Patient Coordinator

Nextonic Solutions LLC•Bethesda, MD

33d

About The Position

This role involves coordinating the recruitment, scheduling, travel, and admission of research study participants. The Patient Coordinator will act as a liaison between participants, their families, and staff, ensuring smooth communication and addressing concerns. Responsibilities include managing participant data, explaining policies, and assisting in the preparation of credentialing packages. The position also focuses on monitoring and improving operational processes, mentoring and training staff, and performing various logistical and administrative duties to support clinical staff and patient care.

Requirements

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.
Distribute recruitment materials.
Compile promotional materials for meeting exhibits and presentations, special events, and other events.
Act 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.
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 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.

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 outpatient clinic scheduling personnel.
Coordinate scheduling, travel, and lodging of subjects participating in studies.
Distribute recruitment materials and compile promotional materials for events.
Act as a liaison between participants, relatives, and staff, communicating questions, complaints, problems, and concerns to appropriate staff.
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, prioritizing patient-related issues and triaging them to the appropriate personnel.
Explain policies and procedures to participants and refer them to appropriate staff.
Respond to communications with research subjects and direct questions to the appropriate team member.
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/spreadsheets for tracking and scheduling of protocol patients.
Obtain medical information, imaging disks, and pictures from applicants on an ongoing basis and file them with the records.
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 them to the respective departments at the NIH.
Communicate with appropriate staff about intake and materials and submission of materials for review.
Assist in preparing credentialing packages.
Monitor workflow and administer and revise processes to maintain and improve operations.
Work with staff to achieve optimum schedule and staff utilization and troubleshoot scheduling issues.
Review future scheduled cases to resolve potential conflicts or problems and 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, for patients, families, and staff.
Participate in quality improvement initiatives and maintenance of SOPs.
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.
Perform logistical and administrative duties that facilitate the work of physicians, nurses, social workers, and other members of the Clinical Center (CC) staff.
Communicate with patients, caregivers, family members, and staff while coordinating and planning 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, emails, and remain responsive to queries and concerns related to core duties in a timely manner.
Collect outside medical documentation, electronically scan and upload records into the electronic medical record.
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 database of patient encounters and 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, 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.