Patient Coordinator

Bethesda, United States | Posted on 07/14/2026 Recruitment and Coordination of Study Participants Coordinate 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. 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; triage issues to appropriate personnel. Triage questions to appropriate personnel in the team as necessary. Respond to communications with research subjects; direct questions to appropriate team member. Recruitment Materials and Outreach Distribute recruitment materials, compile promotional materials for meeting exhibits, presentations, special events, and other events. Participant Liaison and Communication Act as a liaison between participants, participants' relatives, and staff members to communicate participants' questions, complaints, problems, and concerns to appropriate staff members. Data Entry and Record Management Collate, enter, and maintain data collected on participants. Collect outside medical documentation, electronically scan, and upload 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 and 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. Referral and Credentialing Support Coordinate 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. May assist in preparing credentialing packages. Process Improvement and Quality Assurance Monitor workflow, administer, and revise processes to maintain and improve operations. Work with staff to achieve optimum schedule and staff utilization; problem solve overlapping appointments. Review future scheduled cases to resolve conflicts; monitor 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. Participate in quality improvement initiatives and maintenance of SOPs. Training and Mentoring Mentor and train staff on patient recruitment and coordination processes and procedures. Assess organizational need and develop training programs to improve accuracy and performance of patient coordination processes and procedures. Develop training materials, job aids, and instructions for use by patient coordinators. Mentor and coach patient coordinators. Additional Responsibilities Perform logistical and administrative duties that facilitate the work of physicians, nurses, social workers, and other members of the Clinical Center 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 remain responsive to queries and concerns related to core duties as described above in a timely manner. Arrange patient travel including NIH billed lodging, meal reimbursements, and local transportation services. Adapt and maintain filing systems to create and support an ongoing database 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. #J-18808-Ljbffr