Patient Coordinator

Position Objective: The Patient Coordinator will provide services and deliverables through performance of support services to the National Institute of Allergy and Infectious Diseases (NIAID) with the National Institutes of Health.

Duties and Responsibilities:

• Coordinate the recruitment, scheduling, travel and admission of research study participants with clinical staff.

• Work with staff to coordinate new research patient screening appointments, procedures and imaging studies between protocol investigators and the outpatient clinic scheduling personnel.

• Coordinate scheduling, travel and lodging of subjects participating in studies.

• Triage questions to appropriate personnel in the team as necessary.

• Maintain ongoing relationships with patients, families, caregivers, medical care providers and various individuals on a continuous long term basis.

• 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.

• Respond to communications with research subjects; direct questions to appropriate team member.

• Collect outside medical documentation, electronically scans and uploads records into the electronic medical record.

• Maintain patient files, medical records, and patient family contacts; file medical record notes into patient charts daily.

• Create reports/spreadsheets for tracking and scheduling of protocol patients.

• Obtain medical information, imaging disks and pictures from applicants on an ongoing basis; file them with the records. Coordinates new patient referrals by obtaining pertinent information and forwarding it for review.

• Refer prospective volunteers per study guidelines to the appropriate Institute contact person.

• Obtain outside medical records, radiology studies, biopsy slides and submit to the respective departments at the NIH.

• Communicate with appropriate staff about intake and materials and submission of materials for review. Monitors workflow and administers and revises processes to maintain and improve operations.

• Work with staff to achieve optimum schedule and staff utilization; work with staff in problem solving for overlapping appointments.

• Review future scheduled cases to resolve potential conflicts or problems; monitor additional reports to ensure data validity.

• Troubleshoot scheduling issues to ensure maximum productivity of staff resources.

• Monitor and identify areas of improvement in the clinic environment, clinical trial conductance in the outpatient setting, for patients, families and staff. 5

• Participate in quality improvement initiatives and maintenance of SOPs. 4

• Mentors and trains staff on patient recruitment and coordination processes and procedures.

• Assesses organizational need and develops training programs to improve accuracy and performance of patient coordination processes and procedures. 3

• Develops training materials, job aids and instructions for use by patient coordinators. 2- Mentors and coaches patient coordinators. 1

• Perform logistical and administrative duties that facilitate the work of physicians, nurses, social workers, and other members of the Clinical Center (CC) staff who provide patient care.

• Communicate with patients, caregivers, family members and staff while coordinating and planning simple and complex travel, lodging and transportation arrangements.

• Act as a point of contact between physicians, nursing, NIH staff, contractors and other departments.

• Act as a point of contact between staff, departments and patients/caregivers/family members.

• Answer incoming calls, e-mails, and otherwise remains responsive to queries and concerns related to core duties as described above in a timely manner.

• Collect outside medical documentation, electronically scans and uploads records (including patient ID and demographic data) into the electronic medical record as appropriate.

• Communicate with various clinical administrative support offices/clinics/employees concerning the scheduling and coordination of patient appointments

• Arrange patient travel including NIH billed lodging, meal reimbursements and local transportation services

• Adapt and maintain filing systems to create and support an ongoing data base of patient encounters and patient appointments.

• Enter/update clinic and/or physician appointment schedule availability into the central appointment calendar.

• Provide appointment and travel information to patients, including scheduled dates and times, appropriate documents to bring, clinic information, hospital maps, travel, and hotel information.

• Obtain up-to-date patient records and other pertinent information prior to appointments or visits.

• Send patient appointment reminders and travel details.

• Work products and documents related to performing logistical and administrative duties that facilitate patient travel and patient appointments by commutating with patients, caregivers, family members and staff while coordinating and planning simple and complex travel, lodging and transportation arrangements; acting as a point of contact between physicians, nursing, NIH staff, contractors and other departments; and acting as a point of contact between staff, departments and patients/caregivers/family members.

• Work products and documents related to collecting outside medical documentation, electronically scans and uploads records (including patient ID and demographic data) into the electronic medical record as appropriate; communicating with various clinical administrative support offices/clinics/employees concerning the obtainment of outside patient records.

• Work products and documents related to adapting and maintaining filing systems to create and support an ongoing data base of patient encounters and patient appointments; entering and updating clinic and/or physician appointment schedule availability into the central appointment calendar; and providing appointment and travel information to patients, including scheduled dates and times, appropriate documents to bring, clinic information, hospital maps, travel, and hotel information.

• Work products and documents related to obtaining up-to-date patient records and other pertinent information prior to appointments or visits; and sending patient appointment reminders and travel details.

Qualifications

Basic Qualifications:

• Associate's Degree required

• Minimum of 1 year of related experience.

• Knowledge of clinical protocols and medical terminology.

• Ability to efficiently compose correspondence, prepare reports from raw data, design, set up and maintain the electronic and paper filing system.

• Experience scheduling patient appointments and/or travel arrangements and maintaining patient records as it relates to patient care arrangements.

• Experience in Travel arrangements.

Preferred Qualifications:

• Bachelor’s degree in Life Sciences or similar field of study.

• Ability to communicate effectively, orally and in writing, with non-technical and technical staff

• Strong organizations skills with the ability to successfully manage competing priorities

• Resourcefulness in problem solving

• Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects

* This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above 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.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at View email address on click.appcast.io . You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

This position is contingent upon contract award.