Position Objective: The Patient Coordinator will provide support services to satisfy the overall operational objectives of the National Institute of Arthritis and Musculoskeletal and Skin Diseases (NIAMS) within the National Institutes of Health (NIH).
Duties and Responsibilities:
- Enter requests in the Admissions Travel Voucher (ATV) system and ensure they are complete and accurate. 2
- Transcribe requests for patient admission. 3
- Register new outpatients by entering accurate, timely, and complete information into the NIH Clinical Research Information System (CRIS).
- Schedule tests for patients and communicate scheduled test dates and times to the appropriate provider. Tests may include radiology imaging, echocardiograms, pulmonary function tests (PFTs), and electroencephalograms (EEGs).
- Schedule consults directly with Dermatology, ENT, and other specialties as requested by physicians or nurse practitioners.
- Submit pre-admits for patients coming to the Day Hospital in accordance with Day Hospital policies.
- Schedule patient visits in the pediatric outpatient clinic, outpatient clinics, and Day Hospital.
- Arrange for interpreter services, as appropriate.
- Review weekly inpatient and outpatient schedules and ensure appropriate arrangements are made, including interpreters, consults, and imaging.
- Arrange for patient lodging and transportation.
- Make reminder phone calls to patients regarding upcoming appointments.
- Act as a point of contact for patients enrolled in NIAMS protocols. 1
- Maintain proactive communication with NIAMS study teams regarding requested tasks, including acknowledging email requests and providing task completion updates.
- Respond to patient emails and phone calls within one business day; prioritize patient-related issues as urgent, emergent, or routine, and triage issues to the appropriate team personnel as necessary.
- Participate in weekly clinical study team meetings.
- Adhere to regulations and directives concerning patient confidentiality.
- Collates, enters and maintains data collected on participants.
- Obtain outside medical records, radiology studies, and biopsy slides, and submit them to the appropriate NIH departments.
- Deliver outside laboratory results and medical records for scanning into patient medical records.
- Coordinates new patient referrals by obtaining pertinent information and forwarding it for review.
- Participate in quality improvement projects.
- Assists physicians and research staff with patient data collection.
- Obtain outside medical records, radiology studies, biopsy slides, and laboratory results and submit them to the appropriate NIH departments.
- Deliver outside laboratory reports and medical records for scanning into the patient's electronic medical record.
- Participate in weekly clinical study team meetings to support ongoing research activities.
- Participate in quality improvement projects related to clinical research operations.
- Adhere to all NIH regulations and directives concerning patient confidentiality.
- Enter accurate and complete requests into the Admissions Travel Voucher (ATV) system. 5
- Transcribe patient admission requests.
- Register new outpatients by entering complete and timely information into the NIH Clinical Research Information System (CRIS).
- Act as the primary point of contact for patients enrolled in NIAMS research protocols. 4
- Schedule patient visits in outpatient clinics, pediatric clinics, and the Day Hospital.
- Schedule diagnostic testing (e.g., radiology, echocardiograms, pulmonary function tests, EEGs) and notify providers of appointment details.
- Schedule specialty consultations, including Dermatology, ENT, and other physician- or nurse practitioner-requested consults
- Submit Day Hospital pre-admissions in accordance with Day Hospital policies.
- Arrange interpreter services, patient lodging, and transportation as needed.
- Review weekly inpatient and outpatient schedules to ensure all required appointments, consults, imaging, and interpreter services are coordinated.
- Respond to patient emails and telephone calls within one business day, triage patient concerns based on urgency, and route issues to the appropriate clinical staff.
- Make appointment reminder calls to patients.
- Ensures all medical reports are completed and informed consent signed in time for patient meetings.
- Coordinate with NIAMS study teams to ensure requested tasks are completed before patient visits, including timely acknowledgment of requests and confirmation of completed activities.
- Ensure required medical documentation and records are available before scheduled patient visits.
- Work products and documents related to scheduling tests for patients; communicating scheduled test/date/time; scheduling consults; submitting preadmits for patients at Day Hospital; scheduling patient visits in outpatient clinics.
- Work products and documents related to reviewing weekly patient schedule; ensuring arrangements; entering requests in the Admissions/Travel/Voucher (ATV) system.
- Work products and documents related to obtaining and submitting outside medical records, radiology studies and biopsy slides; delivering outside labs and medical records.
- Work products and documents related to making lodging and transportation arrangements; responding to patient emails and phone calls; making reminder phone calls to patients about appointments; maintaining proactive communication within team.
- Work products and documents related to participating in quality improvement projects; participating in weekly clinical study team meetings
Basic Qualifications:
- High school diploma or equivalent
- Additional 3 years of experience can be used in lieu of degree
- Fluent in Spanish (oral and written)
- Skilled in Microsoft Office
Preferred Qualifications:
- Ability to communicate effectively, orally and in writing, with non-technical and technical staff
- Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects
- This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.
This position is contingent upon contract award.