Assistant, Clinical Research Unit

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

11/1/2024

Entity:

Wisconsin

Job Code:

310053

Job Title:

Assistant, Clinical Research Unit

FLSA Exemption Status:

Non-Exempt

Management Level:

Individual Contributor

JOB SUMMARY

The Assistant, Clinical Research Unit collaborates with both clinical and research teams across UW Health and UW Madison to coordinate all aspects of patient/participant Clinical Research Unit (CRU) visits. This position is often the first contact for patient/participants when they visit for a clinical research study. They are responsible for greeting patient/participants upon arrival, updating their personal information in the electronic health record, and checking patient/participants in and out.

The Assistant, Clinical Research Unit is responsible for advanced level scheduling of patient/participants, including coordination of multiple complex appointments. The CRU supports a mix of patient visits and may be responsible for admission, transfer, and discharge for overnight stays, communication with patients, visitors and staff, electronic health records maintenance, entering/verifying appropriate overnight and outpatient visit charges, and other duties of a clerical nature. This position is also responsible for setting up complex paper charts specific to the individual research study, visit (cycle/day), cohort and arm, and coordinating these set-ups with the CRU Lab Specialist.

A prime importance to this position is the ability to maintain control under stressful conditions and periods of high unit activity, while utilizing effective and respectful communication with patients, visitors, clinical research personnel, CRU staff, and the health care team.

ESSENTIAL DUTIES

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Coordinate and prioritize tasks, maintaining daily flow of the unit in a complex, rapidly changing environment.

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Provide excellent customer service to patients, family members, and study personnel.

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Communicate in a manner consistent with positive patient relations.

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Demonstrate a welcome environment by smiling and making eye contact when greeting all patients, family members, and study personnel.

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Provide helpful assistance in anticipating and responding to the needs of all patients and family members.

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Collaborate with customers in planning and decision making to result in optimal solutions.

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Remain calm under pressure and effectively deal with difficult people.

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Independently recognize, interpret, and evaluate situations and their level of urgency.

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Effectively coordinate communications involving incoming/outbound calls, pages and nurse call light system.

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Coordinate patient/participant scheduling of complex appointments, taking into consideration study acuity, staffing coverage, unique room/resource availability, and timing of return visits.

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Schedule appointments via phone, in person, or via electronic/fax correspondence.

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Cancel and reschedule appointments, coordinating with the Admissions Dept. as appropriate.

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Set-up complex paper charts specific to the individual research study, visit (cycle/day), cohort and arm, and coordinate these set-ups with the CRU Lab Specialist.

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Perform Health Link check-in for all outpatients and overnight stays.

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Coordinate admissions, discharges and transfers of overnight patients.

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Call down outpatient menus to the diet office.

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Create and maintain patient records

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Verify and update patient demographics.

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Complete Medicare as a Secondary Payor Questionnaire as needed.

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Facilitate completion of Assignment of Benefit and HIPAA forms as required and send forms to Outpatient Registration once complete.

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Update and verify primary care and referring providers.

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Enter overnight and outpatient charges for all patient/participants.

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Effectively manage various administrative tasks and other duties as assigned.

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Demonstrate a high level of attention to detail which is critical when dealing with patient care.

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Appropriately process the flow and events occurring within the unit.

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Recognize possible issues and act proactively to avoid a negative impact.

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Assist with the orientation and training of other employees (i.e. new staff in same position and cross-training all RNs into this role to support cross-coverage given the unique workflows of the unit).

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Complete other miscellaneous tasks, including but not limited to:

• Maintain or initiates faxes
• Maintain desk and/or clinic supplies
• Sort and distribute mail
• Contribute to the smooth operation of practice

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Other duties as assigned

As needed, additional responsibilities reasonably within the scope of duties and physical requirements may be assigned.  ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS AND RESPECT FOR PEOPLE COMMITTMENTS.

X

Non-Clinical

JOB REQUIREMENTS

High School Diploma

or equivalent

Required

1 year

experience in a medical or customer service environment or experience of a similar nature

Required

1 year

experience in a medical environment

Preferred

LICENSE, CERTIFICATIONS, AND REGISTRATIONS MUST BE MAINTAINED PER UW HEALTH POLICY. 

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Excellent customer service skills

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Excellent verbal, listening, and written communication skills

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Demonstrate effective and respectful communication with patients, families, clinical research personnel, and the healthcare team, using excellent interpersonal skills

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Ability to adapt to a rapidly changing environment

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Ability to quickly and appropriately prioritize tasks and manage interruptions

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Excellent organizational skills

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Ability to think independently and demonstrate good problem-solving skills

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Ability to work in a team environment and collaborate with a variety of individuals in a positive manner

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Complete work timely and accurately

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Demonstrate exemplary telephone etiquette

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Possess accurate keyboarding skills

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Knowledge of medical terminology preferred

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Knowledge of word processing and electronic communication preferred

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

☐

Sedentary: Ability to lift up to 10 pounds maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met.

Up to 10#

Negligible

Negligible

☒

Light: Ability to lift up to 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds. Even though the weight lifted may only be negligible amount, a job is in this category when it requires walking or standing to a significant degree.

up to 20#

Up to 10# or requires significant walking or standing or requires pushing/pulling of arm/leg controls.

Negligible or constant push/pull of items of negligible weight

☐

Medium: Ability to lift up to 50 pounds maximum with frequent lifting and/or carrying objects weighing up to 25 pounds.

20-50#

10-25#

Negligible-10#

☐

Heavy: Ability to lift up to 100 pounds maximum with frequent lifting and/or carrying objects weighing up to 50 pounds.

50-100#

25-50#

10-20#

☐

Very Heavy: Ability to lift over 100 pounds with frequent lifting and/or carrying objects weighing over 50 pounds.

Over 100#

Over 50#

Over 20#

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

Over 50 lbs.

UW Health does not require, nor does it expect that its employees lift more than 50 lbs unassisted. Objects in excess of 50 lbs should be lifted or moved with mechanical means or through a team lift. Employees in patient care areas are expected to utilize mechanical lifts and adhere to the "Use of Mechanical Lifts (Liko)" policy in the Patient Services Policy and Procedure Manual.

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.

THE EMPLOYEE MUST BE ABLE TO COMPLETE ALL PHYSICAL REQUIREMENTS OF THE JOB WITH OR WITHOUT AN APPROVED ACCOMODATION. Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.