Patient Coordinator

Concentric Methods is seeking a Patient Coordinator to join our team in Bethesda, MD in support of the NIH.

Responsibilities:

• 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. 2
• Track patient referral process by maintaining patient/volunteer spreadsheets.
• Schedule diagnostic Appointments.
• Coordinate volunteer payments.
• Coordinate patient schedules with testers, nurses, physicians and clinical research coordinators.
• Act as primary point of contact for patients enrolled in the study.
• Coordinate the recruitment, scheduling, travel and admission of research study participants with clinical staff.
• Distributes recruitment materials.
• 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.
• 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.
• Assist with navigating patients to their appointments.
• Coordinate NIH resources designated for Epilepsy Service use and communication of requirements to different staff groups and departments.
• Troubleshoot scheduling issues to ensure maximum productivity of staff resources.
• Understand protocol requirement changes, and schedule participants for new/updated appointment and procedures accordingly.
• Prepare, maintain, and fax weekly schedule; ensure that all protocol specifics are completed.
• Explains policies and procedures to participants and refers them to appropriate staff.
• Serve as point of contact for questions, advice and communications on the process and status of protocols; initiate and respond to correspondence and telephone contacts pertaining to admission of patients.
• Explain the purpose of the study to potential participants; assess eligibility to participate; enroll eligible study participants and explain the research procedures; respond to routine questions on study procedures and seek additional information when needed.
• Respond to communications with research subjects; direct questions to appropriate team member.
• Understand protocol requirement changes, and explain rationale to participants when scheduling new/updated appointment and procedures.
• Collates, enters and maintains data collected on participants.
• Collect, verify, record and maintain data on clinical activity and/or research.
• Collect outside medical documentation, electronically scans and uploads records into the electronic medical record.
• Collate and enter data collected on participants.
• Ensure accurate and complete collection and submission of study data
• Maintain patient files, medical records, and patient family contacts; file medical record notes into patient charts daily.
• Maintain clinical data in protocol databases.
• Create reports/spreadsheets for tracking and scheduling of protocol patients.
• Review patient and clinical charts; enter patient data into files and automated databases.
• Ensure that research data are entered into database.
• Ensure consistency in records, data and datasets in accordance with regulatory requirements.
• Work with staff on QA/QC of the clinical and research records for patients on study prior to audits.
• Obtain medical information, imaging disks and pictures from applicants on an ongoing basis; file them with the records.
• Track patient referral process by maintaining patient/volunteer spreadsheets.
• Maintain protocol files (electronic and hard copies).
• Assist with sending and receiving patient records.
• May assist with gathering documents for IRB/FDA review.
• Coordinates new patient referrals by obtaining pertinent information and forwarding it for review.
• Provide lists of potential research volunteers to principal investigators based on database searches against protocol criteria.
• Refer prospective volunteers per study guidelines to the appropriate Institute contact person.
• Review incoming patient referrals and contact referring physician's office if referral is incomplete.
• 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.
• Screen calls from patients, physicians, and callers from the public; forward to appropriate staff members; update patient telephone directory as needed.
• May assist in preparing credentialing packages.
• May assist Office Manager and Administrative Officer with documentation for 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 training other clinical staff on clinical operations.
• Participate in quality improvement initiatives and maintenance of SOPs.
• Mentors and trains staff on patient recruitment and coordination processes and procedures.
• Assesses organizational need and develops or updates detailed manual of procedure (MOP) or standard operating procedure (SOP) on patient recruitment and coordination processes and procedures.
• Arrange patient scheduling, travel and admissions as designated by each specific protocol
• Track patient referral process by maintaining patient volunteer spreadsheets
• Screen calls from patients, physicians and callers from the public; forward to appropriate staff members; update patient telephone directory as needed
• Schedule diagnostic appointments
• Enter patient data into database
• Maintain clinical data in protocol databases
• Maintain patient files
• Coordinate volunteer payments
• Prepare, maintain and fax weekly schedule; ensure that all protocol specifics arecompleted
• Prepare documents for clinical protocols in IRBFDA
• Maintain protocol files electronic and hard copies
• Assist with training of new staff
• Execute protocol changes in patient population
• Create reports spreadsheets for tracking and scheduling of protocol patients
• Coordinate NIH resources designated for Epilepsy Service use and communication of requirements to different staff groups and departments
• Troubleshoot scheduling issues to ensure maximum productivity of staff resources