Research Assistant
Company/Department(s):
Dermatology Research Institute (DRI)
Job Summary:
Reporting to the DRI Manager, the Research Assistant (RA) is responsible for supporting Clinical Research Coordinators (CRC) gather high-quality clinical research data and maintain optimum medical care to patients in accordance with Health Canada standards. The RA provides significant support to clinical research trials undertaken by DRI including reviewing information about research studies, maintaining records and resources, and maintaining databases and case record forms.
Duties:
Manage reports and regulatory documents as required by the protocol and research study/sponsor; ensure research documents are compiled in a timely, accurate, valid, and meaningful manner, and to the sponsor's satisfaction, and that studies are run according to local and global regulations
Assist CRC’s in planning, managing and effectively implementing continuous improvement and quality assurance activities related to recruitment, data collection and research practices and procedures
Ensure that all research studies are conducted according to the most recent confidentiality principles, privacy laws and legal and regulatory bodies' protocols and guidelines
Comply with all Occupational Health and Safety (OHS) instructions, policies and procedures, and take steps to identify, eliminate and/or minimize OHS risks where appropriate
Answer multi-line phone system and emails, taking appointments and/or redirecting calls as necessary; prioritizes and responds to messages and emails in a timely manner
Coordinates the flow of patients in the examination and treatment areas to ensure efficient use of the facility and physicians’ schedules
Maintains patient accounts by obtaining, recording and updating personal information
Prepares examination rooms with necessary medical supplies
Maintains inventory medical and office supplies
Provides a variety of administrative duties such as data entry, faxing, scanning, shredding, photocopying, and other related tasks
Contact referring physician office, clinics, hospitals, labs, diagnostic centers or specialists for additional clinical information as needed
Receive, scan and distribute incoming mail, labs, consults, prescription requests, special authorization requests and diagnostic imaging reports to the team
Ensures the protection of patients' rights by maintaining confidentiality of personal and financial information
Key Performance Indicators (KPIs):
- Data Accuracy and Documentation
Goal: Ensure all research data and documentation are accurate, complete, and compliant with sponsor and regulatory requirements.
Target: Accuracy in the completion of case record forms (CRFs), research reports, and regulatory documents.
- Timeliness of Document Submission
Goal: Ensure all research documents are compiled and submitted within required timelines to support trial progress.
Metric: Submit required research documents (e.g., regulatory forms, reports) within 48 hours of collection or completion.
- Patient Coordination and Scheduling Efficiency
Goal: Ensure efficient coordination of patient flow and scheduling for clinical trials to optimize time and resources.
Metric: Achieve a patient appointment scheduling efficiency rate of 90% or higher.
- Communication and Stakeholder Coordination
Goal: Provide excellent communication and coordination between team members, patients, referring physicians, and other stakeholders.
Metric: Respond to patient and internal stakeholder inquiries (via phone or email) within 24 hours.
Work Environment & Culture:
What is the work culture like at the clinic? Our Clinic culture is collaborative, supportive, and focused on patient- centered care. We believe in open communication and teamwork. We prioritize continuous learning by offering educational dinners that cover a range of topics including various conditions, medications, and treatments.
How does the clinic support work-life balance? Our clinic is committed to fostering a balanced environment for all team members. We understand that maintaining a healthy work-life balance is essential for well-being and productivity. By fostering a positive and supportive workplace, we aim to bring their best selves to both their work and personal lives.
Can you describe a typical day for a staff member here? A typical day at our clinic is engaging and centered on patient care. The day often begins with a morning meeting with your team, where the team reviews the schedule, discusses patient’s needs, and aligns on priorities. Throughput the day staff work with a range of patients, assisting in procedures, educating patient on treatments. In between, there is always communication among the team ensuring everyone feels supported and informed. The day typically ends with preparing for the next day. It’s a fast-paced yet rewarding environment.
Career Growth & Development:
Are there growth opportunities in the company? We offer growth opportunities within the company. We have multiple team lead positions available, allowing for career advancement as you develop in your role. Additionally, we are committed to professional development and provide educational sessions to help further your knowledge in dermatology.
Benefits & Compensation:
What benefits does the clinic offer (health insurance, retirement plans, etc.)? We offer a comprehensive benefits package that includes health insurance, dental and vision coverage.
Clinic’s Mission & Values:–
What is the clinic’s mission and values? Our mission is to provide exceptional dermatological care in a welcoming, supportive, and professional environment. We are dedicated to improving the health while maintaining the highest standards of medical care. Our clinic strives to create a positive and collaborative atmosphere where our staff works as a unified team to ensure every patient’s experience is compassionate, thorough, and personalized. We aim to continually innovate and grow, both in our clinical practices and in fostering an inclusive, empowering environment for our staff to thrive.
What sets this clinic apart from others in the area? Our clinic stands out for its commitment to patient centered care, and a collaborative team approach. We prioritize individualized care, ensuring each patients receives a tailored treatment plan and feels valued throughout their experience. We’re also attentive to creating an inviting and professional environment, taking pride in the look and feel of our clinic to enhance the patient experience. Additionally, our dedicated research institute brings valuable insights to our team and patients, helping us stay at the forefront of dermatology and offer innovative, evidence-based treatments.
Team Dynamics:
How do the different teams (physicians, nurses, medical office assistants, management) collaborate? Each team plays a vital role, and we work together to ensure the best patient experience. Communication is ongoing throughout the day with all team members to ensure smooth patient flow and timely support. We use multiple channels to communicate with one another and Management also supports these open communication channels and encourages feedback, so everyone’s voice is heard and valued.
How many team members are there in the organization? Our organization has a total of 134 team members. This includes a diverse group of dedicated professionals, from Physicians, Nurses, Medical Office Assistants, to Clinical Research Coordinators and management staff.
Requirements
Knowledge, Skills and Abilities:
Education: Post secondary education in a science or medical field preferred, Infection Prevention and Control (IPAC) certification an asset
Experience: 2-3 years experience in an administrative and/or research support role
Skills:
Knowledge of medical terminology and medical records management
Ability to multi-task in a fast-paced environment, effectively manage time, and adjust to changing priorities
Meticulous attention to detail related to records maintenance
Proficiency in MS Office Suite of products (Outlook, Excel, Word, PowerPoint)
Excellent written and verbal communication skills
Excellent interpersonal skills, including the ability to display a genuine interest in the well-being of patients
Ability to work effectively both independently and in a team setting, contributing to a positive and collaborative work environment
Experience using Telus Med Access electronic medical record (EMR) system
Ability to lift up to 50 lbs.
Physical Demands:
Requires extended periods of time sitting or standing
Ability to lift up to 50 lbs.
Intense visual concentration is greater than 50% of the time (ie. Computers, tablets, and/or mobile phone)
Work Environment:
Clinical research environment including occasional exposure to biohazardous materials
