Patient Recruitment Specialist BC

At Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. As a leading network of advanced clinical trial sites, we leverage cutting‑edge technology and exceptional support services to broaden outreach and participation. Founded in 2018, our rapidly growing company currently operates 20+ sites across the US and Canada, with plans for further expansion.

Okanagan Clinical Trials (OCT) located in Kelowna, BC, makes a significant contribution to the medical industry. Our clinic specializes in the execution of research studies that hope to advance treatments for many indications including Alzheimer’s disease, Parkinson’s disease, migraine, autism, celiac disease, diabetes, and more.

The Patient Recruitment Specialist is responsible for all recruitment related activities for assigned clinical trials. This includes outstanding customer service skills, an in‑depth knowledge of protocol specific inclusion/exclusion criteria, participation in the development of recruitment strategies and plans, and the tracking of recruitment results. The role primarily involves phone screening potential study participants, entering information into the clinical database, and scheduling potential participants for on‑site visits.

In addition, the Specialist must possess a comprehensive knowledge of good clinical practices and privacy regulations as set forth by federal and provincial regulations.

• Maintain a thorough understanding of assigned study inclusion/exclusion criteria.
• Make outgoing calls and answer incoming calls from potential study patients and assess preliminary subject eligibility against protocol specific inclusion and exclusion criteria and utilize these criteria to effectively assess potential participants.
• Follow recruitment follow‑up processes thoroughly.
• Review patient database to identify potential study patients and initiate contact.
• Ensure accurate collection and entry of patient information into our database.
• Ensure courteous and efficient service is provided to all potential participants.
• Use effective communication and report daily to the study team.
• Develop and maintain relationships with Family Doctor’s and specialists in the community.
• Use the electronic database to book study visits.
• Attend and report at weekly team meetings.
• Plan, organize, and attend community outreach events.
• Send recruitment update emails to email database.
• Send faxes to Family Doctor’s regarding ongoing studies.
• Contact patients from physician referrals within 24 hours of referral receipt.

• Comfortable using medical terminology.
• Excellent attention to detail.
• Verbal and written communication skills.
• Problem‑solving skills.
• Strong ability to work independently.
• Ability to multi‑task.
• Proficiency in MS Word, MS Excel, and MS Outlook.

Job Status: Full Time / 40 hours per week

Employee Benefits: Eligible after 3‑month probation period.

Work Schedule: Monday to Friday 8:00am – 4:30pm (Onsite)

As set forth in Headlands Research’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

We are a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), and we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

• A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service‑connected disability.
• A "recently separated veteran" means any veteran during the three‑year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.
• An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S.…