The many responsibilities of a study coordinator
It is difficult to quantify a study coordinator’s responsibilities.
Education, licensure and position dictate the tasks. Temerity and drive impact the scope or limit. The ambitious perceive the role as fertile ground from which their research careers will flourish. The idealistic perceive the position as a means to help find a cure for disease. The disparity of background and motivation matters not, as the commonality drives the end result.
And the incredible commonality I see with the study coordinators I encounter is their dedication—to their patients, to their investigators, to the studies they conduct—despite fatigue, sadness or stress. Coordinators are 100% dedicated to their studies and patients.
I started my career in clinical research as a study coordinator for an internal medicine physician. Taking over a busy clinical trials practice was daunting enough for an experienced study coordinator. For me, a nurse without experience, the prospect was frightening; it required a lightning-speed assimilation process that sometimes paralyzed effort with the enormity of the task.
Tips for resourcefulness and prioritization in clinical research
- If you cannot identify the most important task, ask an experienced, unbiased third party to help you identify what is most critical.
- Limit distractions: Postpone answering voicemail and email while working on a task that requires complete concentration.
- Never refuse a new opportunity or responsibility. Say yes, even if you don’t know how to do something. You can always figure it out. Your enthusiasm and ingenuity will propel your career forward.
- When new to clinical research, never let fear dictate your failure; let it force understanding and success.
- Align yourself with an experienced mentor.
The crash course in clinical research arranged by my forward-thinking employer was brilliant in concept and execution. She channeled nervous energy to action by continuously giving me projects from the start. She capitalized on what I could do (draw blood, injections, vital signs, etc.) and used it as a teaching platform for what I would eventually do (everything else). During my first week, I was observing the consenting process and then assisting her with screening procedures. We were enrolling a pneumonia study, so she had me memorize the hospital lab’s process for staining sputum samples, as it would be included in my task load. She forced my autonomy with her insistence that I do my utmost to discover the answers before asking for help.
Speaking of sputum samples, I remember a specific problem that could not have been resolved without that resourcefulness. My principal investigator (PI) was determined for us to enroll one more pneumonia-study patient before study enrollment closed. That meant I had to become quickly proficient in sputum plating (for study gram stains). We had a surplus of agar plates and purple dye and I mock-plated every liquid I could think of in whatever area was available: the research lab sink (small); the employee restroom (awkward); the back sink of the microbiology lab (optimal but not always available). I felt my skills were progressing, but we needed a real patient, with real sputum, to validate theory.
Finally, a pneumonia patient was referred to us from the emergency room. For lack of a better expression, he was generous with his sputum; my PI coaxed three sterile cups of phlegm (from him) with which I could produce a perfectly plated specimen. Determined, I grabbed a bag of agar plates, applicators, purple dye, and raced to the hospital lab to plate. Only the sink area was occupied by a microbiologist with a steely countenance that did not lend sympathy. Nonplussed, I raced back to internal medicine, hoping that the employee bathroom was empty; no such luck. I started to sweat. I was running out of options and time. The deadline was closing with each second I did not have a viable sample prepared.
Finally, I had an idea that brought some trepidation: There was another large bathroom/sink I could use located in the personal office suite of the department head—a formidable, brilliant physician who traveled for high-level speaking engagements. The suite was rarely used. I likely would be reprimanded if I used it for such a purpose, but I was desperate to meet enrollment and the decision was made.
I attempted to stroll nonchalantly to the empty office suite (because nothing looks more inconspicuous than a masked nurse with a bag of plates and sterile containers hoisted over her shoulder). I closed the door to the deserted bathroom, prepared my supplies and began the plating process. I successfully plated two samples but in my haste misjudged the trajectory of the dye on my third attempt. A large arc of purple dye ascended, spiraled gracefully and then splashed recklessly over every white space of bathroom. It looked like a bottle of grape juice had exploded in the department head’s bathroom. I stifled my panic, raced back to my office to obtain cleaning supplies and cleaned up the mess in record time. I also successfully plated three specimens and enrolled our final pneumonia study patient, to the pleasure of my PI.
The slightly smug satisfaction I felt evaporated the next morning. I arrived at work to find the department head waiting in the research office. I forced my leaden feet forward for the reprimand. It was short, even-toned and full of intimidating purpose: “The next time you use my bathroom for your little experiments, make sure you clean up after yourself!” She exited the office and I exhaled with relief. I obviously needed to sharpen my housekeeping skills. But I was still employed and we had met study quota. The price of ingenuity: Well worth the cost!
Elizabeth Blair Weeks-Rowe has served in a variety of clinical research roles including CRA, CRA trainer, CRA manager and clinical research writer. She works in relationship development/study startup in the CRO industry. Email ebwcra@yahoo.com.
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