Front Desk Coordinator (Medical Receptionist)
Department: Operations
Employment Type: Full Time
Location: Boston Clinical Trials | Roslindale, MA
Reporting To: Joanne Monaghan
Description
Alcanza is a growing multi-site, multi-phase clinical research company with a network of locations in MA, NH, MI, VA, SC, FL, GA, AL, MO, TX and Puerto Rico. We have established a strong presence across Phase I-IV studies and several therapeutic areas including vaccine, neurology, dermatology, psychiatry, and general medicine. Join us as we continue to grow.
The Front Office Coordinator is responsible for the coordination and performance of front office activities including answering and placing calls, patient reception and direction, placing recruitment calls, supply ordering, and various administrative projects and activities. The position may be the first contact for external visitors and customer service is of utmost importance.
Key Responsibilities
Essential Job Duties:

• Coordinates the front desk activities for the site. Responsibilities may include but are not limited to:

o Greeting and directing visitors and subjects;
o Answering, providing information, directing and screening inbound calls and emails with a high level of customer service;
o Taking messages and directing calls to the appropriate parties, if needed;
o Places reminder calls to confirm scheduled appointment, and assists with appointment rescheduling;
o Processing stipend payments according to protocol and policy guidelines;
o Coordinates / schedules transportation for subjects;
o Updates Realtime / CTMS with subject profile(demographics);
o Uploads signed 1099 / subject IDs and any required documents into Realtime/CTMS;
o Places requests for and tracks medical records;
o Sorting and distributing incoming mail;
o Coordinating postage details & pick ups as needed for all outbound mail;
o Placing supply orders;
o Compiling general office correspondence as needed;
o Filing, copying, collating, scanning as needed;

• May assist with screening potential subjects for study trials, through methods such as screening interviews and reviews of medical records, and may schedule subjects for appointments as requested or needed;
• May assist with preparing materials for study startup / SIVs;
• May assist in determines staff availability for study visits via electronic calendar system and schedules according to scheduling procedures;
• May assist with special projects as needed;
• Performs all other duties that may be requested or assigned.

Skills, Knowledge and Expertise
Minimum Qualifications : A high school diploma, or equivalent, and a minimum of 1 year experience in a medical office or healthcare environment, or an equivalent combination of education and experience, is required. Must have well-developed customer service skills. Experience with calendar management / scheduling is preferred. Bi-lingual (English / Spanish) proficiency is a plus.
Required Skills:

• Proficiency with computer applications such as internet, email and Microsoft applications, and the ability to type proficiently (40 wpm).
• Must possess strong organizational skills, attention to detail, and have basic math proficiency.
• Well-developed customer service skills.
• Well-developed written and verbal communication skills.
• Well-developed interpersonal and listening skills and the ability to work well independently as well as with co-workers, subjects, managers and external customers.
• Ability to effectively handle multiple tasks, and adapt to changes in workloads and priorities.
• Ability to be professional, respectful of others, self-motivated, and exemplify a strong work ethic.
• Must possess a high degree of integrity and dependability.
• Ability to work under minimal supervision.
• Ability to handle highly sensitive information in a confidential and professional manner, and in compliance with HIPAA guidelines.

Benefits

• Full-time employees regularly scheduled to work at least 30 hours per week are benefits-eligible, with coverage starting on the first day of the month following date of hire.
• Medical, dental, vision, life insurance, short and long-term disability insurance, health savings accounts, supplemental insurances, and a 401k plan with a safe harbor match are offered.