CTRC Research Front Desk Scheduling Administrator

University of Colorado Anschutz

Department: CCTSI - Clinical and Translational Research Centers (CTRCs)

Job Title: CTRC Research Front Desk Scheduling Administrator

Position #803652: – Requisition #: 40677

Job Summary:

The purpose of the CTRC Research Front Desk Scheduling Administrator position is to perform front desk functions and support the scheduling, administrative, and operational needs of the Clinical and Translational Research Centers (CTRCs). CTRCs, one located at the Anshutz Health Sciences Building and inpatient at UCHealth, the other at Children’s Hospital Colorado, facilitate over 300 clinical research studies by providing dedicated research space, nutrition, cardiovascular imaging, body composition and exercise testing, and laboratory services. 

This is a full-time position with in-person hours of 6:45 AM - 3:45 PM Monday through Friday. This position will be responsible for checking participants into and out of their research appointments, operation of the CTRC Scheduler system, printing and collating visit paperwork, entering CTRC appointments into the Electronic Medical Record (Epic), general clerical and administrative tasks of the CTRC unit, and providing excellent customer service to participants, study teams, research nurses, and other CTRC staff. It is anticipated that this position will spend 75% of time overseeing front desk and 25% of time will be spent on other administrative duties including appointment updates, data entry, and process improvement.

Key Responsibilities:

Front Desk Duties:

• Perform check in, check out, and greeting activities at the CTRC front desk

• Enter CTRC appointments into the Electronic Medical Record (EPIC)

• Provide query and customer service support to participants and CTRC and study staff

• Answer phone calls

• Print and collate research visit paperwork

• Assist CTRC nurses with rooming participants for visits and cleaning rooms, as needed

• Maintain a clean and tidy waiting room and font desk environment

• Update the clinic dashboard to reflect patient status and keep operations running smoothly 

Administrative tasks:

• Use CTRC Scheduler (training provided on hire) to schedule participants, create and modify appointments, verify resource utilization, create and amend scheduling templates for research visits and run reports

• Monitor shared inbox as needed and respond to email requests for appointment add-ons and scheduling needs

• Data entry

• Routine monitoring and updating of Scheduler databases for appointment additions, changes, and access requests

• Update the clinic dashboard to reflect patient status and keep operations running smoothly

• Assist in maintenance and update of the CTRC Scheduler application 

• Participate in process improvement projects at the CTRC and ability to implement coordinated changes. Other duties as requested by the Scheduler Manager

Work Location:

Onsite – this role is expected to work onsite and is located in Aurora, Colorado.