Patient Recruitment & Retention Specialist

Position OverviewThe Patient Recruitment & Retention Specialist will play a key role in supporting clinical research enrollment and participant retention. This position is responsible for engaging prospective study participants, conducting initial pre-screening activities, coordinating appointments, maintaining consistent participant communication, and supporting recruitment initiatives designed to meet study enrollment goals.The Patient Recruitment & Retention Specialist will also support community-based recruitment and outreach activities, including attending promotional and recruitment events and operating a mobile clinic when needed.This is a hybrid position supporting U.S.-based clinical research operations and requires strong communication, organizational, and interpersonal skills, as well as the ability to work independently and collaboratively with clinical research and recruitment teams.Key ResponsibilitiesPatient Recruitment & Pre-ScreeningContact and pre-screen warm digital leads through the CRM to assess preliminary study eligibility.Conduct initial recruitment and pre-screening activities using study-specific criteria and approved recruitment materials.Follow up consistently with prospective participants to increase enrollment conversion and reduce missed appointments.Conduct a high volume of outbound calls, text messages, emails, and other approved participant communications.Communicate study information clearly, professionally, and within the scope of approved recruitment materials.Identify qualified prospective participants and coordinate their transition to the appropriate clinical research team for further screening and evaluation.Maintain an organized and active recruitment pipeline.Participant Scheduling & RetentionSchedule and coordinate participant appointments as needed.Provide appointment confirmations and reminders to help reduce no-shows.Maintain ongoing communication with prospective and enrolled participants as directed by study procedures.Build positive relationships with participants and provide a professional, responsive experience.Assist with participant retention initiatives to encourage continued engagement and study completion.Identify participant concerns or barriers to participation and communicate them to the appropriate clinical research team.Community Recruitment & OutreachParticipate in community-based recruitment activities, health fairs, promotional events, and other approved outreach initiatives.Represent the organization professionally at community events and recruitment activities.Engage with potential participants and provide information regarding available clinical research opportunities using approved materials and procedures.Assist with planning and executing community recruitment initiatives.Drive and operate the organization's mobile clinic at approved community events and recruitment activities.Assist with setting up, transporting, and securing mobile clinic equipment and recruitment materials as needed.Maintain a professional appearance and demeanor when representing the organization in the community.CRM & DocumentationMaintain accurate and timely documentation of participant communications, outreach attempts, pre-screening activities, appointments, and recruitment status within the CRM and related systems.Update lead status and disposition information accurately and consistently.Maintain confidentiality of participant information and follow applicable privacy and organizational requirements.Ensure recruitment activities and documentation are completed according to company policies and applicable study procedures.Team CollaborationCollaborate closely with Marketing, Recruitment, and Clinical Operations teams to achieve study enrollment and retention goals.Attend weekly meetings with on-site clinical teams.Attend weekly meetings with the Marketing and Recruitment departments.Provide feedback regarding lead quality, recruitment strategies, participant engagement, and community outreach opportunities.Communicate recruitment challenges, trends, and opportunities to the appropriate team members.Perform additional administrative, recruitment, outreach, and participant engagement duties as assigned.QualificationsFluent in English, written and verbal — required.Bilingual English/Spanish preferred.Experience in patient recruitment, customer service, sales, call center operations, healthcare, clinical research, patient coordination, or a related field preferred.Clinical research experience is a plus but not required.Strong phone presence and excellent interpersonal communication skills.Comfortable making a high volume of outbound and follow-up calls.Ability to build rapport and establish trust with diverse populations.Strong organizational and time-management skills.Excellent attention to detail and ability to manage multiple priorities.Experience using CRM systems or lead-management platforms preferred.Ability to work independently while collaborating effectively with remote and on-site teams.Professional demeanor and strong customer-service orientation.Ability and willingness to travel locally for community recruitment activities and events.Ability and willingness to operate a mobile clinic vehicle.Schedule RequirementsSchedule: Monday–FridayOccasional weekends: Required for community events, health fairs, promotional activities, and recruitment events as needed.Working Hours: 8:30 AM–4:30 PM Central TimeMust be available to attend scheduled team meetings and collaborate with U.S.-based teams during business hours.Must maintain reliable internet connectivity and a professional remote/hybrid work environment.Flexibility may occasionally be required based on community events, recruitment activities, or study needs. ( outside of scheduled hours) Mobile Clinic / Driving RequirementThis position requires the ability and willingness to drive the organization's mobile clinic to community events, recruitment activities, health fairs, and promotional events.CDL RequirementA Commercial Driver's License (CDL) is required to operate the mobile clinic, depending on the vehicle classification and applicable requirements.Prior CDL experience is not required.The organization will cover the cost of the required CDL training/course for the selected candidate.Candidate must be willing and able to successfully complete the required CDL training and licensing process.Candidate must maintain a valid driver's license and meet applicable driving and licensing requirements.Occasional local travel and weekend driving may be required for community events.Preferred ExperiencePreference may be given to candidates with experience in:Clinical research recruitmentPatient recruitment and enrollmentPatient engagement and retentionHealthcare scheduling or patient coordinationCall center or high-volume outbound callingCRM platforms and lead managementCommunity outreach and health promotionHealth fairs or community eventsMobile healthcare or mobile clinic operationsSales, lead conversion, or customer relationship managementSupporting U.S.-based healthcare or clinical research organizationsKey Performance AreasSuccess in this position will be evaluated based on the ability to:Consistently engage and follow up with prospective participants.Convert qualified leads into scheduled screening appointments.Support study enrollment and recruitment targets.Reduce participant no-shows through effective communication and follow-up.Support participant retention and study completion.Maintain accurate and timely CRM documentation.Successfully participate in community recruitment initiatives.Represent the organization professionally at community events.Operate the mobile clinic safely and responsibly after completing required training and licensing.Collaborate effectively with Marketing, Recruitment, and Clinical Operations.