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.

This new Front Desk Coordinator role will be based in Orlando, FL and is a part-time role.                                                             Monday - Thursday, 8am - 3pm 


The Role

The Front Desk Coordinator is responsible for interacting with guests in a healthcare setting and managing administrative tasks for the Clinic Team. Their duties include greeting patients and family via phone and in person, explaining intake forms to new patients, processing transportation and maintain organization and cleanliness in the lobby area.   


Essential Functions

  • Interacts appropriately with patients and records information while greeting, checking-in, checking-out or scheduling appointments for patients
  • Conducts lobby checks to ensure organization and cleanliness
  • Answers telephones, takes detailed and accurate messages, and ensures messages are directed to the appropriate individual
  • Notifying clinic team of patient arrivals
  • Maintaining office inventory and equipment by anticipating supply needs and expediting supply order
  • Obtain and scan government issued ID
  • Provide intake paperwork (demographics, Medical History list, medication list, surgeries)
  • W9
  • Check Mailbox
  • Replenish copy paper
  • Check voicemails and disperse messages, call back
  • Check faxes and disperse to appropriate staff
  • Complete appointment reminder calls for next day
  • Print schedule for next day and provide a copy to the following departments: Site director, Physician, Lab, Pharmacy
  • Sanitize lobby after all patients have left
  • Participates in daily and weekly huddles to provide details on patients
  • Regulates and monitors aspects of transportation, including: driver’s behavioral challenges, scheduling and coordinating rides for patients


  • Exceptional customer service skills and passion for serving others
  • Working knowledge of medical terminology
  • Knowledge of Clinical Research is a plus
  • Skilled in operating phones, personal computers, software and other basic IT systems
  • Ability to communicate with employees, patients and other individuals in a professional and courteous manner
  • Detail-oriented to ensure accuracy of reports and data
  • Outstanding verbal and written communication skills
  • Demonstrated strong listening skills
  • Positive and professional attitude
  • Proficient in Microsoft Office Suite products including Excel, Word and Outlook
  • Capable of working independently with minimal supervision and also as part of a team
  • Ability to speak a second language is an asset, but not required
  • Experience with CRIO (Clinical Trial Management System) is a plus



  • High school diploma or equivalent education required
  • Graduation from a nationally accredited Medical Assistant program preferred but not required
  • A minimum of 1 year of work experience in a medical clinic or similar environment required
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