Job Summary
The Student Clinical Data Specialist is responsible for maintaining and managing student clinical compliance data across the full clinical lifecycle — from initial onboarding through clinical placement completion. This role ensures that student immunization, certification, and compliance data are accurately entered, tracked, and reconciled between CastleBranch (historic records) and the institution's current compliance platform, in accordance with clinical site and institutional requirements. The position requires strong attention to detail, consistent follow-up, and professional communication with students, staff, and clinical partners.
Essential Duties and Responsibilities
The duties listed below are representative of the core responsibilities of this position but are not exhaustive.
Student Onboarding & Compliance
- Preparing informational materials for prospective students
- Providing students with clear, step-by-step directions on how and where to upload each type of compliance documentation through the institution’s current compliance platform
- Coordinate student onboarding processes for assigned clinical sites
- Manage and monitor student clinical compliance requirements across CastleBranch (historic records) and the institution's current compliance platform, including but not limited to:
- Immunizations and health records
- BLS certification
- HIPAA and OSHA training
- Background checks and drug screenings
- Track, verify, and document completion of all required onboarding materials
- Maintain accurate, organized digital records and compliance files.
Clinical Data Lifecycle Management
- Serve as the primary owner of student clinical data accuracy and integrity from initial onboarding through clinical rotation completion and program exit
- Maintain and update student clinical records as students progress through each phase of the clinical lifecycle, including placement changes, rotation extensions, re-certifications, and expirations
- Reconcile historic data maintained in CastleBranch with current records in the institution’s active compliance platform to ensure a single, accurate source of truth
- Ensure student clinical files remain audit-ready at every stage of the clinical lifecycle, not only at initial onboarding
- Partner with the Registrar, program directors, and clinical site contacts to ensure clinical data reflects real-time student status
- Generate periodic clinical data status reports for program leadership
Student Communication & Follow-Up