Patient Coordinator

Bethesda, United States | Posted on 07/14/2026

• - 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.
  
• - Distributes recruitment materials.
  
• - Compile promotional materials for meeting exhibits and presentations, special events and other events.
  
• - 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.
• - 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.
• - Explains policies and procedures to participants and refers them to appropriate staff.
• - Respond to communications with research subjects; direct questions to appropriate team member.
• Collates, enters and maintains data collected on participants.
• - 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.
• May assist in preparing credentialing packages.
• 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.
• - Participate in quality improvement initiatives and maintenance of SOPs.
• 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.
• - Develops training materials, job aids and instructions for use by patient coordinators.
• - Mentors and coaches patient coordinators.
• - 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
• - 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 before appointments or visits.
• - Send patient appointment reminders and travel details.