New Patient Navigator

Valkyrie Clinical Trials (VCT), a Flourish Research Company, is a leading Oncology multi-site clinical research network with expertise in Oncology research. VCT approaches clinical research with a deep sense of humanity, compassion, and sincere kindness. VCT was founded by leading Clinical Oncologist, Dr. David Berz, and has multiple sites spanning California in Century City, Panaroma City, and Murrieta, and has recently expanded to Denver, Colorado.

Flourish Research is one of the industry’s most progressive and diversified clinical trial organizations, with strong capabilities across cardiology, metabolic disorders, renal, oncology, CNS, pulmonology, and vaccine research. At Flourish Research, we strive toward excellence. In clinical trials and healthcare, excellence means everyone deserves the best care, regardless of their race, color, gender identity, religion, ethnicity, physical abilities, age, sexual orientation, or veteran status. We embrace employees, customers, and patients from these underrepresented groups to help make this vision a reality. Flourish is committed to a safe work environment where all employees, customers, and patients are included, and treated with dignity and respect. The more diversity we have in our team, the more unique perspectives, and ideas we share, and the better prepared we are to serve our communities. WE SEE YOU. WE ARE YOU. WE EMBRACE YOU. WE CELEBRATE YOU!

We are actively hiring a New Patient Navigator to support our Valkyrie Clinical Trials Century City, CA site.

LOCATION: Onsite, Century City, CA FLSA: Non-Exempt HOURS: Monday to Friday, Day Shift, 40 hours per week COMPENSATION: $33 to $43 per hour (depending on experience)

Requirements

• Position Summary

• The New Patient Navigator is the first point of contact for patients referred to Valkyrie Clinical Trials and for the physician offices that refer them. The role manages the new patient path from referral intake through Cycle 1 Day 1: reaching patients quickly, scheduling initial consults, gathering the medical records the clinical team needs to evaluate trial fit, and handing each enrolled patient to the assigned Clinical Research Coordinator. The Navigator is also the day-to-day administrative contact for referring physicians and their staff, keeping them informed on where their patients stand and making it easy to send patients to Valkyrie.

• Two things distinguish this role from a standard intake or scheduling position. Oncology referrals are clinically dense. The Navigator does not determine eligibility, but needs a working command of each patient's diagnosis, stage, and treatment history, along with the protocols open at the site, to know which records matter (pathology, imaging, prior lines of therapy, biomarker results) and to get them to the Principal Investigator complete and on time. A missing or incorrect record in this patient population is a safety issue, not just a paperwork issue. Valkyrie's care model is also white glove. Patients and their families are never routed around or told no when they hit a logistical obstacle, whether that is transportation, lodging, an insurance question, or a records office that won't call back. The Navigator owns the problem until it is solved or in the hands of the right person, and referring physicians get the same level of follow-through.

• This is an individual contributor role within Site Operations, reporting to the Director, Patient Navigation and working closely with the Medical Director, Principal Investigators, and the clinical research team. Responsibility for the patient transfers to the CRC at Cycle 1 Day 1. Placement and progression within the role are determined by the Proficiency Level Matrix included with this job description.

• All work is performed in accordance with Flourish Research SOPs, policies and procedures, HIPAA and patient privacy requirements, federal regulations, medical ethics, Good Clinical Practice, ICH guidelines, IRB requirements, sponsor protocol requirements, and the Flourish Research Core Values, Mission Statement, and Employee Manual.

• Departments Supervised: N/A

• Essential Job Functions

• Referring Physician Relationship Management (Primary Area of Focus)

• A. Serve as the main administrative contact for referring physicians and their office staff, giving each practice one reliable person for referrals, questions, and patient status.

• B. Acknowledge every incoming referral to the referring office promptly and confirm what is needed to move the patient forward (records, imaging, pathology, insurance information).

• C. Close the loop with referring physicians at each milestone: consult scheduled, screening started, enrolled, or screen failed. When a trial is not the right fit, coordinate the patient's smooth return to the referring physician's care.

• D. Schedule calls or meetings between referring physicians and Valkyrie Principal Investigators or the Medical Director when clinical questions come up.

• E. Maintain an up-to-date referral source directory, including practice contacts, preferred communication methods, referral volume, and any practice-specific records or order requirements.

• F. Onboard new referring practices once a partnership is established by the Site Director or Medical Director: set up the referral workflow, share referral forms and records requirements, and confirm contacts on both sides.

• G. Keep referring offices current on open trials and slot availability using site-approved materials, and coordinate logistics for office visits, lunch-and-learns, and community events led by Site leadership.

• H. Support community partnerships with organizations serving diverse populations by managing contact lists, scheduling, and outreach materials.

• I. Log all physician and community partner interactions and flag relationship concerns (slow responses, missed updates, declining referral volume) to the Site Director.

• Patient Navigation & Enrollment Support

• A. Contact new patients within established referral turnaround times and keep patients and families informed from referral intake through Cycle 1 Day 1.

• B. Schedule and coordinate initial new patient consult visits, matching each patient to the right provider based on diagnosis and open trials.

• C. Collect and upload all necessary medical records before the consult, including pathology, imaging, labs, treatment history, and biomarker results, and flag gaps to the clinical team before they cause a delay.

• D. Learn each patient's diagnosis, stage, and treatment history well enough to recognize when information is missing, inconsistent, or clinically significant, and escalate to the Principal Investigator or clinical team right away.

• E. Remove logistical barriers for patients and families, including transportation, lodging, travel, parking, and appointment conflicts, using site and sponsor resources. No patient is left with a no and no next step.

• F. Assist with scheduling needs during the screening period in coordination with the assigned CRC.

• G. Complete a documented handoff to the assigned CRC at Cycle 1 Day 1, covering records collected, consent and screening status, insurance authorization status, open logistics, and patient and family preferences.

• Systems, Coordination & Reporting

• A. Become proficient in the regular use of the Electronic Medical Record (EMR) and Clinical Trial Management System (CTMS) to enter and manage patient information accurately.

• B. Work closely with Principal Investigators and Clinical Research Team to ensure slot availability and matching potential patients for screening.

• C. Track all referrals and referral sources, including time from referral to consult and consult to enrollment, and use the data to give regular updates to referring physicians and practice partners.

• D. Provide support in generating and reviewing periodic reports for Site and Medical Directors.

• General Responsibilities

• A. Adapt to additional responsibilities as required by the evolving needs of the organization and as determined by leadership.

• B. Represent Flourish Research in a professional and courteous manner (verbal, written, and in appearance) when interacting with all staff, clients, and vendors.

• C. Additional duties as assigned by management.

Physical Requirements and/or Environmental Factors:

• Work is normally performed in a typical interior clinical/office work environment.

• Daily computer use.

• Frequent verbal and written communication.

• Occasional evening and weekend work schedules.

• Ability to properly lift thirty-five pounds and occasionally more than thirty-five pounds.

Minimum Requirements:

Education

• Bachelor’s degree or equivalent experience.

Experience

• At least 5 years' experience working directly with patients, including referral coordination, patient navigation, or managing relationships with physician offices.

• Bilingual in English and Spanish (written and verbal) preferred

• Prior oncology experience and exposure to clinical research preferred.

• Working knowledge of medical terminology and oncology medical records (pathology reports, imaging, treatment history) preferred.

Knowledge, Skills, & Core Competencies:

• Proven organizational skills and strong attention to detail.

• Strong time-management, communication, presentation, and interpersonal skills (both written and oral).

• Ability to build trusted working relationships with physicians, office staff, and internal teams, and to keep those relationships strong through consistent follow-through.

• Excellent computer skills to include Office365 products.

• Ability to work independently and professionally, with a high degree of urgency and self-motivation.

• Demonstrated ability to collaborate and align with operations.

• Demonstrated decision-making, critical thinking, and problem-solving abilities.

• Excellent project management skills with the ability to handle competing priorities and meet deadlines.

• Strong work ethic and a genuine commitment to white glove patient care.

• Understanding of clinical research processes.

• Knowledge of HIPAA and patient privacy requirements.

• Benefits

• Health, dental, and vision insurance plans, 401(k) with a 100% employer match on the first 4% of employee contributions, tuition reimbursement, parental leave, employee referral program, employee assistance program, life insurance, disability insurance, and a generous PTO plan covering vacation, sick, personal days and 8 paid holidays.

• Flourish Research is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, sex, (including pregnancy and gender identity), citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed, physical or mental disability, genetic information, marital status, veteran status, political affiliation, or any other factor protected by law. Flourish Research complies with the law regarding reasonable accommodation for handicapped and disabled employees.