Clinical Research Finance & CTMS Specialist

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

Job Summary:

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..

Responsibilities

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.
RealTime CTMS Administration and Financial Tracking
• Use RealTime 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
RealTime CTMS.
• Partner with site staff to ensure completed visits, procedures, stipends, screen failures, unscheduled visits, and protocolrequired 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 RealTime 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 financial reporting.
• Assist with onboarding and training of research personnel related to CTMS use, source documentation, billing triggers, and
finance workflows.
• Participate in study start-up planning to ensure budgets, source documents, CTMS calendars, and financial workflows are
established before activation.
• Help build scalable infrastructure as Gastro Health expands its clinical research portfolio.

Qualifications:

• Bachelor's degree in finance, accounting, healthcare administration, life sciences, or a related field preferred; equivalent
  experience will be considered
• 3-5 years of Clinical Research experience required
• Prior work in clinical research operations, clinical research finance, research billing, or CTMS administration
• Hands-on use of RealTime CTMS or a comparable clinical trial management system
• Tracking accounts receivable, payment status, sponsor collections, or study-level financial performance
• Development or maintenance of clinical trial source documents, worksheets, or visit templates
• Work with coverage analysis, charge review, payment reconciliation, or clinical trial revenue cycle workflows
• Work in GI, hepatology, IBD, MASH/MASLD, or other specialty clinical trials
• Work within a multi-site clinical research organization
• Understanding of clinical trial budgets, sponsor invoicing, visit-based payments, pass-through costs, screen failure
  payments, and start-up fees
• Ability to read clinical trial protocols, schedules of assessments, and study budgets
• Proficiency with Microsoft Excel, SmartSheets and standard business productivity tools
• Familiarity with clinical research compliance, GCP, HIPAA, and sponsor/CRO audit expectations
• Availability to travel as required

Benefits:

• Medical
• Dental
• Vision
• Spending Accounts
• Life / AD&D
• Disability
• Accident
• Critical Illness
• Hospital Indemnity
• Legal
• Identity Theft
• Pet
• 401(k) retirement plan with Non-Elective Safe Harbor employer contribution for eligible employees
• Discretionary profit-sharing with employer contributions of 0% - 4% for eligible employees

Gastro Health is the one of the largest gastroenterology multi-specialty groups in the United States, with over 130+ locations throughout the country. Our team is composed of the finest gastroenterologists, pediatric gastroenterologists, colorectal surgeons, and allied health professionals. We are always looking for individuals that share our mission to provide outstanding medical care and an exceptional healthcare experience. We offer a comprehensive benefits package to our eligible employees.

Gastro Health is proud to be an Equal Opportunity Employer. We do not discriminate based on race, color, gender, disability, protected veteran, military status, religion, age, creed, national origin, gender identity, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

We thank you for your interest in joining our growing Gastro Health team!