PATIENT COORDINATOR

Patient Coordinator National InstitutesofHealth / National Institute of Allergy and Infectious Diseases (NIAID) RJIT Solutions is an information technology and bioscience companythat specializes in providing innovative solutions in biomedical research anddata science. We serve healthcare organizations by leveraging the expertise ofour team in science, software engineering, and program/project management. Ourcommitment to excellence has made us a trusted partner of top researchorganizations, including multiple institutes at the National InstitutesofHealth (NIH). At RJIT Solutions, we combine the agility of a small businesswith the comprehensive capabilities of a large organization to accelerateresearch and enhance decision-making processes in healthcare and researchsectors. As part of our unrelenting focus on quality and compliance, RJITSolutions' delivery is based on Certified Matured Processes including CMMI L3SVC, ISO 20000, ISO 27001, and ISO 9001 quality processes. Place of Performance: NIAID , 10Center Drive, Building 10, Bethesda, MD 20892 Position Summary and Objectives: RJIT is seeking a PatientCoordinator to support the National Institute of Allergy and InfectiousDiseases (NIAID) at the NIH Clinical Center in Bethesda, Maryland. The PatientCoordinator serves as the primary point of contact for research studyparticipants, their families, and caregivers, and coordinates the recruitment,screening, scheduling, travel, lodging, and admission of participants enrolledin NIAID clinical protocols. The position works closely with protocolinvestigators, nurses, social workers, outpatient clinic scheduling personnel,and other Clinical Center staff to keep appointments, procedures, and imagingstudies running on schedule and to make each participant's visit as smooth aspossible. Beyond day-to-daycoordination, the Patient Coordinator maintains participant medical records andtracking tools, manages new patient referrals and credentialing paperwork,monitors clinic workflow for scheduling conflicts and opportunities forimprovement, and mentors other patient coordinators on recruitment andcoordination procedures. The ideal candidate combines a strong customer serviceorientation with sound knowledge of clinical protocols and medical terminology,excellent organizational skills, and the resourcefulness to resolve competingpriorities in a busy clinical research setting. Technical Requirements: Patient Coordinator Recruitment, scheduling, travel,and admission of research study participants Coordinate the recruitment, scheduling, travel,and admission of research study participants in close collaboration withclinical staff. Work with protocol investigators and outpatientclinic scheduling personnel to arrange new research patient screeningappointments, procedures, and imaging studies. Arrange the scheduling, travel, and lodging ofsubjects participating in NIAID studies, including NIH-billed lodging, mealreimbursements, and local transportation services. Communicate with patients, caregivers, familymembers, and staff while planning both simple and complex travel, lodging, andtransportation arrangements. Provide participants with appointment and travelinformation, including scheduled dates and times, documents to bring, clinicinformation, hospital maps, and travel and hotel details. Send appointment reminders and travel details toparticipants ahead of each visit. Enter and update clinic and physicianappointment schedule availability in the central appointment calendar. Distribution of recruitmentmaterials Distribute patient recruitment and communicationmaterials to prospective and enrolled participants in accordance with studyguidelines. Liaison between participants,families, and clinical staff Serve as the point of contact betweenphysicians, nursing, NIH staff, contractors, and other departments, and betweenstaff, departments, and patients, caregivers, and family members. Build and maintain ongoing, long-termrelationships with patients, families, caregivers, medical care providers, andother individuals involved in each participant's care. Respond to patient emails and phone calls,prioritize patient-related issues as urgent, emergent, or routine, and triagequestions, complaints, problems, and concerns to the appropriate member of theteam. Answer incoming calls and emails and remainresponsive to queries and concerns related to core duties in a timely manner. Communicate with clinical administrative supportoffices, clinics, and employees concerning the scheduling and coordination ofpatient appointments. Explanation of policies andprocedures to participants Explain NIH and protocol policies and proceduresto research subjects and respond to their communications, directing questionsto the appropriate team member when needed. Collection, entry, and maintenanceof participant data and records Collect outside medical documentation andelectronically scan and upload records, including patient identification anddemographic data, into the electronic medical record as appropriate. Maintain patient files, medical records, andpatient family contact information, and file medical record notes into patientcharts daily. Obtain medical information, imaging disks, andphotographs from applicants on an ongoing basis and file them with theappropriate records. Obtain up-to-date patient records and otherpertinent information prior to appointments or visits. Create and maintain reports and spreadsheets fortracking and scheduling protocol patients. Adapt and maintain electronic and paper filingsystems to support an ongoing database of patient encounters and appointments. Prepare work products and documents related topatient travel, appointment coordination, record collection, and filing systemmaintenance on an ad hoc basis as requested by the Task Leader. Coordination of new patientreferrals Refer prospective volunteers to the appropriateInstitute contact person in accordance with study guidelines. Obtain outside medical records, radiologystudies, and biopsy slides and submit them to the respective NIH departmentsfor review. Communicate with appropriate staff about intake,materials received, and the submission of materials for review. Preparation of credentialingpackages Prepare and process the documents required toinitiate employment and clinical activities for new program trainees rotatinginto the program from other NIH institutes or outside institutions. Workflow monitoring and processimprovement Work with staff to achieve optimum schedule andstaff utilization, and help resolve overlapping appointments. Review future scheduled cases to identify andresolve potential conflicts or problems, and monitor additional reports toensure data validity. Troubleshoot scheduling issues to ensure maximumproductivity of staff resources. Monitor the clinic environment and the conductof clinical trials in the outpatient setting to identify areas of improvementfor patients, families, and staff. Participate in quality improvement initiativesand the maintenance of standard operating procedures (SOPs). Mentoring and training of patientcoordination staff Assess organizational needs and develop trainingprograms that improve the accuracy and performance of patient coordinationprocesses and procedures. Develop training materials, job aids, andwritten instructions for use by patient coordinators. Mentor and coach patient coordinators onrecruitment and coordination processes and procedures. Other logistical andadministrative support Perform logistical and administrative dutiesthat facilitate the work of physicians, nurses, social workers, and otherClinical Center staff who provide patient care. Specific Qualifications: A Bachelor's degree in Life Sciences or arelated discipline such as Biology, Communications, General Business, MedicalAdministration, or Medical and Health Services is required. Demonstrated experience scheduling patientappointments and travel arrangements and maintaining patient records as theyrelate to patient care arrangements. Required Software and Tools: Microsoft Office Suite (Word, Excel, Outlook,and PowerPoint), including the use of Excel for tracking and schedulingreports. Electronic medical record (EMR) systems anddocument scanning and upload tools. Centralized appointment scheduling calendars andelectronic and paper filing systems. Required Skills and Expertise: Ability to communicate clearly and concisely,both orally and in writing. Strong customer service focus. Knowledge of clinical protocols and medicalterminology. Strong organizational skills with the ability to manage competing priorities successfully. Resourcefulness in problem solving. Strong interpersonal skills and the ability towork effectively in a team environment. Ability to compose correspondence efficiently,prepare reports from raw data, and design, set up, and maintain electronic andpaper filing systems. Experience scheduling patient appointments andtravel arrangements and maintaining patient records related to patient carearrangements. Experience coordinating travel arrangements. Other Requirements: Telework may be authorized if approved by theTask Leader, COR, and the Contracting Officer. This is a full-time position (30 to 40 hours perweek), Monday through Friday, with no nights, holidays, or rotational shifts. Occasional light physical activity is required,including lifting or carrying up to 50 pounds, pushing or pulling up to 45pounds, reaching above shoulder level, and standing or walking for extendedperiods. #J-18808-Ljbffr RJIT Solutions