Patient Coordinator Jobs

Axle Informatics is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).

Axle is seeking a highly ambitious, adaptable, structured, and detail-oriented Patient Coordinator to join our vibrant team at the National Institutes of Health (NIH) supporting the National Institute of Neurological Disorders and Stroke (NINDS) located in Bethesda, MD.

Overall Position Summary And Objectives

Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the National Institute of Neurological Disorders and Stroke through the Clinical Trials Unit (CTU) to provide patient care coordination for specific groups, as assigned. The primary objective is to provide services and deliverables through performance of support services, through screening patients, providing initial information, and coordinating their study visits, including travel, lodging, and scheduling testing.

Deliverables

• Work products and documents related to scheduling diagnostic appointments; enter patient data into database; maintain clinical data in protocol databases; maintain patient files; coordinate volunteer payments. - Daily
• Work products and documents related to arranging patient scheduling, travel and admissions; track patient referral process by maintaining patient/volunteer spreadsheets; screen and forward calls from patients, physicians and callers from the public. - Daily
• Meet with lab members to present updates - Ad-Hoc
• Work products and documents related to executing protocol changes in patient population; create reports/spreadsheets for tracking and scheduling of protocol patients; coordinate NIH resources designated for study team; troubleshoot scheduling issues to ensure maximum productivity of staff resources. - Ad-Hoc
• Work products and documents related to preparing, maintaining and faxing weekly schedule; ensure that all protocol specifics are completed; prepare documents for clinical protocols in IRB/FDA; maintain protocol files. - Weekly

Work Details

• Respond to communications with research subjects; direct questions to appropriate team member.
• Prepare, maintain and fax weekly schedule; ensure that all protocol specifics arecompleted
• Ensure accurate and complete collection and submission of study data.
• Work with staff on QA/QC of the clinical and research records for patients on study prior to audits.
• Arrange patient scheduling, travel and admissions as designated by each specific protocol
• Monitors workflow and administers and revises processes to maintain and improve operations.
• Obtain outside medical records, radiology studies, biopsy slides and submit to the respective departments at the NIH. 4
• May assist in preparing credentialing packages.
• Collect outside medical documentation, electronically scans and uploads records into the electronic medical record.
• Coordinate volunteer payments
• Explain the purpose of the study to potential participants; assess eligibility to participate; enroll eligible study participants and explain the research procedures; respond to routine questions on study procedures and seek additional information when needed.
• Maintain patient files
• Screen calls from patients, physicians and callers from the public; forward to appropriate staff members; update patient telephone directory as needed
• Maintain ongoing relationships with patients, families, caregivers, medical care providers and various individuals on a continuous long-term basis.
• Troubleshoot scheduling issues to ensure maximum productivity of staff resources
• Track patient referral process by maintaining patient/volunteer spreadsheets
• Acts as a liaison between participants, participant's relatives and staff members and communicates participant's questions, complaints, problems and concerns to appropriate staff members.
• Coordinates the recruitment, scheduling, travel and admission of research study participants.
• Coordinate scheduling, travel and lodging of subjects participating in studies. 1
• Collates, enters and maintains data collected on participants.
• Act as primary point of contact for patients enrolled in the study.
• Troubleshoot scheduling issues to ensure maximum productivity of staff resources.
• Enter patient data into database
• Participate in quality improvement initiatives and maintenance of SOPs.
• Ensure that research data are entered into database.
• Serve as point of contact for questions, advice and communications on the process and status of protocols; initiate and respond to correspondence and telephone contacts pertaining to admission of patients.
• Explains policies and procedures to participants and refers them to appropriate staff.
• Distributes recruitment materials.
• Communicate with appropriate staff about intake and materials and submission of materials for review.
• Review incoming patient referrals and contact referring physician’s office if referral is incomplete.
• Refer prospective volunteers per study guidelines to the appropriate Institute contact person.
• Work with staff to coordinate new research patient screening appointments, procedures and imaging studies between protocol investigators and the outpatient clinic scheduling personnel.
• Mentors and trains staff on patient recruitment and coordination processes and procedures. Assesses organizational need and develops or updates detailed manual of procedure (MOP) or standard operating procedure (SOP) on patient recruitment and coordination processes and procedures.
• Coordinates new patient referrals by obtaining pertinent information and forwarding it for review.
• Execute protocol changes in patient population
• Review future scheduled cases to resolve potential conflicts or problems; monitor additional reports to ensure data validity. 5
• Maintain protocol files electronic and hard copies
• Distribute patient recruitment and communication materials.
• Obtain medical information, imaging disks and pictures from applicants on an ongoing basis; file them with the records.
• May assist Office Manager and Administrative Officer with documentation for credentialing packages.
• Maintain clinical data in protocol databases
• Schedule diagnostic appointments
• Respond to patient emails and phone calls; prioritize patient related issues into urgent, emergent and routine; triage the issues to the appropriate personnel in the team as necessary.
• Coordinate NIH resources designated for Epilepsy Service use and communication of requirements to different staff groups and departments
• Coordinate the recruitment, scheduling, travel and admission of research study participants with clinical staff.
• Coordinate patient schedules with testers, nurses, physicians and clinical research coordinators. 2
• Collate and enter data collected on participants.
• Triage questions to appropriate personnel in the team as necessary.
• Monitor and identify areas of improvement in the clinic environment, clinical trial conductance in the outpatient setting, for patients, families and staff.
• Create reportsspreadsheets for tracking and scheduling of protocol patients
• Prepare documents for clinical protocols in IRBFDA
• Assist with training of new staff
• Collect, verify, record and maintain data on clinical activity and/or research.
• Create reports/spreadsheets for tracking and scheduling of protocol patients. 3
• Provide lists of potential research volunteers to principal investigators based on database searches against protocol criteria.

1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked

Minimum Education

Associate's

Additional Qualifications

Certifications & Licenses

• High School degree or equivalent

Field of Study

• Health and Medical Administrative Services
• General Medical and Health Services

Software

• MS Office Suite
• Electronic Medical records

Skills

• Scheduling
• Travel arrangements
• Screening
• Recruitment
• Strong communications skills, both oral and written

Benefits

• Educational Benefits for Career Growth
• Paid Time Off (Including Holidays)
• Healthcare (FSA)
• 100% Medical Dental & Vision Coverage for Employees
• Employee Referral Bonus
• Dependent Care Assistant Program (DCAP)
• Profit Sharing
• Parking Reimbursement Account (PRK)
• 401K Matching
• Flexible Spending Accounts
• Transportation Reimbursement Account (TRN)

The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.

Accessibility If you need an accommodation as part of the employment process please contact [email protected]

DisclaimerThe above description is meant to illustrate the general nature of work and level of effort being performed by individual’s assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.