Patient Coordinator

About this role

(ID: 2026-2703)

Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).

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.

Benefits We Offer:

• 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)

Position Information:

To provide services and deliverables through performance of support services.

Additional Qualifications:

Certifications & Licenses

• Bachelor’s degree in Life Sciences or other related discipline.

• Minimum of one (1) year of related experience.

Field of Study

• Miscellaneous Biology

• Communications

• General Business

• Miscellaneous Business Medical Administration

• General Medical and Health Services

• Miscellaneous Health Medical Professions

Software

• MS Office Suite

Skills

• 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

Deliverables:

• Work products and documents related to performing logistical and administrative duties that facilitate patient travel and patient appointments by commutating with patients, caregivers, family members and staff while coordinating and planning simple and complex travel, lodging and transportation arrangements; acting as a point of contact between physicians, nursing, NIH staff, contractors and other departments; and acting as a point of contact between staff, departments and patients/caregivers/family members. - Ad-Hoc

• Work products and documents related to collecting outside medical documentation, electronically scans and uploads records (including patient ID and demographic data) into the electronic medical record as appropriate; communicating with various clinical administrative support offices/clinics/employees concerning the obtainment of outside patient records. - Ad-Hoc

• Work products and documents related to adapting and maintaining filing systems to create and support an ongoing data base of patient encounters and patient appointments; entering and updating clinic and/or physician appointment schedule availability into the central appointment calendar; and providing appointment and travel information to patients, including scheduled dates and times, appropriate documents to bring, clinic information, hospital maps, travel, and hotel information. - Ad-Hoc

• Work products and documents related to obtaining up-to-date patient records and other pertinent information prior to appointments or visits; and sending patient appointment reminders and travel details. - Ad-Hoc

Statement of Work Details:

• Mentors and coaches patient coordinators. - 1

• Develops training materials, job aids and instructions for use by patient coordinators. - 2

• Assesses organizational need and develops training programs to improve accuracy and performance of patient coordination processes and procedures. - 3

• Participate in quality improvement initiatives and maintenance of SOPs. - 4

• Monitor and identify areas of improvement in the clinic environment, clinical trial conductance in the outpatient setting, for patients, families and staff. - 5

• Coordinates the recruitment, scheduling, travel and admission of research study participants.

• 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.

• Distributes recruitment materials.

• Compile promotional materials for meeting exhibits and presentations, special events and other events.

• 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.

• Explains policies and procedures to participants and refers them to appropriate staff.

• Respond to communications with research subjects;

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