Clinical Data Services Representative

Overall Purpose of the Job

Invoice processing services (setup calculate and schedule payments) for a designated client under

the instructions direction and control of Client.

Responsibilities/Authorities

o Attend internal kick off meeting for assigned studies.

o Receive review and raise quires on client setup data; Setup payments module and assign

internal users; Assign user approval authority; Import site list (organizations addresses and

contacts); Create study record and Import study sites.

o Setup integration to Rave electronic data capture (EDC) or setup integration to non-Rave

EDC (if required); Import subject visit/Case Report Form (CRF) templates from non-Rave EDC.

o Create site activity and subject procedure templates; Add payees; Import site event costs and

site payee contracts; Verify Payee bank details against clinical trail agreement (CTA)/source

data.

o Setup and assign site users.

o Complete the user acceptance testing (UAT) upon request by client for every study set-up

including but not limited to: Remote connections; Integration of site subject CRF and

metrics; Rave data entry and validation of data in site payments and Documentation of UAT.

o Query for English invoice if Non-English invoice received from the sites. If site unable to

provide English version of invoice verify Client approval of site-specific invoice translation

and get the invoices translated via the established procedure.

o Create ad-hoc costs (i.e. site invoiceable)-need to agree paper flow; Approve costs and

create payment requests; Manage generate and send request for Invoice (RFI) process (for

ex-US sites).

o Receive and reconcile site invoices and track details (e.g. invoice number and value-added

tax (VAT)); Follow up on outstanding site invoices.

o Set payment requests to Awaiting approval; Payments made ready for disbursement.

o Responsible for resolve site queries (data or configuration issues) maintaining internal

metrics and status reporting (process improvement) and ad-hoc reporting.

o Performing quality check (QC) for the completed activities.

o Attend/comply with all the internal and client assigned trainings/data protection

trainings/workshops/seminars.

o Responsible for attending any other meetings as and when required. Preparation and

circulation of minutes of meetings (MOMs).

o Escalates system related issues to clients technical support group and seek clients advice

when faced with non-standard issues/problems.

o Contributing to SOPs/SWIs/Guidance documents development and seeking client approval

as required.

o Adhere to the Clients SOPs/SWIs/Policies/Guidance documents as applicable.

o Adhere to the defined service level agreements (SLAs) and key performance indicators (KPIs).

o Responsible for maintaining daily productions logs and timely delivery of work assignments

with the expected quality.

o Responsible for Co-ordination with the own work group and with the clients as needed.

Foster a good working relationship with the client.

o Understand metrics for the process and have a good insight into Operational Excellence

principles and implement them in enhancing the Site Payments process.

o High degree of accuracy and attention to detail.

o Identifies opportunities to enhance/streamline business process and Contribute towards

automations.

o Perform any other additional responsibilities as assigned by the Team Lead and/or Service

Delivery Lead.