Patient and Resource Administrator

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 and Resource Administrator at WEP Clinical plays a pivotal role inpatient engagement and nursing resourcing coordination, ensuring a seamless experience for both patients and nursing teams. This role involves supporting the administrative tasks related to patient home visits, including pre-visit coordination and assisting with travel logistics, to ensure smooth delivery of clinical trial services. The role is responsible for booking travel for nurses and patients, handling related travel issues and ensuring smooth communication with all stakeholders.  

As a key support function, the administrator will work closely with the Patient Coordinator, Resource Planner, Clinical Operations and Project Management team to maintain nurse availability, support compliance with study protocols, and promote high-quality patient centered care. 

The role will also focus on supporting the scheduling and coordination of nursing staff by assisting with communication, travel arrangements, and administrative follow-up to ensure cost-effective, patient-centered care. 

• Organized
• Strong Communicator
• Adaptable
• Detail Oriented
• Problem Solver

• Assist Resource Planners and Patient Coordinators with administrative scheduling tasks and outreach to nurses and patients
• Welcome patients to WEP Clinical Nursing services within 24 hours of referral and act as a primary point of contact
• Confirm patient availability, visit details, and provide timely communication, including reminders and follow-up
• Coordinate travel arrangements for nurses and patients, ensuring bookings align with approved cost limits
• Monitor and verify travel bookings against confirmed visit schedules for accuracy and compliance
• Support nurse credential checks and flag upcoming expirations or discrepancies to the appropriate teams
• Record accurate scheduling and nurse assignment details in the system
• Communicate effectively with internal stakeholders to support smooth service delivery
• Escalate scheduling conflicts, patient concerns, or delays to senior team members or clinical leadership
• Ensure all communications and data handling follow privacy regulations and contribute to ongoing process improvements

• 1–2 years of experience in clinical research, healthcare scheduling, appointment coordination, or equivalent education and expertise
• Strong telephone and written communication skills with experience in patient-facing roles and cross-functional collaboration
• Solid understanding of clinical research, healthcare workflows, and patient care processes
• Familiarity with data protection and confidentiality regulations (e.g., HIPAA, GDPR)
• Proven ability to manage multiple tasks under pressure, adapt to changing priorities, and work independently in a remote setting
• Experience in fast-paced environments with strong organizational and time-management skills
• Proficient in Microsoft Office, Google Maps, and scheduling software; comfortable using multiple communication platforms
• High attention to detail and accuracy in scheduling, data entry, and documentation
• Strong customer service skills with a professional, empathetic approach; experience managing travel logistics preferred
• Confident in engaging with field-based teams via phone, email, text, and Microsoft Teams

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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