Patient Enrollment Specialist (Clinical Trials)
Location: Pearland, TX (Local Travel Required)
Department: Patient Recruitment
Reports To: Recruitment Manager
Employment Type: Full-Time
About LINQ Research
LINQ Research is a growing network of clinical research sites dedicated to advancing medicine through high-quality clinical trials. Our team partners with pharmaceutical companies, biotechnology organizations, and contract research organizations (CROs) to bring innovative treatments to patients while maintaining the highest standards of patient care, regulatory compliance, and research excellence.
Position Summary
The Patient Enrollment Specialist (PES) is responsible for identifying, recruiting, screening, and enrolling qualified participants into clinical research studies. This role serves as the first point of contact for many prospective study participants and is instrumental in achieving study enrollment goals through patient outreach, relationship building, and exceptional customer service.
The PES works closely with investigators, Clinical Research Coordinators (CRCs), Regulatory, Business Development, sponsors, CROs, and physician offices to support successful study enrollment while ensuring compliance with study protocols, FDA regulations, ICH-GCP guidelines, HIPAA requirements, and company Standard Operating Procedures (SOPs).
This position may require frequent local travel between LINQ Research locations and physician offices throughout the Greater Houston area.
Essential Duties & Responsibilities
Patient Recruitment & Enrollment
- Identify, recruit, screen, and enroll eligible participants for clinical research studies.
- Conduct initial telephone screenings using study-specific eligibility criteria.
- Review medical records and electronic medical records (EMRs) to identify potentially eligible participants.
- Explain study participation requirements while maintaining professionalism and confidentiality.
- Schedule screening, enrollment, and follow-up appointments.
- Conduct participant reminder calls, follow-up communications, and appointment confirmations.
- Maintain timely communication with prospective participants throughout the enrollment process.
- Document participant interactions accurately and completely.
- Ensure participant information remains confidential and HIPAA compliant.
Recruitment Strategy & Outreach
- Execute recruitment strategies developed for individual clinical trials.
- Assist with recruitment planning during study start-up.
- Build and maintain relationships with physician offices, healthcare providers, and community organizations to increase patient referrals.
- Visit physician offices and referral partners to educate staff about active clinical studies.
- Participate in health fairs, community outreach events, and recruitment activities.
- Assist with participant retention initiatives to reduce study withdrawal rates.
- Track referral sources and recruitment effectiveness.
Marketing & Digital Recruitment
- Assist in developing patient recruitment campaigns.
- Create recruitment materials including flyers, brochures, advertisements, and digital content.
- Coordinate submission of recruitment materials to IRBs for approval.
- Promote clinical trials through approved social media platforms including Facebook and Instagram.
- Assist with digital advertising campaigns and online participant engagement.
- Ensure all recruitment advertising complies with sponsor, IRB, FDA, and company requirements.
Documentation & Compliance
- Maintain accurate recruitment logs, screening logs, enrollment records, and recruitment metrics.
- Complete required study documentation accurately and within required timelines.
- Prepare and maintain study-specific recruitment materials and phone screening guides.
- Maintain recruitment documentation in accordance with sponsor requirements and company SOPs.
- Support regulatory submissions related to participant recruitment.
- Ensure compliance with: FDA regulations, ICH-Good Clinical Practice (GCP), HIPAA, Company SOPs, Sponsor and protocol requirements
Data Management & Reporting
- Maintain and update participant databases and recruitment tracking systems.
- Enter participant information accurately into Clinical Trial Management Systems (CTMS) and other databases.
- Analyze recruitment metrics and enrollment trends.
- Prepare recruitment reports for management, sponsors, and study teams.
- Monitor recruitment progress against enrollment goals.
- Identify opportunities to improve recruitment efficiency and participant engagement.
Collaboration
- Work closely with Clinical Research Coordinators, investigators, Regulatory, Business Development, and Finance departments.
- Attend study start-up meetings, Site Initiation Visits (SIVs), investigator meetings, and internal team meetings as assigned.
- Communicate professionally with sponsors, CROs, IRBs, vendors, and healthcare providers.
- Provide exceptional customer service to patients and referral partners.
- Participate in department meetings, ongoing training, and quality improvement initiatives.
Performance Expectations
Success in this role includes:
- Meeting or exceeding study enrollment goals.
- Maintaining accurate and timely documentation.
- Providing exceptional patient experiences.
- Maintaining high participant retention rates.
- Demonstrating professionalism in all participant interactions.
- Following study protocols and company procedures consistently.
- Maintaining strong relationships with referral partners.
- Contributing positively to department and organizational goals.
- Maintaining a positive attitude when adapting to rapid change
Minimum Qualifications
- High school diploma or GED required.
- Minimum one 1-2 year(s) of experience in patient enrollment for clinical trials.
- Valid Texas driver's license.
- Reliable personal vehicle.
- Current automobile insurance.
- Ability to travel independently between clinical research sites and physician offices.
- Excellent verbal and written communication skills.
- Strong organizational and time management skills.
- Strong attention to detail.
- Ability to multitask in a fast-paced environment.
- Proficiency with Microsoft Office Suite.
- Professional telephone etiquette.
- Ability to work independently and as part of a collaborative team.
Preferred Qualifications
- Associate's or bachelor’s degree in healthcare administration, Biology, Public Health, Communications, Marketing, or a related field.
- Knowledge of clinical research regulations and ICH-GCP.
- Experience interpreting clinical trial protocols and eligibility criteria.
- Experience using Clinical Trial Management Systems (CTMS), including Clinical Conductor.
- Experience with Electronic Medical Records (EMRs) such as Gastrocloud, OneTouch, Practice Fusion, EClinicalWorks
- Experience using CRM or patient recruitment software.
- Knowledge of medical terminology.
- Experience with social media marketing or digital advertising.
- Bilingual (English/Spanish).
Physical Requirements
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
The employee must be able to:
- Sit, stand, and walk for extended periods throughout the workday.
- Frequently use hands and fingers to operate computers, telephones, and office equipment.
- Communicate effectively in person and by telephone.
- Frequently view computer monitors for extended periods.
- Occasionally bend, stoop, reach, and climb stairs.
- Occasionally lift and carry up to 25 pounds, including marketing materials, office supplies, and event equipment.
- Travel independently between multiple work locations throughout the Greater Houston area.
- Attend community outreach events, physician offices, and recruitment activities as needed.
Working Conditions
- Office and outpatient clinical research environment.
- Frequent interaction with patients, healthcare providers, sponsors, and research staff.
- Occasional attendance at community outreach events and health fairs.
- Frequent local travel between LINQ Research locations and referral partner offices.
Schedule
- Full-time
- Monday through Friday, 8AM – 5PM
- Occasional evening or weekend events may be required to support recruitment initiatives.
Why Join LINQ Research?
- Opportunity to help patients gain access to cutting-edge medical treatments.
- Collaborative and supportive team environment.
- Career growth within a rapidly expanding clinical research organization.
- Meaningful work that contributes to advancing medicine.
- Competitive compensation and benefits.
Equal Employment Opportunity
LINQ Research is an Equal Opportunity Employer and is committed to creating a diverse and inclusive workplace. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other protected characteristic under applicable federal, state, or local law.
Job Type: Full-time
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
Application Question(s):
- Will you now or in the future require sponsorship for employment visa status (e.g., H-1B)?
Experience:
- clinical trial patient enrollment: 1 year (Required)
Work Location: In person
