Clinical Research Finance & CTMS Specialist

Gastro Health, LLC is looking for a Full‑Time Clinical Research Finance & CTMS Specialist to join our team!

The Clinical Research Finance & CTMS Specialist will support the financial, operational, and documentation needs of our growing clinical research program. This role will report to the Finance Department, while working closely with Clinical Research leadership, site managers, coordinators, investigators, sponsors, CROs, and external financial partners.

Clinical Research Finance

• Support financial oversight of active clinical trials across Gastro Health research sites.
• Track study revenue, earned revenue, open receivables, unpaid invoices, and outstanding sponsor/CRO payments.
• Assist with sponsor invoicing, pass‑through cost tracking, start‑up fee tracking, milestone billing, visit‑based billing, and closeout reconciliation.
• Review study budgets and payment terms to ensure that billable items are properly captured and invoiced.
• Monitor accounts receivables and assist with collections follow‑up for unpaid sponsor and CRO balances.
• Work with Finance and Clinical Research leadership to reconcile CTMS financial activity against internal accounting records.
• Identify missed billing opportunities, underpaid items, payment discrepancies, and budget‑to‑payment variances.
• Support monthly financial reporting for the research program, including revenue, collections, aging, and study‑level financial performance.
• Internal monthly reporting to clinical research sites on studies/performance, distributions, etc.
• Assist in developing standardized finance workflows for clinical trial billing, invoicing, reconciliation, and collections.

Real Time CTMS Administration and Financial Tracking

• Use Real Time CTMS to support study financial tracking, visit tracking, invoiceable events, payment status, and revenue reconciliation.
• Ensure study budgets, visit calendars, invoiceables, and payment schedules are accurately entered and maintained in Real Time CTMS.
• Partner with site staff to ensure completed visits, procedures, stipends, screen failures, unscheduled visits, and protocol‑required activities are properly documented and financially captured.
• Create and maintain CTMS reports to support Finance, Clinical Research leadership, and site‑level operational review.
• Identify gaps in CTMS utilization and help standardize how sites document visits, invoiceables, and financial events.
• Support training of research staff on financial workflows within Real Time CTMS.

Research Billing and Collections

• Support accurate research billing workflows by helping distinguish sponsor‑paid services, standard‑of‑care services, passthrough expenses, and patient‑billable items.
• Assist with review of clinical trial billing activity to reduce missed charges, duplicate billing, or inappropriate patient billing.
• Work with operational teams to ensure financial documentation supports billing and collection activity.
• Coordinate with sponsors and CROs on payment status, invoice disputes, remittance details, and payment reconciliation.
• Escalate unresolved payment issues to Finance and Clinical Research leadership as appropriate.
• Help create a consistent process for tracking payments from invoice generation through receipt and reconciliation.

Source Document Development

• Build and maintain protocol‑specific source document templates for clinical trials.
• Translate protocol schedules of assessments into practical visit worksheets, checklists, and source forms for site use.
• Ensure source documents support clean data capture, protocol compliance, billing accuracy, and visit reconciliation.
• Work with coordinators, investigators, and quality/regulatory staff to ensure source documents align with protocol requirements, EDC needs, and study workflows.
• Update source documents when protocols are amended or operational needs change.
• Support standardization of source document templates across Gastro Health research sites.

Cross‑Functional Collaboration

• Work closely with Finance, Clinical Research Operations, Regulatory, site coordinators, investigators, and external vendors.
• Support communication between research sites and Finance to ensure timely and accurate…