medical offices is preferred.
• Familiarity with Clinical Trial Management Systems (CTMS), electronic medical records (EMR), or scheduling platforms is considered advantageous.

Work Environment and Physical Requirements

• Use of standard office equipment including computers, copiers, fax machines, and telephones.
• Extended periods of sitting and continuous viewing of computer screens.
• Frequent repetitive hand and wrist motions related to keyboard and telephone console use.
• Ability to lift objects weighing up to 30 lbs.
• Work environment ranges from office settings to clinical areas such as inpatient units and screening zones.
• Exposure to biological samples, potentially infectious individuals, and hazardous compounds or medications is part of the routine.
• Noise levels vary from quiet to moderate.

Additional Information

This job description outlines the general nature and level of duties performed by employees occupying this position. It should not be construed as an exhaustive list of all duties, responsibilities, and qualifications required. Employees may be assigned other responsibilities as necessary to fulfill organizational objectives.