Patient Care Coordinator New Bethesda, MD

Axle Info; Bethesda (MD); On-site; USD 130,000 - 140,000; Full time

Benefits offered by this job

PTO & Holidays

401K match up to 5%

Educational Benefits

Employee Referral Bonus

FSAs: Healthcare, Parking, DCAP, TRN

Job summary

Axle is seeking a Patient Care Coordinator to join the NIH/NHLBI team in Bethesda, MD, providing administrative, operational, and patient care coordination support for hematology consults. You will manage scheduling, communications with patients and clinical staff, and maintain research records within regulatory standards.

The role emphasizes coordinating regulatory activities, improving clinical workflows, and developing supportive materials.

Qualifications

• Bachelor’s degree in healthcare administration, health sciences, nursing, biology, or related field; equivalent healthcare experience may be substituted.
• Minimum 2–3 years in patient care coordination, clinical operations, or healthcare administration.
• Proficiency with Microsoft 365 apps (Outlook, Teams) and EMR experience.
• Knowledge of medical terminology.
• Ability to maintain confidentiality and support quality improvement initiatives.

Responsibilities

• Serve as primary admin contact for referring providers, patients, caregivers, and clinical teams regarding hematology consults.
• Coordinate patient scheduling, recruitment, travel, admissions, and provide visit instructions and registration guidance.
• Maintain consult calendars for appointments, conferences, clinics, and on-call schedules.
• Facilitate communication among providers, consult teams, labs, and ancillary services; relay questions as needed.
• Prepare reports on consult activity, turnaround times, and operational performance; assist with dashboards.

Skills

Microsoft 365 proficiency

Medical terminology

Confidentiality & judgment

Organizational & communication skills

Multi-tasking in fast-paced env

Education

Bachelor’s degree in healthcare

Tools

Electronic Medical Records (EMR)

Job description

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 Care Coordinator to join our vibrant team at the National Institutes of Health (NIH) supporting the National Heart, Lung, and Blood Institute (NHLBI) located in Bethesda, MD.

Benefits We Offer:

• 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 Overview

The Patient Care Coordinator will provide administrative, operational, and patient care coordination support for the HCS. The role includes coordinating consult appointments and procedures, communicating with patients and clinical teams, maintaining program and research records, supporting regulatory activities, and improving clinical workflows.

Responsibilities

• Serve as the primary administrative point of contact for referring providers, patients, caregivers, and clinical teams regarding hematology consult services.
• Coordinate patient scheduling, research participant recruitment, travel, and admissions with clinical staff; provide appointment instructions, directions, visit preparation information, and Clinical Center registration guidance.
• Maintain consult service calendars for appointments, conferences, fellow continuity clinics, educational sessions, on-call schedules, weekend and laboratory coverage, and consult fellow schedules.
• Coordinate multidisciplinary patient care meetings and facilitate communication among referring providers, consult teams, ancillary services, and laboratories; relay participant questions and concerns to appropriate staff.
• Coordinate clinical and research bone marrow procedures and specimen collection with referring teams, inpatient units, laboratories, and hematopathology.
• Maintain consult databases, scheduling logs, study records, and program files; enter and clean questionnaire data, conduct database queries, and track operational metrics.
• Prepare reports on consult activity, bone marrow procedures, turnaround times, and operational performance, and assist with developing dashboards and performance measures.
• Develop, prepare, and review research proposals, abstracts, posters, manuscript drafts, protocol documentation, patient calendars, teaching aids, study reports, and status updates.
• Develop, maintain, and review standard operating procedures (SOPs), workflow documents, scheduling guides, educational materials, reference manuals, and operational resources.
• Collect and maintain investigator qualifications, trial logs, safety reports, study applications, annual reports, and correspondence; track study requests, submissions, and protocol approvals.
• Prepare and submit protocol actions through the NIH Protocol Tracking and Management System and coordinate regulatory activities throughout the protocol lifecycle, from development through study closure.
• Prepare and review clinical data for monitoring agencies and regulatory submissions, including investigational new drug (IND) and investigational device exemption (IDE) safety reports, clinical study reports, amendments, and annual reports.
• Track and review adverse event files and prepare reports in accordance with Institutional Review Board (IRB) processes and policies.
• Support quality assurance activities and regulatory audit preparation, and ensure consult coordination complies with NIH policies, institutional procedures, Health Insurance Portability and Accountability Act (HIPAA) requirements, and applicable regulatory standards.
• Identify workflow inefficiencies and support improvements to scheduling, patient access, and operational performance.
• Coordinate orientation, onboarding, and credentialing activities for incoming fellows, residents, advanced practice providers, students, and other personnel; maintain onboarding checklists, personnel documentation, and clinical research training records.

Required Qualifications

• Bachelor’s degree in healthcare administration, health sciences, nursing, biology, or a related field; equivalent healthcare experience may be substituted.
• Minimum of 2–3 years of experience in patient care coordination, clinical operations, or healthcare administration.
• Proficiency with Microsoft 365 applications, including Outlook and Teams, and experience with electronic medical records.
• Knowledge of medical terminology.
• Ability to maintain confidentiality, exercise independent judgment, and support quality improvement and operational initiatives.
• Strong organizational, communication, critical‑thinking, and problem‑solving skills, with the ability to manage multiple priorities in a fast‑paced environment.

Preferred Qualifications

• Experience in hematology and/or oncology.
• Meet with laboratory members weekly to present updates.

Disclaimer:

The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.

Accessibility:

If you need an accommodation as part of the employment process please contact: [e-mail]

Salary Range

$130,000 - $140,000 USD

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Axle’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service‑connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.