Patient Recruitment Coordinator

Job Title: Patient Recruitment Coordinator

Department: Clinical Operations / Patient Recruitment

Reports To: Site Director or Director of Clinical Operations

Position Summary

The Patient Recruitment Coordinator is responsible for developing and executing recruitment strategies to identify, engage, screen, and retain qualified participants for clinical research studies. This position works closely with investigators, study coordinators, marketing teams, and community partners to ensure enrollment goals are achieved while maintaining compliance with FDA, ICH-GCP, HIPAA, IRB, and company policies.

Essential Duties and Responsibilities

• Develop and implement recruitment strategies for assigned clinical trials.
• Respond promptly to patient inquiries received through phone, email, website, social media, and referral sources.
• Conduct initial pre-screening interviews to determine study eligibility.
• Schedule qualified participants for screening and enrollment visits.
• Maintain accurate recruitment records using CTMS, CRM, or other tracking systems.
• Monitor enrollment metrics and provide regular recruitment reports.
• Build and maintain relationships with physician offices, healthcare providers, and community organizations to increase referrals.
• Coordinate community outreach events, health fairs, educational seminars, and promotional activities.
• Assist with creating recruitment advertisements, flyers, social media content, and other marketing materials in accordance with IRB requirements.
• Ensure all recruitment activities comply with protocol requirements, IRB approvals, HIPAA regulations, and Good Clinical Practice (GCP).
• Follow up with prospective participants throughout the recruitment process to improve enrollment and retention.
• Collaborate with study coordinators and investigators to address enrollment challenges.
• Maintain confidentiality of patient information.
• Support participant retention initiatives including appointment reminders and follow-up communications.
• Perform other duties as assigned.

Required Qualifications

• Associate's degree required; Bachelor's degree in healthcare, communications, marketing, business, or related field preferred.
• Minimum of 2 years of experience in patient recruitment, healthcare, customer service, marketing, or clinical research.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service abilities.
• Exceptional organizational skills with attention to detail.
• Ability to manage multiple recruitment campaigns simultaneously.
• Proficiency with Microsoft Office Suite.
• Experience with electronic medical records (EMR), CTMS, CRM systems, or patient databases preferred.

Preferred Qualifications

• Previous experience in clinical research.
• Knowledge of FDA regulations, HIPAA, and ICH-GCP guidelines.
• Experience with digital marketing, social media advertising, or community outreach.
• Bilingual (English/Spanish) preferred.
• Experience using recruitment databases and participant tracking software.

Key Competencies

• Relationship Building
• Communication
• Customer Service Excellence
• Organization and Time Management
• Problem Solving
• Initiative
• Team Collaboration
• Adaptability
• Attention to Detail
• Ethical Decision Making

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Frequent use of computers and standard office equipment.
• Occasional lifting of up to 25 pounds for community events and outreach materials.
• Ability to travel locally for outreach activities as needed.

Performance Expectations

• Meet or exceed study enrollment goals.
• Maintain high participant satisfaction and retention rates.
• Respond to patient inquiries within established service-level expectations.
• Ensure accurate documentation and regulatory compliance.
• Develop and maintain strong referral relationships with community providers and organizations.
• Demonstrate professionalism and represent the organization positively in all participant interactions.

Working Conditions

• Office and clinical research environment.
• Occasional evening or weekend hours for recruitment events.
• Local travel may be required.

Why Join Our Team?

As a Patient Recruitment Coordinator, you play a vital role in advancing medical research by connecting qualified participants with innovative clinical trials. Your work directly contributes to developing new treatments while helping patients gain access to cutting-edge healthcare options.

This description is suitable for a multi-site clinical research organization such as Pillar Clinical Research and can be customized for entry-level, senior, or manager-level recruitment roles.