Patient Liaison - Recruitment & Screening Scheduling Lead

Location: Remote

Job Type: Full-Time

Reports to:
Recruitment Delivery Director

Join Us at Civia Health

About Us
Civia Health is to provide large population centers access to ambulatory disease research making participation seamless, convenient, and engaging - integrating innovative research within accessible, everyday spaces, to collapse the time and cost of clinical trials for our clients.

• We envision a world where our communities, regardless of socioeconomic status, has seamless access to life-changing medical research, accelerating discoveries, improving health equity, and redefining the cost of developing new population health improvements.

• Our team is passionate about making a real difference in people's lives, and we're committed to building a collaborative, fast-paced, and fun work environment.
Purpose of the Role

The Patient Liaison is responsible for ensuring that Civia meets or exceeds recruitment goals by delivering accurate, timely, efficient scheduling of recruitment and screening visits across all assigned sites.

The role is accountable for everything from prescreening to completed screening visits, but does not manage baseline, treatment, dosing, or followup visits.

A core expectation is that the Patient Liaison uses all available tools and resources - including CRCs, AI prescreening partners, third party call centres, digital funnels, and their own outreach - and determines the optimal strategy per study and per site to maximise throughput, efficiency, and impact.

This role is central to ensuring Civia maintains high scheduling capacity, excellent patient experience, and industry leading attendance and conversion rates.

Core Accountability

• Full accountability for recruitment and screening visit scheduling, performance, and outcomes

• Determine and deploy the right scheduling strategy per study and per site (CRC-led, AI partner-led, call centre-led, or self-led)

• Maintain daily and weekly screening targets and ensure sites remain fully booked

• Lead daily recovery actions when screening or attendance falls behind plan

• Ensure rigorous followthrough with sites on screening visit completion

• Maintain funnel health: prescreen → schedule → attendance → screening

• Reduce DNTs through structured communication, reminders, and recovery workflows

• Ensure efficiency and cost effectiveness in resource deployment across vendors, CRCs, and internal tools

• Serve as the central liaison between recruitment, community engagement, and site teams with a specific focus on screening delivery

Key Responsibilities (Updated to Include Tools & Strategy Ownership)

1. Scheduling Ownership Using All Available Tools

• Build and maintain screening schedules using:
o CRCs (onsite scheduling capacity)
o AI prescreen partners (e.g., Delfa, Alleviate)
o Third party call centres
o Direct outreach by the Patient Liaison

• Ensure the appropriate tool or combination of tools is selected for each study and each site to optimise volume, efficiency, and speed.

• Continuously test and refine scheduling strategies based on outcomes and data.
2. Strategy Setting at Study & Site Level

• Create a site-specific and study-specific scheduling strategy, choosing the right balance of AI, CRCs, call centres, and manual follow-up.

• Align strategies to study needs (volume, speed, eligibility complexity) and site realities (capacity, staffing, community dynamics).

• Iterate strategies in real time when performance indicators change.
3. Target Setting & Daily Performance Management

• Define, communicate, and track daily screening visit targets.

• Review actual vs target performance daily, adjusting tactics and team allocations as needed.

• Lead daily recovery huddles when performance slips.
4. Funnel Management & Conversion

• Maintain active oversight over each step of the funnel:
o AI candidate delivery
o CRC outreach
o Call centre followup
o Direct scheduling
o Screening attendance

• Diagnose breakdowns quickly and activate corrective actions immediately.
5. Site Relationship & Execution Follow Through

• Serve as the primary contact for sites regarding recruitment and screening visits.

• Ensure sites execute screening visits on schedule and escalate barriers…