Front Desk Receptionist

Overview:At Empathx, we drive equitable access to complex trials at any phase by providing industry-leading patient access, clinical trial management, and analysis across cardiology/nephrology, psychiatry/neurology, metabolic, and infectious disease studies throughout the therapeutic pipeline.

Position Summary:The Front Desk Receptionist serves as the first point of contact for study participants, clients, visitors, sponsors, and staff. This role is responsible for creating a welcoming, professional, and organized front office environment that supports the smooth daily operations of the clinical research site. The Front Desk Receptionist manages participant and visitor check‑in and check‑out, directs clients to the appropriate areas of the office, answers and routes incoming calls, distributes study documents and correspondence, and provides administrative support across the site.

This position requires a warm, patient‑centered demeanor, exceptional organizational skills, and the ability to maintain strict confidentiality in a HIPAA-regulated clinical environment.

Duties and Responsibilities:

• Greet and welcome study participants, clients, visitors, vendors, and sponsor/CRO representatives with a positive, professional, and helpful attitude
• Assist clients and visitors in finding their way around the office; announce clients and direct them to the appropriate staff or area as necessary
• Check in and check out study participants for scheduled visits; notify appropriate research staff of participant arrival promptly
• Help maintain workplace security by issuing, checking, and collecting visitor badges as necessary and maintaining accurate visitor logs
• Maintain an organized, clean, and welcoming reception and waiting area at all times
• Answer, screen, forward, and route incoming phone calls in a professional manner; take accurate messages and ensure timely follow‑up by appropriate team members
• Respond to general inquiries via phone and email regarding study participation, site location, and visit logistics; refer clinical questions to appropriate research staff
• Schedule, confirm, and reschedule participant and staff appointments in coordination with the clinical research team and study protocols
• Prepare meeting and training rooms; coordinate conference room scheduling and visitor accommodations
• Coordinate with clinical staff to communicate participant transportation needs, delays, or appointment changes
• Sort and distribute incoming mail, packages, courier deliveries, faxes, and study documents to the appropriate clients and staff members in a timely manner
• Assist with preparation of participant materials including appointment reminders, informational packets, and visit instructions
• Assist colleagues with a variety of administrative tasks including copying, faxing, scanning, filing, taking notes, and data entry
• Order and maintain front office and administrative supplies; track inventory and coordinate reorder as needed
• Perform ad‑hoc administrative duties as directed by administrative or clinical leadership
• Collect and verify participant identification and required intake forms at check‑in; maintain strict confidentiality of all participant information in compliance with HIPAA
• Follow all site safety, infection control, and access protocols; direct visitors to appropriate PPE or screening procedures as required
• Assist in tracking and logging participant visit attendance and no‑shows in coordination with the recruitment and clinical teams
• Assist in prescreening potential participants who are interested in research studies
• Support audit and inspection readiness, including participation in sponsor audits, regulatory inspections, and internal quality reviews
• Complete all required SOP training and company‑required…