Patient Outreach Coordinator

Work Schedule

Environmental Conditions

Job Description

The Patient Outreach Coordinator supports patient recruitment and engagement activities for clinical research studies conducted at the research site. This role is responsible for communicating with prospective study participants, conducting initial pre-screening activities, coordinating appointments, maintaining accurate outreach records, and helping patients understand the research participation process.

The ideal candidate is an effective communicator who is comfortable engaging with patients by phone, text, email, and other approved communication channels. The coordinator works closely with Clinical Research Coordinators, investigators, recruitment staff, and site leadership to support enrollment goals while maintaining patient privacy and following applicable research regulations, study requirements, and site procedures.

Key Responsibilities

Patient Outreach and Recruitment

• Contact prospective research participants through approved phone, text, email, referral, database, and other outreach channels.
• Respond promptly and professionally to patients who express interest in clinical research studies.
• Explain study opportunities in clear, patient-friendly language using IRB-approved recruitment materials and messaging, as applicable.
• Conduct initial pre-screening conversations using approved questionnaires or study-specific criteria.
• Identify potentially eligible patients and refer them to the appropriate clinical research team member for further evaluation.
• Follow up with prospective participants who have expressed interest but have not yet scheduled or completed an appointment.
• Support outreach campaigns designed to increase awareness of available clinical research opportunities.

Scheduling and Patient Coordination

• Schedule screening visits, telephone appointments, and other study-related appointments as appropriate.
• Provide patients with approved appointment instructions, directions, and preparation information.
• Conduct appointment reminders and follow-up communications to help reduce missed visits.
• Coordinate with research staff to ensure qualified patient leads are transferred efficiently for further screening.
• Help patients navigate the initial research-site experience and direct clinical or study-specific questions to qualified research personnel when appropriate.

Recruitment Tracking and Documentation

• Accurately document patient contacts, outreach attempts, responses, pre-screening results, appointments, and disposition in applicable recruitment or site systems.
• Maintain organized and current patient recruitment records.
• Track recruitment metrics such as lead volume, contact rates, pre-screening outcomes, scheduled appointments, screening attendance, and enrollment progression.
• Assist site leadership in identifying recruitment trends, barriers, and opportunities for improving patient engagement.
• Maintain appropriate confidentiality of patient and research information.

Compliance and Quality

• Follow site standard operating procedures, study-specific requirements, and applicable privacy and research regulations.
• Use approved recruitment scripts, advertisements, and patient-facing materials as required.
• Protect confidential and personally identifiable patient information in accordance with HIPAA and applicable site policies.
• Escalate medical questions, eligibility determinations, adverse-event information, or other clinical matters to appropriately qualified research staff.
• Complete required training related to clinical research, privacy, study protocols, and site procedures.