Patient Coordinator Jobs

About The Position

Requirements

• Bachelor’s degree in Life Sciences or another related discipline.
• Ability to communicate clearly and concisely, both orally and in writing.
• Strong customer service focus.
• Knowledge of clinical protocols and medical terminology.
• Strong organizational skills and ability to manage competing priorities.
• Resourcefulness in problem solving.
• Strong interpersonal skills and ability to work effectively in a team environment.
• Ability to compose correspondence, prepare reports from raw data, and design, set up, and maintain electronic and paper filing systems.
• Experience scheduling patient appointments and/or travel arrangements and maintaining patient records related to patient care arrangements.
• Proficiency with MS Office Suite.

Responsibilities

• Coordinate recruitment, scheduling, travel, lodging, transportation, and admission of research study participants in collaboration with clinical staff.
• Work with staff to schedule new research patient screening appointments, procedures, and imaging studies between protocol investigators and outpatient clinic scheduling personnel.
• Distribute patient recruitment and communication materials and refer prospective volunteers to the appropriate Institute contact according to study guidelines.
• Serve as a liaison between participants, relatives, caregivers, patients, and staff; communicate questions, complaints, problems, and concerns to appropriate personnel.
• Respond to patient emails, phone calls, and other communications; prioritize issues as urgent, emergent, or routine and triage them to appropriate team members.
• Explain policies and procedures to participants and direct questions to the appropriate staff.
• Collect, scan, upload, file, and maintain outside medical documentation, patient records, patient identifiers, demographic data, imaging, and other pertinent materials in the electronic medical record or patient charts.
• Obtain outside medical records, radiology studies, biopsy slides, imaging disks, and pictures, and submit materials to the appropriate NIH departments for review.
• Maintain patient files, medical records, family contacts, and databases of patient encounters and appointments.
• Enter and update clinic and physician schedule availability in the central appointment calendar and create reports or spreadsheets to track and schedule protocol patients.
• Provide patients with appointment and travel details, including dates and times, required documents, clinic information, hospital maps, and travel and hotel information; send appointment reminders and travel details.
• Arrange patient travel, including NIH-billed lodging, meal reimbursements, and local transportation services.
• Obtain pertinent information for new patient referrals and forward it for review; communicate with staff regarding intake and submission of materials.
• Prepare and process documents required to initiate employment and clinical activities for program trainees rotating from other NIH institutes or outside institutions; may assist with credentialing packages.
• Monitor workflow and administer or revise processes to maintain and improve operations.
• Work with staff to optimize schedules and staff utilization, resolve overlapping appointments, review future cases for conflicts, validate data, and troubleshoot scheduling issues.
• Mentor, coach, and train patient coordinators and staff on recruitment and coordination processes and procedures.
• Develop training materials, job aids, and instructions for patient coordinators; assess organizational training needs and develop programs to improve accuracy and performance.
• Participate in quality improvement initiatives and maintain standard operating procedures.
• Identify areas for improvement in the clinic environment and outpatient clinical trial conduct for patients, families, and staff.
• Perform logistical and administrative duties that facilitate patient care by physicians, nurses, social workers, and other Clinical Center staff.
• Answer incoming calls and emails and respond to queries and concerns related to core duties in a timely manner.

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 for healthcare (FSA), parking reimbursement (PRK), dependent care (DCAP), and transportation reimbursement (TRN)