Bilingual Clinical Research Patient Coordinator

Position Objective: Provide services as a Bilingual Clinical Research Patient Coordinator in support of the overall functions of the National Institute of Arthritis and Musculoskeletal and Skin Diseases Institute (NIAMS) within the National Institutes of Health (NIH).

Duties and Responsibilities:

• Conduct initial screening with participants as part of scheduling call or visit 5 Evaluate participants’ needs for assistance with activities of daily living. Identify problems and notify staff to follow up as necessary. Assist physicians and research staff with patient data collection on patients seen in research study. Process all immediate requests from MRV staff daily. File all loose forms, incoming faxes, correspondence, and other pertinent documents. Enters patient data from CRFs and paper forms into research database (CTDB or other)
• Maintain files with copies of data gathered by research team. Enter data into research database and perform data queries. Maintain and update participant’s address and contacts (emergency and next of kin) database to reflect current residence and study status for study participants. Assemble and file all research medical records. Enters patient data from case report forms and other paper forms into research database (CTDB or other)
• Assist with scheduling of research patients for scans and data collection. Communicate with participants directly to schedule appointments. Schedule appointments for examinations using computerized scheduling system. Coordinate the recruitment, scheduling, travel and admission of research study participants. Make photocopies of all data collection forms for clinical research staff on the MRV. Review MRV schedule daily and prepare charts for appointments.
• Ensures all medical reports are completed and informed consent signed in time for patient meetings. Ensure that all participant medical records comply with regulatory standards. Ensure that the original informed consent document is placed in the medical record and a copy is sent to the participant. Prepare charts for storage, after participant is deceased or inactive, per the disposition guidelines as directed by the Clinical Study Manager. Work with staff on the initial consenting process of participants. Copy consent forms after clinic and distribute them to Research Nurse.
• Prepares and mails study materials to participants. Prepare and mail documents to the participants and place a copy of the documents in the participant’s medical record chart. Work with staff on all bulk mailings for study. Identify potential delays in reporting results to participants and collaborate with clinical study staff to eliminate delays. Identify and track delays of mailing participant results or packets within the designated timeframe until resolved. Contacts subjects/patients prior to visits to remind them of appointment days/times and requirements or special circumstances (campus parking, etc.)
• Analyzes, updates and monitors databases related to study activities. Maintain files with copies of data gathered by research team. Enter data into research database and perform data queries. Maintain and update participant’s address and contacts (emergency and next of kin) database to reflect current residence and study status for study participants. Assemble and file all research medical records. Upon receipt of final laboratory results, send them to the Clinician for review and signature. Work with staff to resolve any technical issues delaying the reporting of results. File medical record notes into shadow charts daily.
• Independently recruits and schedules subjects, both normal controls and patients. Assist with scheduling of research patients for scans and data collection. Communicate with participants directly to schedule appointments. Schedule appointments for examinations using computerized scheduling system. Coordinate the recruitment, scheduling, travel, and admission of research study participants. Make photocopies of all data collection forms for clinical research staff on the MRV. Review MRV schedule daily and prepare charts for appointments. Coordinate the recruitment of participants for the research studies. Prepare and distribute patient recruitment materials. Create and maintain database of patient appointments using existing data. Respond to questions from participants regarding general study procedures. Track new patient calls; log new patient intake sheet information; send out new patient packets; create a new patient chart daily. Work with staff on assigning providers to patients and scheduling patients at appropriate times.
• Participates in periodic meetings to discuss research activities. Attend group meetings and participate in discussion of research activities. Attend study-related meetings and mandatory trainings. Write and annually review relevant sections of the study operations manual

Upon request, the contractor shall provide documentation evidence of any and/or all work product, including, but not limited to, the following tasks:

• Work products and documents related to scheduling tests for patients; communicating scheduled test/date/time; scheduling consults; submitting pre-admits for patients at Day Hospital; scheduling patient visits in outpatient clinics.
• Daily work products and documents related to reviewing weekly patient schedule; ensuring arrangements; entering requests in the Admissions/Travel/Voucher (ATV) system.
• Weekly work products and documents related to procuring and submitting outside medical records, radiology studies and biopsies, delivering outside labs and medical records.
• Ad-Hoc work products and documents related to making lodging and transportation arrangements; responding to patient emails and phone calls, making reminder phone calls and emails to patients about appointments; maintaining proactive communication within the team.
• Weekly work products and documents related to participating in quality improvement projects, quality control (QC), and quality assurance (QA); assists team with monitoring visits and regulatory audits.
• Ad-Hoc work products and documents related to participating in weekly clinical study team meetings; maintaining active contact and communication with team members, especially regarding patient activities, needs, and medical concerns.

Basic Qualifications:

• Bachelor’s degree required.
• Minimum of three (3) years of related experience.
• Requires proficiency in Spanish (oral, written, and cultural proficiency) to communicate to Spanish-speaking patients and families and provide good customer service. Therefore, bilingual proficiency in both English and Spanish is required.
• Experience with clinical protocols and medical terminology.
• Experience with understanding of clinical research process and clinical protocol management.

Preferred Qualifications:

• Ability to communicate effectively, orally and in writing, with non-technical and technical staff
• Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects
• Prepare, review, and submit clinical data monitoring agencies.
• Possess proficiency with clinical databases and report tools.
• Strong writing skills especially in a clinical research setting
• Knowledge of Microsoft Office Suite (MS Word, Excel, Outlook) and spreadsheet applications.
• Excellent analytical, organizational, time management and multitasking skills.