PRACTICE CRD 2

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

Research Service Scheduling and Coordination

• Receive and process research service and participant visit requests submitted by study teams.
• Review requests for completeness and coordinate required CRS/BSPL resources, including nursing, laboratory/SRA, specimen collection and pickup, facility/room, and other operational resources.
• Coordinate with CRS/BSPL nursing, laboratory, and operational staff to confirm resource availability and schedule services at the appropriate site and time.
• Schedule nursing and laboratory/SRA resources based on study requirements, anticipated workload, site needs, and resource availability.
• Coordinate specimen collection, pickup, processing, and other time-sensitive laboratory service requests with study teams and BSPL staff.
• Communicate confirmations, alternate dates/times, cancellations, rescheduling, and other scheduling information with study teams and appropriate CRS/BSPL staff.
• Schedule and maintain research participant visits and service requests in applicable systems, including APeX and designated research operations/billing systems.
• Ensure reservations and service requests are entered accurately and timely to support nursing, laboratory, and pre-service preparation.
• Greet and register research participants, when applicable, and communicate arrival to appropriate staff.
• Coordinate preparation of visit- and service-related administrative materials and documentation.
• Identify scheduling or resource conflicts and escalate clinical, laboratory, protocol, staffing, or operational questions to the appropriate specialist or supervisor.

Study Activation & CRS/BSPL Service Implementation:

• Serves as a primary administrative coordinator for the Study Activation process, guiding study teams through required administrative steps, timelines, and CRS/BSPL operational requirements.
• Communicates Study Activation requirements and next steps to investigators, Clinical Research Coordinators (CRCs), and other study team members.
• Coordinates the receipt and tracking of documentation and information required to support Study Activation, including applicable regulatory documentation, IRB approval information, MD orders, study contacts, and other required materials.
• Routes documentation and requests to the appropriate CRS/BSPL nursing, laboratory, Finance, regulatory/scientific, or other subject-matter experts for review and tracks outstanding requirements through completion.
• Facilitates communication between study teams and CRS/BSPL subject-matter experts when clarification, additional information, or revisions are required.
• Coordinates the administrative workflow associated with CRS nursing feasibility review, including obtaining MD orders and relevant study materials, routing them to Nursing for review, communicating requests for additional information to the study team, and tracking completion.
• Coordinates the administrative workflow associated with BSPL laboratory feasibility and study setup, including obtaining protocols, schedules of events, specimen processing and handling requirements, collection and shipping information, and other required study materials; routing materials to appropriate BSPL staff for review; communicating requests for additional information to the study team; and tracking completion.
• Tracks CRS and BSPL Study Activation requirements through completion and coordinates outstanding administrative items with study CRCs and appropriate clinical, laboratory, Finance, pharmacy/IDS, and operational staff.
• Coordinates scheduling of study in-service/start-up meetings once applicable prerequisites have been completed or confirmed by the responsible subject-matter areas.
• Receives and operationalizes approved study-specific service and scheduling requirements following in-service review, including nursing, laboratory/SRA, specimen collection and pickup, facility/room, and other resource needs.
• Develops and maintains study-specific Patient Visit Request (PVR) forms, scheduling templates, and related administrative tools based on visit requirements and services identified by the study team and appropriate CRS/BSPL subject-matter experts.
• Coordinates with study CRCs and CRS/BSPL nursing, laboratory, and operational staff to document visit scheduling parameters, anticipated visit duration, required resources, and administrative workflows.
• Orients study CRCs and other study team personnel to CRS/BSPL visit-request procedures, scheduling processes, operational workflows, and appropriate points of contact.
• Updates PVRs, scheduling templates, and related administrative tools when protocol amendments, new visit types, or changes in approved CRS/BSPL services affect visit operations.
• Maintains accurate Study Activation status, study contact, and operational information in applicable systems and tracking tools.
• Supports consistent Study Activation and CRS/BSPL service implementation workflows across sites and services and identifies administrative process issues for escalation to the appropriate supervisor or subject-matter expert.

Administrative, Data, and Research Billing Support:

• Enter and maintain accurate visit, resource, and research billing information in applicable systems
• Assist with resolution of scheduling, registration, billing, and data discrepancies.
• Maintain accurate administrative records and study-related operational information.
• Support utilization, census, workload, and other operational reporting for CRS/BSPL services.
• Assist with development and maintenance of administrative SOPs, reference materials, and standardized workflows.
• Identify opportunities to standardize, simplify, and improve routine administrative processes across integrated CRS/BSPL operations.

Communication, Participant Experience, and General Operations:

• Provide professional, responsive customer service to research participants, families, investigators, study CRCs, and CRS/BSPL staff.
• Communicate delays, scheduling changes, and operational information to appropriate parties.
• Direct clinical, laboratory, or protocol-related questions to the appropriate nurse, laboratory professional, CRC, investigator, or supervisor.
• Participate in staff meetings, training, quality improvement activities, and operational initiatives supporting CRS/BSPL goals.
• Maintain confidentiality and comply with UCSF, RRP, CRS/BSPL, HIPAA, and applicable research-related policies.
• Provide cross-coverage for Practice Coordinator functions across CRS/BSPL services and sites as operationally needed.
• Perform other duties as assigned.