“What Makes The Perfect Study Coordinator?”

By Stacey Carmody, CCRP

Let me just start by saying that nobody is perfect. We are all human, and we all have strengths and weaknesses. But there are some characteristics that make a strong study coordinator, and here are four key traits that one must possess:

Be Organized: Organization is key, so much so that I will say that if you are a very unorganized person, then clinical research probably isn’t for you. Think about what the word “coordinated” means. It means you are able to do more than one thing at once. Coordinators juggle a LOT.

You are the bridge between the sponsoring companies, the patients, your staff, your principal investigator and the Institutional Review Board (IRB)- and each one of these groups will need and want things from you, and you will need to deliver- sometimes before a deadline hits.

Most coordinators deal with several different studies in various phases and stages- another reason that you must be highly organized so you know which end is up. Have several folders (both physical and electronic) that are clearly labeled, write things down, use sticky notes, post notes on your personal bulletin board and so forth.

Communicate: A strong coordinator will communicate often and quickly. Questions will be asked by patients, sponsors will ask you for data, IRBs will ask you for documents and so forth. You should provide answers in a timely manner, and seek out the answer if you do not know it. Be accessible. Check you email and phone messages often and reply to them.You do not want anyone, especially patients- to feel ignored as this can pose a safety risk; and it is also bad customer service. Keep your staff and principal investigator in loop as far as study progress goes and alert them of any significant developments. Initiate meetings. I know that is sometimes easier said than done. I have often said that getting a group of doctors together is like herding cats- next to impossible! But give it a try. Even if you cannot meet in person, you can communicate via email, phone and even virtual meetings.

Be Flexible: In research, sometimes the unexpected happens. A patient will have a serious adverse event, a staff member will quit, a sponsor will terminate a study- all of these will have you scrambling and you may have to put other tasks aside for the time being. You must be able to “switch gears.” Be flexible with making time for your principal investigator, patients and study monitor visits. Some studies require flexibility as far as enrolling on “off hours” like evenings and weekends. Being able to travel for investigator meetings is another need for flexibility.

Be Interested: It is easier to come to a job if you find it interesting. It is not unusual at times for a job to seem routine or tiresome. So, find ways to keep an interest in your field. Attend continuing education events, read journals about research, buy a book about research, or even watch a film about research or researchers. Network with others who do what you do- either in person or online. Keep a sense of humor and a positive outlook. Think about the “big picture” – that you are part of something big, which is discovery and improving patients’ lives.

To learn more about becoming a study coordinator, check out this inexpensive DVD on this topic.