Screening/Outpatient Scheduler

Screening/Outpatient Scheduler

Evolution Research Group (ERG) is dedicated to delivering high-quality Phase IIV clinical trial execution to help sponsors bring lifesaving and life-enhancing therapies to market quickly and safely. Founded in 2014, ERG has grown into a leading neuroscience clinical development company, with affiliate sites across the U.S. and deep expertise in clinical pharmacology, psychiatry, neurology, acute pain, and metabolic disorders. ERG has completed over 5,000 trials and continues to expand into high-need therapeutic areas in the U.S. and globally.

The Screening/Outpatient Scheduler is responsible for coordinating participant screening activities and scheduling outpatient visits for clinical research studies. This position serves as a primary point of contact for prospective and enrolled research participants, ensuring efficient scheduling, accurate documentation, and exceptional customer service throughout the recruitment and enrollment process. The Scheduler works closely with Recruitment Specialists, Clinical Research Coordinators, Investigators, and clinical staff to support study enrollment goals, participant retention, and protocol compliance.

Responsibilities:

• Schedule screening, outpatient, baseline, follow-up, and study-related visits in accordance with protocol requirements and visit windows.
• Providing real-time entries/updates in the system, which will require following subjects during outpatient visits
• Contact prospective participants to schedule initial screening appointments and provide study-related instructions.
• Conduct preliminary eligibility screenings using approved study-specific prescreening questionnaires and scripts.
• Verify participant availability and coordinate appointments with research staff, providers, laboratories, and ancillary departments.
• Manage appointment calendars and optimize scheduling to maximize clinic utilization and participant flow.
• Confirm appointments and conduct reminder calls, emails, and text communications as appropriate.
• Reschedule missed or canceled appointments and coordinate participant follow-up activities.
• Ensuring that all visits are entered into the system for the next day

Participant Recruitment Support:

• Serve as an initial point of contact for individuals responding to study advertisements and recruitment campaigns.
• Resolving queries that arise regarding subject status
• Collect and document participant demographic and prescreening information accurately.
• Assist recruitment teams in tracking participant leads, screening outcomes, and enrollment metrics.
• Maintain recruitment databases and participant tracking systems.
• Escalate potentially eligible participants to recruitment specialists or research coordinators for further evaluation.

Administrative & Documentation Responsibilities:

• Maintain accurate participant scheduling records within electronic scheduling systems, Clinical Trial Management Systems (CTMS), electronic medical records (EMR), and other study databases.
• Document participant communications and scheduling activities in accordance with facility policies and regulatory requirements.
• Prepare daily and weekly screening schedules for research teams.
• Monitor study screening volumes and communicate scheduling conflicts, capacity concerns, or protocol-related issues to management.
• Assist with preparation of participant packets, consent documentation, and visit materials as needed.
• Maintain confidentiality of participant information in compliance with HIPAA, Good Clinical Practice (GCP), and organizational policies.

Team Collaboration & Compliance:

• Collaborate with Clinical Research Coordinators, investigators, nurses, recruiters, and other study personnel to support participant enrollment goals.
• Ensure scheduling activities comply with study protocols, sponsor requirements, and regulatory guidelines.
• Participate in departmental meetings, training activities, and process improvement initiatives.
• Support special projects and additional administrative duties as assigned.
• Participate in continuing education and competency assessments.

Skills and Qualifications:

Education and experience:

• High school diploma or equivalent required.

Requirements:

• Minimum one (1) year of scheduling, healthcare administration, call center, patient access, or customer service experience required.
• Experience in clinical research, healthcare, outpatient clinics, hospitals, or medical office settings preferred.
• Experience with Clinical Trial Management Systems (CTMS), electronic medical records (EMR), or scheduling software preferred.

Working Conditions and Other Information:

Equipment and Material Used:

• Standard office equipment including computer, copier, fax, telephone, etc.

Physical Tasks:

• Sitting and viewing computer screens for long periods of time
• Extensive repetitive hand/wrist movements (telephone console and computer keyboard)
• Lifting (up to 30 lbs)

Environmental Demands and Potential Hazards:

• Exposure to hazards from fluorescent lighting, video screens, computers, copiers, faxes, etc.
• The environment will range from business office setting to clinical areas such as inpatient unit and clinical screening areas. The position requires contact with biological samples, individuals with potentially infectious diseases and with toxic, harmful, or potentially hazardous compounds, solutions, and medications. Noise level can range from quiet to moderate volume.
• The position requires contact with biological samples, individuals with potentially infectious diseases and with toxic, harmful, or potentially hazardous compounds, solutions, and medications.
• Noise level can range from quiet to moderate volume.

Important Note:

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.