Patient Coordinator

Veritas Management Group, Inc.; Bethesda (MD); Sur place; USD 65 000 - 90 000; Plein temps

Résumé du poste

Veritas Management Group (VMG) is seeking a highly organized and experienced Patient Coordinator to support the National Institute of Allergy and Infectious Diseases (NIAID) at NIH Clinical Center in Bethesda, MD.

This full-time role involves patient coordination, recruitment, scheduling, travel arrangements, medical records handling, and cross-team communication to ensure efficient clinical operations and superior patient experiences.

Qualifications

• Associate's degree in a relevant field.
• Demonstrated experience coordinating patient services, clinical research activities, healthcare administration, or related administrative functions.
• Knowledge of clinical protocols and medical terminology.
• Experience scheduling patient appointments, coordinating travel arrangements, and maintaining patient records.
• Strong customer service skills with the ability to communicate professionally and effectively with patients, caregivers, clinical staff, and multidisciplinary teams.
• Excellent organizational and time-management skills, including the ability to manage competing priorities and meet established deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including applications used for correspondence, reporting, scheduling, and record management.
• Experience preparing reports, composing professional correspondence, and maintaining electronic and paper filing systems.
• Demonstrated resourcefulness, sound judgment, and problem-solving skills.
• Strong interpersonal skills and the ability to work effectively in a collaborative clinical or administrative environment.
• Ability to maintain accurate documentation and handle patient information with appropriate confidentiality and discretion.

Responsabilités

• Coordinate the recruitment, scheduling, travel, lodging, and admission of clinical research participants in collaboration with investigators and clinical staff.
• Schedule patient screening appointments, clinical procedures, imaging studies, and follow-up visits.
• Coordinate domestic travel arrangements, including lodging, meal reimbursements, and local transportation for research participants.
• Serve as a primary point of contact for patients, caregivers, family members, physicians, nurses, investigators, and other clinical personnel.
• Respond to patient inquiries by telephone and email, prioritize concerns according to urgency, and refer questions to appropriate clinical team members.
• Distribute patient recruitment materials and provide information regarding research participation and program procedures.
• Collect, organize, scan, upload, and maintain patient medical records and supporting clinical documentation within electronic medical record systems.
• Obtain outside medical records, radiology studies, biopsy slides, imaging materials, and other documentation required for clinical review.
• Maintain patient files, appointment calendars, tracking spreadsheets, and protocol-specific scheduling records.
• Coordinate new patient referrals by obtaining pertinent information and forwarding documentation to appropriate clinical staff for review.
• Communicate appointment schedules, travel arrangements, lodging information, required documentation, and visit instructions to patients and caregivers.
• Monitor clinic schedules, identify scheduling conflicts, and coordinate with staff to optimize workflow and resource utilization.
• Maintain accurate records of patient encounters, appointment schedules, and related administrative activities.
• Prepare reports, correspondence, spreadsheets, and tracking tools to support patient coordination and clinical research operations.
• Participate in quality improvement initiatives and support the maintenance and improvement of Standard Operating Procedures (SOPs).
• Assist with preparing credentialing and administrative documentation for trainees participating in clinical programs.
• Develop training materials, job aids, and procedural instructions to support patient coordination activities.
• Provide mentoring, coaching, and administrative guidance to patient coordination staff, as assigned.
• Perform logistical and administrative duties supporting physicians, nurses, social workers, researchers, and other NIH Clinical Center personnel.

Connaissances

Customer Service

Communication

Organizational skills

Microsoft Office

Medical terminology

Formation

Associate's degree

Bachelor's degree (preferred)

Outils

Electronic Medical Records (EMR) systems

Scheduling software

Description du poste

Position Title: Patient Coordinator, Full-Time
Contract Duration: 12-month base period with renewable option periods
Location: Bethesda, Maryland
Department: Veritas Management Group/NIH SOAR

Summary

Veritas Management Group (VMG) is a leading management consulting firm offering solutions to complex challenges involving public health, technology, and military domains. We serve government and commercial sector organizations, academic institutions, and non-profit organizations, domestically and globally. We are committed to transforming public health through equitable, data-driven solutions.

VMG is seeking a highly organized and experienced Patient Coordinator to support the National Institute of Allergy and Infectious Diseases (NIAID) at the National Institutes of Health (NIH) Clinical Center in Bethesda, Maryland. This full-time position provides comprehensive patient coordination and administrative support for clinical research programs, including participant recruitment, scheduling, travel arrangements, medical records management, and communication among patients, caregivers, investigators, and clinical staff.

The ideal candidate is a detail-oriented, customer-focused professional with strong organizational, communication, and problem-solving skills. Successful candidates will demonstrate the ability to coordinate complex patient services, manage competing priorities, and collaborate effectively with multidisciplinary healthcare and research teams to support efficient clinical operations and a positive patient experience.

Key Responsibilities

• Coordinate the recruitment, scheduling, travel, lodging, and admission of clinical research participants in collaboration with investigators and clinical staff.
• Schedule patient screening appointments, clinical procedures, imaging studies, and follow-up visits.
• Coordinate domestic travel arrangements, including lodging, meal reimbursements, and local transportation for research participants.
• Serve as a primary point of contact for patients, caregivers, family members, physicians, nurses, investigators, and other clinical personnel.
• Respond to patient inquiries by telephone and email, prioritize concerns according to urgency, and refer questions to appropriate clinical team members.
• Distribute patient recruitment materials and provide information regarding research participation and program procedures.
• Collect, organize, scan, upload, and maintain patient medical records and supporting clinical documentation within electronic medical record systems.
• Obtain outside medical records, radiology studies, biopsy slides, imaging materials, and other documentation required for clinical review.
• Maintain patient files, appointment calendars, tracking spreadsheets, and protocol-specific scheduling records.
• Coordinate new patient referrals by obtaining pertinent information and forwarding documentation to appropriate clinical staff for review.
• Communicate appointment schedules, travel arrangements, lodging information, required documentation, and visit instructions to patients and caregivers.
• Monitor clinic schedules, identify scheduling conflicts, and coordinate with staff to optimize workflow and resource utilization.
• Maintain accurate records of patient encounters, appointment schedules, and related administrative activities.
• Prepare reports, correspondence, spreadsheets, and tracking tools to support patient coordination and clinical research operations.
• Participate in quality improvement initiatives and support the maintenance and improvement of Standard Operating Procedures (SOPs).
• Assist with preparing credentialing and administrative documentation for trainees participating in clinical programs.
• Develop training materials, job aids, and procedural instructions to support patient coordination activities.
• Provide mentoring, coaching, and administrative guidance to patient coordination staff, as assigned.
• Perform logistical and administrative duties supporting physicians, nurses, social workers, researchers, and other NIH Clinical Center personnel.

Required Qualifications

• Associate's degree in a relevant field.
• Demonstrated experience coordinating patient services, clinical research activities, healthcare administration, or related administrative functions.
• Knowledge of clinical protocols and medical terminology.
• Experience scheduling patient appointments, coordinating travel arrangements, and maintaining patient records.
• Strong customer service skills with the ability to communicate professionally and effectively with patients, caregivers, clinical staff, and multidisciplinary teams.
• Excellent organizational and time-management skills, including the ability to manage competing priorities and meet established deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including applications used for correspondence, reporting, scheduling, and record management.
• Experience preparing reports, composing professional correspondence, and maintaining electronic and paper filing systems.
• Demonstrated resourcefulness, sound judgment, and problem-solving skills.
• Strong interpersonal skills and the ability to work effectively in a collaborative clinical or administrative environment.
• Ability to maintain accurate documentation and handle patient information with appropriate confidentiality and discretion.

Preferred Qualifications

• Bachelor's degree in Life Sciences, Medical Administration, Communications, Business Administration, Health Sciences, or a related discipline.
• Experience supporting NIH, academic medical centers, or federally funded clinical research programs.
• Experience coordinating patient recruitment, screening, scheduling, and travel for clinical research studies.
• Experience using electronic medical record systems and clinical scheduling applications.
• Familiarity with clinical research protocols, patient intake procedures, and referral coordination.
• Experience obtaining, organizing, and maintaining medical records and supporting clinical documentation.
• Experience coordinating complex travel, lodging, and transportation arrangements for research participants.