Investigator Payment Coordinator

·         Recognize, exemplify and adhere to ICON's values which centers around our commitment to People, Clients and Performance.

·         As a member of staff, the employee is expected to embrace and contribute to our culture of process improvement with a focus on streamlining our processes adding value to our business and meeting client needs.

·         Travel (approximately 0%) domestic and/or international

People – Leadership, Teamwork, Energising and Developing Others

·         * To support the Investigator Payments team with set up and maintenance of ICON’s investigators payments as appropriate.

·         * To support team lead and be the main point of contact for issue escalation in the absence of a more senior member of IPG team

·         To positively contribute to the IP group by seeking to continuously improve their job performance and knowledge of IPG systems and processes

·         To support Clinical staff in executing accurate, timely  and efficient investigator payments in accordance with investigator contract

Clients – Delivery to Customers, Building Relationships

·       * Prepare communication materials/ payment data for internal/  external clients relating to investigator payments/reporting as appropriate

·       * To host training sessions/ meetings relating to IPG processes and procedures

·       To route correspondence appropriately and ensure all queries raised have been assigned to the correct team member in a timely manner.

·       To escalate payment issues/delays appropriately

·       * To review payments in line with site contracts and visit data to ensure sites are being paid in a timely accurate and efficient manner and escalate delays/ issues appropriately

·       * To prepare, host and report on Clinical/IPG study status meetings and contribute to reporting on status of studies in relation to investigator payments

·       To set up, organise and maintain clinical study/ IPG and supporting documentation as appropriate.

·       Conduct day to day activities in a professional, service-orientated and client orientated manner

·       Maintain positive, strong working relationships with clients, vendors and staff.

·       Work with team lead/supervisor as required to quality check /review  work completed by internal IPG staff and other departments

·       Communicate effectively with investigative site personnel and/or ICON or Sponsor Clinical Project Managers, regarding payment inquiries and managing their expectations accordingly.

·       Liaise with all other ICON departments such as Clinical, PTS, IT, Finance, legal and contracts to ensure payment queries are speedily resolved.

·       To effectively build and maintain a productive working relationship with the Clinical teams and other ancillary department staff to effectively manage their needs and expectations in relation to payments.

Performance – Personal Effectiveness, Commercial Awareness, Robust Thinking

·        Oversee and be accountable for the quality of the payments in the studies assigned to ensure they are conducted in an effective manner, meeting agreed timelines and expectations and in accordance with IPG KPIs, WPS and SOPs, appropriate regulations and ICON’s quality standards.

·       * Generate and validate the export payment files from ICONomics (“upload” file) to the A/P dept for posting. After payments are complete, ensure payment details are uploaded into ICONomics.

·       Perform “first level”  and “second level” accuracy examination of Payment Due Forms, comparing the paper copies of the forms to the electronic “upload” file, ensuring proper coding in accordance with standard group procedures.

·       Ensure each vendor has been set up in ICON financial systems and that any new information relating to existing vendors is appropriately progressed through to relevant finance staff. Ensure new financial information relating to vendors is passed to relevant department member as needed

·       Be accountable for the quality of how each study assigned is set-up and maintained, ensuring payments are correct and that all work carried out is in accordance with IPG processes and procedures and is audit ready.

·       Update IPG systems with any changes from site contracts for assigned studies, as applicable.

·       Communicate with assigned Project Managers to establish payment timelines that will allow appropriate processing time for timely payment runs as defined by investigator contract.

·       Contribute to writing/updating IPG SOP’s/ WP’s as requested

·       Liaise with the Clinical teams to ensure that all ICONomics data/information is both current and accurate.

·       * Review all site contracts and accurately set up the proposed payees and budget schedule as governed by the signed Investigator contract.

·       * Review contracts in coordination with the other members of the set-up team to ensure that the contract specific budget schedule and terms can be facilitated via the IPG system.

·       Represent the Investigator Payments Group (IPG) systems set-up meetings to ensure content of meeting is consistent with capacity and capability of IPG and in line with ICON processes and procedures

·         Accurately record and update all applicable logs and maintain all IPG related files and tracking tools as requested.

·       Send meeting requests, book meeting rooms / teleconference facilities for meetings as required.

·       Record, prepare and distribute meeting minutes as requested

·       Be familiar with IPG and industry standards, appropriate regulations and relevant IPG and ICON processes and procedures

·       Contribute to process improvement initiatives within IPG and the wider organisation

·         Meet all IPG iLearn/training requirements appropriate to this position.

·       Ensure ICON’s reputation for excellence is carried through and maintained throughout all IPG administrative processes and highlight areas for improvement as needed

·       Special Projects/assignments as requested.

·         To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·         US/LATAM/CAN: Minimum of 2 years relevant work experience preferred, or has demonstrated aptitude necessary to execute this role.

·         EU/APAC: Prior relevant experience preferred or has a demonstrated aptitude necessary to execute this role.

·         Ability to liaise successfully with all levels of management at ICON, vendors, and clients.

·         Good working knowledge of PC applications (Excel, Word, Outlook and Access).

·         Excellent organisational, administration and problem solving skills.

·         Excellent written and verbal communication skills.

·         Excellent Customer Relationship Management skills. Ability to easily adapt to dynamic environment working to strict deadlines and targets.

·         Good numerical ability an advantage.