Program Lead Clinical Trial Revenue Cycle & Systems

Reports to Manager, Post-Award Clinical Trials Office, and serves as the central resource for clinical trials patient care billing, clinical trial invoicing and clinical trials information systems including CTMS and Power Trials. Responsible for leading and coordinating key financial, compliance, and operational activities for sponsored clinical research studies. This role performs and oversees sponsor invoicing, claims processing, cash management, and billing compliance monitoring through structured monitoring reports. The Program Lead also plays a critical role in training and education to ensure consistent understanding and application of post-award financial and compliance processes across stakeholders. This position serves as a subject matter expert in post-award clinical research finance and works closely with the Manager of Post-Award CTO to support operational excellence, compliance readiness, and continuous process improvement.

Minimum Education
Bachelor's Degree business, finance, accounting, healthcare administration, public health or biological science. (Required)
Master's Degree Master's degree in a healthcare related field preferred. (Preferred)

Minimum Work Experience
5 years Experienced research administrator in a progressive academic healthcare system. Experience administering clinical trials including coverage analysis, research patient care billing and invoicing. Experience with research and financial management IT systems including clinical trials management system. Previous people management experience. 

Required Skills/Knowledge
Knowledge of state and federal policies, laws and regulations that govern research. Knowledge of complex information systems used to manage research finance and administration. In depth understanding of medical terminology and ability to apply knowledge in research administration setting. Ability to manage competing priorities, timelines and deadlines successfully. Excellent verbal and written communication skills with proven ability to communicate across all levels of the organization in a professional, clear and concise manner.

Functional Accountabilities
Research Revenue Cycle
 

• Leads the compliant research revenue cycle process leveraging Cerner revenue Cycle, Power Trials and OnCore CTMS systems.
• Ensure patient billing is consistent with clinical trial agreement, coverage analysis and informed consent and that charges have been appropriately allocated to research study versus third party payers.
• Lead in the reconciliation of clinical trial accounts within Cerner Revenue Cycle and OnCore CTMS in collaboration with business operations and revenue cycle teams.
• Lead monitor and audit process of ongoing clinical trials for accuracy and compliance with applicable policies, regulations and laws. Prepare reports to leadership outlining findings, concerns, and trends.

• Act as a system resource in patient care billing compliance for research, providing training and education as needed.

• Develop internal policies, procedures and job aides as needed.

• Ensures accurate and timely clinical trial invoicing. Invoice all clinical trials consistent with contract terms.

• Oversee cash log activities, including tracking payments received, reconciling sponsor accounts, and ensuring proper application of funds.
• Monitor accounts receivable and follow up on unpaid or delayed sponsor payments.
• Oversee billing compliance through routine monitoring review reports to ensure adherence to regulatory requirements, institutional policies, and sponsor agreements.
• Identify billing discrepancies, compliance risks, and process gaps; recommend and implement corrective actions.

Research System Management
 

• Supports the lifecycle management of the OnCore CTMS and Cerner Revenue Cycle and Power Trials operations. Lead staff responsible for day-to-day operations.

• Identifies improvements in workflows and systems to make recommendations to enhance use of Oncore and Power Trials.

• Assist in the development of reports required by investigators and leadership from Oncore.  Provides reports to users as needed.

• Work with vendors for implementation of upgrades, fixes and regular maintenance of the system including testing. Leads in roll out of upgrades and new functionality.

• Updates processes and workflows as needed.

• ·         Oversee routine data quality assurance, manage protocol calendars (including amendments/updates), and gather user feedback to coordinate CTMS and Power Trials system improvements with vendors as needed.

Leadership and Training
 

• Act as an institutional resource in patient care budgeting, billing and invoicing compliance, providing training and education as needed.

• Develop internal policies, procedures and job aides for all aspects of clinical trials revenue cycle including budgeting, billing and invoicing.

• Acts as the institutional resource for Oncore CTMS and Cerner Power Trials.

• Creates and maintains training materials for Oncore CTMS and Cerner Power Trials. Participates in the training of new users.

• Leads in the identification and roll out of new functionality within Oncore and Power Trials
• Provides supervision Clinical Trials Revenue Cycle and Systems team. Participate in the day-to-day management, recruitment and hiring of staff. Responsible for performance management for a minimum of two direct reports.
• Anticipate and responds to customer needs; follows up until needs are met

Teamwork/Communication

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others’ ideas and opinions

Performance Improvement/Problem-solving

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

Cost Management/Financial Responsibility

• Use resources efficiently

• Search for less costly ways of doing things

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance