Patient Care Coordinator

Axle • Bethesda, MD

13d

About The Position

Axle is seeking a Patient Care Coordinator to support the National Heart, Lung, and Blood Institute at the National Institutes of Health in Bethesda, Maryland. The position provides administrative, operational, and patient care coordination support for the HCS, including coordination of consult appointments and procedures, communication with patients and clinical teams, maintenance of program and research records, regulatory support, and clinical workflow improvement.

The coordinator serves as a primary contact for referring providers, patients, caregivers, and clinical teams; coordinates patient scheduling, research recruitment, travel, and admissions; and supports multidisciplinary care meetings and bone marrow procedures. The role also maintains schedules, databases, study records, and performance metrics; prepares reports and research materials; manages protocol and regulatory documentation; supports quality assurance and audits; and coordinates onboarding and credentialing for incoming personnel. The role includes meeting with laboratory members weekly to present updates.

Requirements

• Bachelor’s degree in healthcare administration, health sciences, nursing, biology, or a related field; equivalent healthcare experience may be substituted.
• Minimum of 2–3 years of experience in patient care coordination, clinical operations, or healthcare administration.
• Proficiency with Microsoft 365 applications, including Outlook and Teams, and experience with electronic medical records.
• Knowledge of medical terminology.
• Ability to maintain confidentiality, exercise independent judgment, and support quality improvement and operational initiatives.
• Strong organizational, communication, critical-thinking, and problem-solving skills, with the ability to manage multiple priorities in a fast-paced environment.

Nice To Haves

• Experience in hematology and/or oncology.

Responsibilities

• Serve as the primary administrative point of contact for referring providers, patients, caregivers, and clinical teams regarding hematology consult services.
• Coordinate patient scheduling, research participant recruitment, travel, and admissions with clinical staff; provide appointment instructions, directions, visit preparation information, and Clinical Center registration guidance.
• Maintain consult service calendars for appointments, conferences, fellow continuity clinics, educational sessions, on-call schedules, weekend and laboratory coverage, and consult fellow schedules.
• Coordinate multidisciplinary patient care meetings and facilitate communication among referring providers, consult teams, ancillary services, and laboratories; relay participant questions and concerns to appropriate staff.
• Coordinate clinical and research bone marrow procedures and specimen collection with referring teams, inpatient units, laboratories, and hematopathology.
• Maintain consult databases, scheduling logs, study records, and program files; enter and clean questionnaire data, conduct database queries, and track operational metrics.
• Prepare reports on consult activity, bone marrow procedures, turnaround times, and operational performance, and assist with developing dashboards and performance measures.
• Develop, prepare, and review research proposals, abstracts, posters, manuscript drafts, protocol documentation, patient calendars, teaching aids, study reports, and status updates.
• Develop, maintain, and review standard operating procedures, workflow documents, scheduling guides, educational materials, reference manuals, and operational resources.
• Collect and maintain investigator qualifications, trial logs, safety reports, study applications, annual reports, and correspondence; track study requests, submissions, and protocol approvals.
• Prepare and submit protocol actions through the NIH Protocol Tracking and Management System and coordinate regulatory activities throughout the protocol lifecycle, from development through study closure.
• Prepare and review clinical data for monitoring agencies and regulatory submissions, including investigational new drug and investigational device exemption safety reports, clinical study reports, amendments, and annual reports.
• Track and review adverse event files and prepare reports in accordance with Institutional Review Board processes and policies.
• Support quality assurance activities and regulatory audit preparation, and ensure consult coordination complies with NIH policies, institutional procedures, HIPAA requirements, and applicable regulatory standards.
• Identify workflow inefficiencies and support improvements to scheduling, patient access, and operational performance.
• Coordinate orientation, onboarding, and credentialing activities for incoming fellows, residents, advanced practice providers, students, and other personnel; maintain onboarding checklists, personnel documentation, and clinical research training records.
• Meet with laboratory members weekly to present updates.

Benefits

• 100% medical, dental, and vision coverage for employees
• Paid time off and paid holidays
• 401(k) match up to 5%
• Educational benefits for career growth
• Employee referral bonus
• Flexible spending accounts: Healthcare FSA, Parking Reimbursement Account, Dependent Care Assistance Program, and Transportation Reimbursement Account

What This Job Offers

• Job Type: Full-time