Calendar Analyst I, CTMS - National Center for Clinical Trials (NCCT)

Job Summary

The Clinical Research Financial Analyst I is a position that resides in the Office of Clinical Research (OCR). Under the direction of a Clinical Research Administration Manager, the position is an entry-level performer of clinical research administration functions and activities. The Clinical Research Financial Analyst I may be assigned any of the following pre-award or post-award activities for a portfolio of clinical research studies: calendar builds in OnCore (clinical trial management system); Coverage Analysis; budget development and negotiation in OnCore; the setup of studies in ClinCard (electronic participant payment); ClinCard payment coordination; sponsor invoicing; sponsored account invoicing; accounts receivable activities in OnCore; study closeout in OnCore, ClinCard, and EPIC (electronic health record and patient billing system).

What You'll Do

• Medicare Coverage Analysis (MCA) Reviews complex study protocols, sponsor agreements, informed consent forms and related documents as needed to determine whether a study is a qualifying clinical trial.

• Develop coverage (billing) grids in OnCore. Analyzes Medicare benefit policies, coverage determinations, and medical practice guidelines related to study specific interventions (e.g., physical exams, labs, radiological scans, etc.).

• Collaborates with the Principal Investigator and the clinical research team to finalize the MCA and designate funding sources for research costs.

• As needed, develops a comprehensive cost analysis for the clinical research study when preparing the initial study budget. Maintains a library of information on standards of care, National Coverage Decisions (NCDs), Local Coverage Determinations (LCDs), etc.

• Stays abreast of Medicare, sponsor and other federal policy and regulatory issues.

• Budget Development and Negotiation Works with the Principal Investigator and the clinical research team to develop an internal budget that includes all costs applicable to the study.

• Develops detailed final budgets by identifying all activities, tests and procedures to be performed during the conduct of the study based on the protocol, study calendar and other study documents.

• Creates visit schedule and budget in OnCore. Negotiates with sponsors to reach agreements appropriate to the costs of the trial (as needed).

• In collaboration with Research Billing Team, reviews patient care charges associated with each clinical research study on a periodic basis.

• Works with Special Billing and Department post-award personnel in to ensure that charges for all patient procedures are treated appropriately.

• Financial Management Supports the study team in the financial management of clinical trials originating from federal, foundation, and industry funds by performing all accounts receivable functions.

• Generates and sends invoices to study sponsors.

• Tracks and monitors receivables from sponsors, including pass-through fees and milestone payments.

• Generates reports to project study financials.

• Reconciles payments received to OnCore and CORE Connect (Oracle Cloud institutional financial system). Notifies Financial Services of appropriate study account to receive payment.

• Resolves any financial issues with sponsor as needed.

• Ascertain amount paid and remaining amount due on assigned study sponsor accounts; establish payment plan with Department Contact guarantors regarding past due accounts; re-evaluate existing payment plans as needed when account is delinquent.

• Follow up with Departments to ensure proper amounts are collected; independently recommend action to be taken regarding the account.

• Initiate calls to Departments to ascertain whether the proper amount has been paid on the research account. Mail financial statements to Departments.

• Review balances on account and communicate with Departments via phone and email to explain professional and hospital billing and collection policy and procedure.

• At the completion of the study, supports Department post-award personnel and Sponsored Programs in the review of revenue received prior to close-out of the study account.

• Supports the closeout of study activities in OnCore, ClinCard and EPIC. Reporting and Analysis Assists Principal Investigators with budget monitoring and prepares projections.

• Production of ad hoc analyses as needed. Systems Support Primary user of OnCore, ClinCard and EPIC.

• General Support Prioritizes job tasks; demonstrates willingness to assist Manager/Director in the completion of special projects and daily task to support the Department s productivity and efficiency.

• Demonstrates responsibility for personal development by participating in continuing education offerings. Performs other related duties incidental to work described herein.

What You'll Bring

Required

• Bachelor's degree in Business, Accounting, Finance or a related field

• 0-1 years of relevant experience in clinical research or research administration.

Preferred

• Minimum of 1- year Business Office experience in a healthcare environment or Research Office experience preferred.

Why Teammates Choose Us
Benefits that support you:

• Comprehensive medical, dental, vision, and retirement benefits

• Paid time off, parental leave, and tuition assistance

• 401(k): 3% company contribution 3% match

Education and growth opportunities:

• Tuition assistance: $5,250 per year for full-time teammates, $2,625 per year for part-time teammates

• Continuing education: $1,500 for full-time, part-time and PRN teammates

• Clear professional development pathways and advancement opportunities

Your voice matters: 

• We actively seek teammate feedback and use it to improve the way we work, care, and grow together

• Teammates are encouraged to share ideas, lead change, and help shape the future of care

Take Your Next Step
Bring your voice, expertise, and compassion to a team committed to redefining 
care. Apply today and help shape what’s next — for you, for us, for all.

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