Patient Coordinator

Axle; Bethesda (MD); On-site; USD 100,000 - 108,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Paid Time Off

401K match

Educational benefits

Referral bonus

FSAs: Healthcare

Parking reimbursement

Dependent Care Account

Transportation reimbursement

Job summary

Axle, a bioscience and IT company, seeks a Patient Coordinator at the NIH in Bethesda, MD to support NIAID. You will coordinate patient travel, appointments and related documentation, liaise with physicians and NIH staff, and maintain EMR records.

The role includes training junior staff and ensuring smooth clinic operations. Requirements include a Bachelor’s in Life Sciences or related field and at least one year of related experience.

Qualifications

• Bachelor’s degree in Life Sciences or related discipline.
• Minimum of one year of related experience.

Responsibilities

• Coordinate patient travel and appointments and liaise with physicians, NIH staff and families.
• Prepare reports, schedules and documentation for clinics and trials.
• Maintain patient records and ensure accurate data entry in EMR systems.
• Provide logistical support for travel, lodging and transportation arrangements.
• Assist in training and mentoring junior staff on coordination processes.

Skills

Clear communication

Customer service

Medical terminology

Organizational skills

Problem solving

Interpersonal skills

Documentation

Travel planning

Teamwork

Data entry

Education

Bachelor’s degree in Life Sciences or related discipline

Tools

MS Office Suite

Job description

(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 organizational 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 database 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.
• Develops training materials, job aids and instructions for use by patient coordinators.
• Assesses organizational need and develops training programs to improve accuracy and performance of patient coordination processes and procedures.
• Participates in quality improvement initiatives and maintenance of SOPs.
• Monitors and identifies areas of improvement in the clinic environment, clinical trial conductance in the outpatient setting, for patients, families and staff.
• Coordinates the recruitment, scheduling, travel and admission of research study participants.
• Coordinates the recruitment, scheduling, travel and admission of research study participants with clinical staff.
• Works with staff to coordinate new research patient screening appointments, procedures and imaging studies between protocol investigators and the outpatient clinic scheduling personnel.
• Coordinates scheduling, travel and lodging of subjects participating in studies.
• Distributes recruitment materials.
• Compiles promotional materials for meeting exhibits and presentations, special events and other events.
• Acts as a liaison between participants, participants’ relatives and staff members and communicates participants’ questions, complaints, problems and concerns to appropriate staff members.
• Triage questions to appropriate personnel in the team as necessary.
• Maintains ongoing relationships with patients, families, caregivers, medical care providers and various individuals on a continuous long-term basis.
• Responds to patient emails and phone calls; prioritizes patient related issues into urgent, emergent and routine; triages the issues to the appropriate personnel in the team as necessary.
• Explains policies and procedures to participants and refers them to appropriate staff.
• Responds to communications with research subjects; directs questions to appropriate team member.
• Collates, enters and maintains data collected on participants.
• Collects outside medical documentation, electronically scans and uploads records into the electronic medical record.
• Maintains patient files, medical records, and patient family contacts; files medical record notes into patient charts daily.
• Creates reports/spreadsheets for tracking and scheduling of protocol patients.
• Obtains medical information, imaging disks and pictures from applicants on an ongoing basis; files them with the records.
• Coordinates new patient referrals by obtaining pertinent information and forwarding it for review.
• Refs prospective volunteers per study guidelines to the appropriate Institute contact person.
• Obtains outside medical records, radiology studies, biopsy slides and submits to the respective departments at the NIH.
• Communicates with appropriate staff about intake and materials and submission of materials for review.
• May assist in preparing credentialing packages.
• Monitors workflow and administers and revises processes to maintain and improve operations.
• Works with staff to achieve optimum schedule and staff utilization; works with staff in problem solving for overlapping appointments.
• Reviews future scheduled cases to resolve potential conflicts or problems; monitors additional reports to ensure data validity.
• Troubleshoots scheduling issues to ensure maximum productivity of staff resources.
• Mentors and trains staff on patient recruitment and coordination processes and procedures.
• Performs logistical and administrative duties that facilitate the work of physicians, nurses, social workers, and other members of the Clinical Center (CC) staff who provide patient care.
• Communicates with patients, caregivers, family members and staff while coordinating and planning simple and complex travel, lodging and transportation arrangements.
• Acts as a point of contact between physicians, nursing, NIH staff, contractors and other departments.
• Acts as a point of contact between staff, departments and patients/caregivers/family members.
• Answers incoming calls, emails, and otherwise remains responsive to queries and concerns related to core duties as described above in a timely manner.
• Collects outside medical documentation, electronically scans and uploads records (including patient ID and demographic data) into the electronic medical record as appropriate.
• Communicates with various clinical administrative support offices/clinics/employees concerning the scheduling and coordination of patient appointments.
• Arranges patient travel including NIH billed lodging, meal reimbursements and local transportation services.
• Adapts and maintains filing systems to create and support an ongoing database of patient encounters and patient appointments.
• Enters/updates clinic and/or physician appointment schedule availability into the central appointment calendar.
• Provides appointment and travel information to patients, including scheduled dates and times, appropriate documents to bring, clinic information, hospital maps, travel, and hotel information.
• Obtains up-to-date patient records and other pertinent information prior to appointments or visits.
• Send patient appointment reminders and travel details.

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.

The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.

Accessibility

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

This role has a market-competitive salary with an anticipated base compensation range listed below. Actual salaries will vary depending on a candidate’s experience, qualifications, skills, and location.

Salary Range: $100,000 — $108,000 USD