Patient Coordinator & Resource Planner

Are you looking for an exciting and fulfilling new position? Join our dynamic team at WEP Clinical, where your contributions will play a key role in driving impactful solutions and improving outcomes for clients and patients. We encourage innovation and collaboration, challenging our team to bring forward ideas that make a real difference. Be part of a mission-driven organization dedicated to advancing clinical research and transforming lives.

Role Objectives: 

The Patient Coordinator & Resource Planner at WEP Clinical plays a pivotal role inpatient interaction and staffing management, ensuring a seamless experience for both patients and nursing teams. This dual role involves warmly welcoming patients to our Clinical Nursing services, serving as their primary point of contact for scheduling and discussing upcoming visits. Delivering exceptional customer service, maintaining clear communication, and providing ongoing support throughout the patient’s care journey are essential components of this position. In addition to patient coordination, this role involves strategically allocating nursing staff for upcoming home visits to maintain optimal coverage for our national service. As a Patient Coordinator & Resource Planner, you’ll work closely with the project management team to ensure proactive nurse availability and adherence to study protocols. Collaboration with clinical leadership will be key in developing and implementing strategies for high-quality care delivery. The role will also focus on the efficient allocation of nursing staff, ensuring cost-effective, patient-centered care and service across clinical operations. 

The Ideal Candidate:

• Organized

• Strong Communicator

• Adaptable

• Detail Oriented

• Problem Solver

What You'll Do:

• Serve as the main point of contact for patients within 24 hours of referral, confirming availability and preparing for nursing visits

• Deliver high-quality customer service through regular follow-up, addressing concerns, and ensuring appointment confirmation

• Coordinate nursing visits within protocol windows to meet study requirements and avoid scheduling deviations

• Strategically assign nurses based on licensure, skills, geography, and patient needs to optimize care delivery

• Promote continuity of care by assigning consistent nurses to build rapport and trust with patients

• Maintain accurate documentation of scheduling, patient interactions, and nurse deployment in internal systems

• Collaborate with clinical leadership and project teams to align visit coordination with trial timelines and staffing plans

• Monitor nurse performance, escalate concerns, and contribute to credential tracking and compliance (e.g., HIPAA, PIPEDA)

• Optimize scheduling logistics to reduce travel time and costs without compromising care quality

• Support continuous improvement of scheduling systems and escalate risks or trends in line with internal procedures

What You'll Need:

• 1–2 years of experience in clinical research, healthcare scheduling, appointment coordination, or equivalent combination of education and experience

• Strong telephone and interpersonal communication skills in patient-facing roles

• Knowledge of clinical trials, patient management protocols, and confidentiality regulations

• Proven ability to work independently, manage multiple priorities, and adapt to changing directions

• Strong organizational skills and attention to detail with high accuracy

• Experience in fast-paced, high-pressure environments

• Proficient in Microsoft Office, Google Maps, and scheduling/planning software

• Collaborative team player with ability to work effectively across internal teams

• Confident in handling escalations and leading teams when needed

• Excellent customer service skills when liaising with patients, clients, and nursing staff

What We Offer:

Medical, dental, and vision insurance, FSA, HSA

Voluntary short-term and long-term disability insurance

Voluntary life insurance

401K safe harbor plan and company match

Paid vacation, holiday, and sick time

Paid maternity & paternity leave

What Sets Us Apart:

WEP Clinical partners with sponsors to help patients and physicians gain early access to medicines when no other treatment options are available. WEP Clinical has over 15 years of experience distributing products to over 120 countries worldwide to treat unmet patient needs.

We're Committed to Our Team:

WEP has many initiatives to encourage wellness, growth and development, and team relationships. Check out our LinkedIn Life Page to learn more about our team events, and all that we do to support our employees.

We're Committed to DEI:

At WEP Clinical, acceptance, recognition, and engagement are the core of our DEI values. We are committed to giving employees opportunities for personal and professional success and growth, embracing everyone's unique identities.

Our services include:

Access Programs

Clinical Trial Services

Patient Site Solutions

Clinical Trial Supply

Market Access and Commercialization

WEP Clinical is a smoke-free, drug-free, and alcohol-free work environment.

WEP Clinical is an equal-opportunity employer. WEP Clinical does not unlawfully discriminate against employees or applicants for employment based on an individual’s race, colour, religion, creed, sex, sexual orientation, gender identity or expression, national origin, genetic information, age, disability, marital status, veteran status or any other status protected by applicable law. This policy applies to all terms, conditions, and privileges of employment, including recruitment, hiring, placement, compensation, promotion, discipline, and termination. WEP Clinical will make reasonable accommodation for qualified individuals with known disabilities, in accordance with applicable law.

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