Research and Administrative Assistant

JOB PURPOSE

The Research and Administrative Assistant provides essential support to the clinical trial team by assisting with patient check-in and check-out processes for research participants. Additionally, this role contributes to MIPS (Merit-based Incentive Payment System) quality improvement programs and various business administration tasks. The assistant will help ensure smooth clinical research operations while also supporting broader administrative functions to enhance workflow efficiency.

ESSENTIAL JOB FUNCTIONS

CLINICAL RESEARCH SUPPORT:

• Assist with patient check-in and check-out for clinical trial visits, ensuring all necessary paperwork and documentation are completed.
• Provide study participants with visit schedules, study-related instructions, and necessary consent forms.
• Maintain accurate and confidential patient records in accordance with regulatory requirements.
• Communicate with the clinical trial team regarding patient arrivals, necessary documentation, and any scheduling changes.

MERIT-BASED INCENTIVE PAYMENT SYSTEM (MIPS)

• Assist in tracking and reporting MIPS quality measures to support compliance and performance improvement.
• Collaborate with clinical and administrative teams to ensure quality data is accurately collected and reported.
• Help implement initiatives to improve MIPS performance, including workflow enhancements and staff education.

QUALITY IMPROVEMENT AND PATIENT FEEDBACK

• Manage the We Care inbox, documenting patient compliments and concerns, and ensuring follow-up by the appropriate department.
• Conduct patient surveys in-office and though follow-up calls to gather feedback on service quality and patient experience.
• Assist in tracking and reporting patient feedback trends, providing insights for process improvements.
• Encourage and assist patients in leaving online reviews to support the clinic’s reputation and quality improvement efforts.

BUSINESS ADMINISTRATION SUPPORT

• Provide general administrative assistance such as data entry, document preparation, and maintaining organized files.
• Assist in scheduling meetings, preparing reports, and supporting business operations as needed.
• Support billing and compliance efforts related to clinical trial patients and quality improvement programs.

OTHER DUTIES AS ASSIGNED

• Assist with special projects or research-related tasks as directed by leadership.
• Provide backup support to other administrative staff as needed.

QUALIFICATIONS AND EXPERIENCE

• High school diploma or equivalent
• Associate’s or Bachelor’s degree in health administration, life sciences, or a related field preferred
• Experience in a clinical research, medical office, or healthcare setting is a plus
• Knowledge of clinical trial procedures, regulatory compliance, or quality improvement programs is beneficial
• Strong organizational and multitasking skills with attention to detail
• Excellent communication and interpersonal skills to interact with patients and staff professionally
• Proficiency in Microsoft Office (Word, Excel, Outlook) and ability to learn electronic medical records (EMR) or clinical trial management systems

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• Primarily an office-based position within a clinical setting
• Requires the ability to sit, stand, and move between patient check-in areas and administrative offices
• May involve occasional lifting of office supplies or medical records up to 15 lbs.
• Exposure to a healthcare environment with interactions with patients and clinical staff

DIRECT REPORTS

• This position has no direct reports.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Medical Specialty:

• Hematology
• Oncology

Physical Setting:

• Clinic
• Office

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Medical office: 1 year (Preferred)

Ability to Commute:

• Los Alamitos, CA 90720 (Preferred)

Ability to Relocate:

• Los Alamitos, CA 90720: Relocate before starting work (Preferred)

Work Location: In person