Patient Access Coordinator

We are seeking a Patient Access Coordinator to support source visibility, patient access handoffs, lead support workflows, mass communication response tracking, inbound issue logging, ambassador support, database reactivation support, GHL/tracker hygiene, and operational support across Patient Access & Marketing. This role supports recurring patient access operations, tracker updates, list cleanup, follow-up queue support, market/source tagging, mass communication tracking, ambassador visibility, and weekly reporting. This role is a coordination and visibility role. It does not own sponsor portals, final Enrollment operations, patient scheduling, or clinical prescreening.

Duties and Responsibilities

• Maintain a source handoff tracker for mass communications, digital campaigns, PPP/provider referrals, community event leads, vendor leads, sponsor-source visibility, EMR/chart review sources, database outreach, and GHL workflows.
• Track owner, source, study, indication, site, market, status, next step, follow-up date, and escalation needs for patient access-related handoffs.
• Support mass communication response tracking by documenting send name, audience segment, site/market, source label, form link, responses, follow-up owner, scheduled, screened, and randomized where available.
• Support patient engagement workflows by organizing mass communication tracking, script request details, message/version tracking, and missing study detail follow-up when assigned.
• Support patient engagement support resources by helping train, audit, and review tracker updates, follow-up queue work, patient access issue logs, ambassador support items, and list cleanup tasks.
• Maintain non-safety patient access issue logs and route items to the correct owner, including Enrollment, Digital, Community, Sponsor Relations, or Finance when needed.
• Support ambassador-related workflows, warm patient engagement support, referral support documentation, and payout/process visibility where assigned and trained.
• Help validate and organize lead/source lists by study, indication, geography, source, engagement history, last contact date, and potential cross-study match.
• Support database/lifecycle reactivation queues by tracking patient pools, audience segments, send readiness, response ownership, and restart needs.
• Support GHL/CRM data for patient access-related workflows by helping maintain fields, tags, owner assignment, duplicate cleanup, status updates, and incomplete record flagging where assigned.
• Support provider list, market list, and specialty list cleanup when these lists are being used for patient access, source tracking, or campaign/mass communication planning, while keeping relationship ownership with the appropriate Community/Business Outreach owner.
• Coordinate with Sponsor Relations and sponsor portal support lanes where sponsor-originated sources need visibility in reports, while keeping sponsor portals owned by Sponsor Relations.
• Support EMR/EHR source visibility for chart review workflows, and other identification sources without replacing Enrollment/Data Ownership.
• Track vendor/source visibility.
• Maintain operational pause and restart queues for deferred follow-up, non-safety issues, paused source workflows, and campaigns or mass communications that need to resume after an operational break.
• Support launch readiness by confirming follow-up owner, site capacity, source label, routing visibility, and response ownership before mass comms, campaigns, event QR codes, or vendor sources go live.
• Prepare weekly source visibility summaries showing active sources, open handoffs, unassigned items, mass comm responses, event leads, ambassador items, database reactivation work, and blocked workflows.
• Escalate any source, list, mass communication, ambassador, vendor, or patient access workflow that does not have a clear owner or follow-up path.
• Document recurring source handoff, list cleanup, mass comm, issue log, ambassador support, and restart queue workflows so they are not dependent on individual memory.

Knowledge and Experience

Education

• Bachelor’s degree in Healthcare Administration, Public Health, Business, Communications, Marketing, Operations, or related field preferred.
• Equivalent healthcare operations, patient access, patient engagement, call center, clinical research, or coordinator experience may be considered.

Experience

• Minimum 2 to 4 years of experience in healthcare operations, patient access, patient engagement, clinical research support, call center coordination, marketing operations, source tracking, or CRM/tracker coordination.
• Experience maintaining trackers, logs, follow-up queues, source records, issue lists, or cross-functional handoffs required.
• Experience supporting scripts, mass communications, ambassador/referral workflows, database lists, or patient engagement operations preferred.
• Clinical research, SMO, CRO, site network, patient recruitment, or healthcare marketing experience strongly preferred.

Credentials

• Healthcare operations, patient access, clinical research, or project coordination training preferred.
• HIPAA/privacy awareness preferred where applicable.

Knowledge and Skills

• Strong understanding of how patient sources need to be labeled, routed, and followed up.
• Ability to see gaps between Marketing, Enrollment, Community, Sponsor Relations, Finance, and Patient Engagement.
• Strong attention to detail around source labels, owners, next steps, follow-up dates, and unresolved items.
• Ability to support patient engagement and support team members without taking over their full roles.
• Ability to organize lists and trackers so leadership can see what is active, blocked, or missing ownership.
• Comfort working with paid media, mass communications, PPP, events, EMR, database, vendors, sponsor sources, and ambassador workflows.
• Ability to escalate quickly when a source or patient access workflow has no clear owner

KPI & Success Metrics

Handoff Completion

• Mass comms, digital, PPP, events, vendor, sponsor visibility, EMR, and database source handoffs have clear owners and documented status.

Tracker Hygiene

• Assigned trackers/lists have updated owner, status, source label, next step, and follow-up date.

Mass Comms Tracking

• Sends, responses, source labels, follow-up ownership, scheduled, screened, and randomized are tracked where available.

Patient Access Issue Resolution

• Non-safety patient access issues are logged, routed, resolved, or escalated.

Patient Engagement Support

• Assigned script/mass comm/ambassador/list/log support tasks are organized and completed without creating rework.

Database Reactivation Support

• Reactivation pool size, sends, responses, scheduled, screened, randomized, and cross-study matches are tracked where available.

Restart Readiness

• Pause/restart queues are organized and actionable.

Sponsor Source Clarity

• Sponsor-originated sources remain