Patient Coordinator

Axle is seeking a Patient Coordinator to join our vibrant team at the National Institutes of Health (NIH) supporting the National Institute of Allergy and Infectious Diseases (NIAID) located in Bethesda, MD. To provide services and deliverables through performance of support services.

Responsibilities

Provide services and deliverables through performance of support services; Perform logistical and administrative duties that facilitate patient travel and patient appointments by communicating 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; Collect outside medical documentation, electronically scan and upload records into the electronic medical record as appropriate; Communicate with various clinical administrative support offices/clinics/employees concerning the obtainment of outside patient records; Adapt and maintain filing systems to create and support an ongoing database of patient encounters and patient appointments; Enter and 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; Mentors and coaches patient coordinators; Develops training materials, job aids and instructions for use by patient coordinators; Assesses organizational need and develops training programs to improve accuracy and performance of patient coordination processes and procedures; Participate in quality improvement initiatives and maintenance of SOPs; Coordinates the recruitment, scheduling, travel and admission of research study participants; 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 patient recruitment and communication materials; 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; 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; Maintain ongoing relationships with patients, families, caregivers, medical care providers and various individuals on a continuous long-term basis; Collates, enters and maintains data collected on participants; 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; Obtain outside medical records, radiology studies, biopsy slides and submit to the respective departments at the NIH; Prepare and process all documents required for initiation of employment and clinical activities for new program trainees’ rotation to the program from other NIH institutes and/or outside institutions; Monitors workflow and administers and revises processes to maintain and improve operations; Work with staff to achieve optimum schedule and staff utilization; Review future scheduled cases to resolve potential conflicts or problems; Troubleshoot scheduling issues to ensure maximum productivity of staff resources; Answer incoming calls, e-mails, and otherwise remains responsive to queries and concerns related to core duties as described above in a timely manner; Arrange patient travel including NIH billed lodging, meal reimbursements and local transportation services

Requirements

Bachelor’s degree in Life Sciences or other related discipline; Fields of study: Miscellaneous Biology; Communications; General Business; Miscellaneous Business Medical Administration; General Medical and Health Services; Miscellaneous Health Medical Professions; MS Office Suite; Must be able to communicate clearly and concisely, both orally and in writing; Strong customer service focus; Knowledge of clinical protocols and medical terminology; Strong organizations skills with the ability to successfully manage competing priorities; Resourcefulness in problem solving; Strong interpersonal skills and ability to work effectively in a team environment; Ability to efficiently compose correspondence, prepare reports from raw data, design, set up and maintain the electronic and paper filing system; Experience scheduling patient appointments and/or travel arrangements and maintaining patient records as it relates to patient care arrangements; Travel arrangements

Benefits

100% Medical, Dental & Vision Coverage for Employees; Paid Time Off and Paid Holidays; 401K match up to 5%; Educational Benefits for Career Growth; Employee Referral Bonus; Flexible Spending Accounts: Healthcare (FSA); Parking Reimbursement Account (PRK); Dependent Care Assistant Program (DCAP); Transportation Reimbursement Account (TRN)