Intake Specialist/ Medical Receptionist

About the role

Department: Operations. Location: Kansas City Research Institute - Kansas City, MO. Alcanza is a growing multi-site, multi-phase clinical research company with a network of locations in AL, AZ, FL, GA, IL, MA, MI, MO, NV, VA, SC, TN, 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 Intake Specialist is the first point of contact at the site making this a crucial role. Excellence in customer service is a must as this role is responsible for providing a pleasant experience for the volunteers by providing a warm friendly greeting, answering any questions, addressing their concerns and providing assistance. It is important that this role be the relationship bridge between recruitment and the clinic staff to ensure their experience is enjoyable from the first phone call to the last visit of the trial.

Responsibilities

• Greeting volunteers and other visitors as soon as they arrive
• Obtain/verify proper identification of each volunteer and upload into CTMS
• Prepare, provide and explain the necessary documents for them to complete and read
• Provide answers, information, and conversation to the volunteers making them feel comfortable and confident in their decision to participate in a trial
• Answer inbound calls and emails with a high level of customer service
• Place reminder calls to confirm scheduled appointment (according to guidelines)
• Assist with appointment rescheduling as needed
• Call volunteers who are 15 minutes or more late to arrive for their appointment
• Notify appropriate staff of volunteer’s arrival and ensure they promptly come to greet them
• Complete visits in the CTMS with strong attention to detail to ensure the maximum revenue is captured for billing
• Updates CTMS with subject profile(demographics) and file/upload W9 form
• Assign payment cards and issue stipend payments following visit completion
• Coordinates / schedules transportation for volunteers
• Maintain tracker of no-show volunteers until reschedule has been completed
• Maintain tracker of screening volunteers without an upcoming scheduled appointment
• Send weekly reports of appointment statuses to clinic staff to avoid missed appointments
• Maintain a list of studies conducted at site and have general understanding of each
• Submit medical records requests and track their progress
• Sorting and distributing incoming mail; coordinating postage details & pick ups as needed for all outbound mail
• Placing supply orders
• Compiling office correspondence, filing, copying, collating, scanning as needed
• Assist with preparing materials for study startup / SIVs
• May assist with special projects as needed
• Performs all other duties that may be requested or assigned

Requirements

An Associate’s degree and a minimum of 3 years’ experience in customer service, administration or sales, or an equivalent combination of education and experience, is required. Must have well-developed customer service skills.

Qualifications

Experience with calendar management & scheduling is preferred. Bi-lingual (English / Spanish) proficiency is a plus.

Skills

• Excellent customer service skills