The Company

At Headlands Research, we are building the best clinical trial company in the world. We’re an exceptional family of next-generation clinical trial sites, integrating cutting edge technology and high-quality support services, and significantly expanding participant outreach and participation. Founded in 2018, our company is in high growth mode; we operate 15 clinical trial sites in the US and Canada and have rapid expansion plans. You can read more about us at headlandsresearch.com.

This position is located at our Summit Research site in Portland, OR, and is a full-time position.


Front Desk Coordinator Position Summary:

The front desk coordinator is an administrative support position designed to enhance and maintain the overall day-to-day operation of the research clinic.  This job is not for the faint of heart…..and requires genuine compassion, organization, flexibility and an extreme eye for detail.


Please note the daily tasks/skills required as a Front Desk Coordinator:

  • Ability to operate a multi-line phone system (that rings constantly)
  • Ability and comfort with operating a site specific practice management software program to schedule patients
  • Comfort with computers in general (i.e. Microsoft Office, Chrome etc.)
  • Maintain a master copy of the daily schedule
  • Greet patients, confirm paperwork is on file as necessary and be aware of patient needs during waiting period
  • Keep  patient’s appointment “on-time” by notifying all appropriate research staff of patients arrival
  • Check patient out and confirm all research/protocol procedures for the visit are complete and next schedule visit appointment is made
  • Adhere to research study visit scheduling templates when scheduling individual study visits
  • Schedule additional off-site procedures (i.e. MRI/PET scans) with patients/caregivers
  • Prepare, print and file daily patient intake paperwork
  • Conduct daily reminder calls and texts for next day schedule
  • Manage all patient cancellations/rescheduling attempts and ensure patient appointment times with the clinical staff is maximized
  • Ensure front office desk space is kept clean and tidy at all times—additional disinfecting protocols may be necessary during the COVID-19 pandemic
  • Maintain general working knowledge of all clinical trials and individual patient populations Summit Research Network serves
  • Confidently represent  SRN’s research mission and purpose to all participating research patients and visitors
  • Direct all visitors (patients, contract research associates and delivery contractors) appropriately
  • Ability to communicate with all research staff (MD’s, RN’s, lab staff and study coordinators) professionally
  • Protect patient rights by maintaining confidentiality of medical and research information and knowledge of HIPPA and GCP regulations
  • Distribute visit payment to some study participants at the EOV (End of Visit)