Patient Care Coordinator at Axle Informatics in Bethesda, MD

(ID: 2026-4020)

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 Institute of Dental and Craniofacial Research (NIDCR) 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:

Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the National Institute of Dental and Craniofacial Research. The primary objective is to provide services and deliverables through performance of clinical re-search and patient support services.

Additional Qualifications:

Certifications & Licenses

• CPR Cert

Field of Study

• Health and Medical Administrative Services

Software

• Electronic Medical records

• SharePoint

• POTS

Skills

• Maintain client communication regarding data management project status and review key project questions with clients, working in a hospital setting

• Perform data abstraction and data entry on several different protocols into multiple clinical research databases

• Develop and extract patient clinical data reports for publications and presentations

• Prepare, review, and submit clinical data to monitoring agencies

• Writing skills, clinical research

Deliverables:

• Run Validation - Weekly

• Meet with lab members to present updates - Weekly

Statement of Work Details:

• Maintains relationships with professional and scientific associations and academic institutions to identify emerging trends and developments in clinical research participant recruitment and coordination. - 1
• Monitor and identify areas of improvement in the clinic environment, clinical trial conductance in the outpatient setting, for patients, families and staff. - 2
• Collaborate with staff to submit protocols to the IRB; monitor protocol compliance. - 3
• Participate in protocol writing and editing for upcoming studies. - 4
• Prepare and process all documents required for initiation of employment and clinical activities for new program trainees’ rotation to the program from other NIH institutes and/or outside institutions. - 5

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

• Coordinate patient schedules with testers, nurses, physicians and clinical research coordinators.

• Act as primary point of contact for patients enrolled in the study.

• 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.

• Participate in community outreach activities in recruitment areas to encourage participation in study.

• Distribute patient recruitment and communication materials.

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

• Distribute fliers, research and place advertisements in suitable media. 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.

• Communicate all patient protocols to patients, within the context of eligibility criteria for specific protocol; obtain appropriate consent forms.

• Serve as point of contact for questions, advice and communications on the process and status of protocols; initiate and respond to correspondence and telephone contacts pertaining to admission of patients.

• Explain the purpose of the study to potential participants; assess eligibility to participate; enroll eligible study participants and explain the research procedures; respond to routine questions on study procedures and seek additional information when needed.

• Confer with study participants; explain the purpose of the study and obtain informed consent.

• Respond to communications with research subjects; direct questions to appropriate team member.

• Collates, enters and maintains data collected on participants.

• Collect, verify, record and maintain data on clinical activity and/or research.

• Collect outside medical documentation, electronically scans and uploads records into the electronic medical record.

• Collate and enter data collected on participants.

• Review medical records to collect relevant clinical data.

• Ensure accurate and complete collection and submission of study data.

• Maintain patient files, medical records, and patient family contacts; file medical record notes into patient charts daily.

• Maintain clinical data in protocol databases.

• Create reports/spreadsheets for tracking and scheduling of protocol patients.

• Review patient and clinical charts; enter patient data into files and automated databases.

• Ensure that research data are entered into database.

• Ensure consistency in records, data and datasets in accordance with regulatory requirements.

• Work with staff on QA/QC of the clinical and research records for patients on study prior to audits.

• Obtain medical information, imaging disks and pictures from applicants on an ongoing basis; file them with the records.

• Coordinates new patient referrals by obtaining pertinent information and forwarding it for review.

• Provide lists of potential research volunteers to principal investigators based on database searches against protocol criteria.

• Refer prospective volunteers per study guidelines to the appropriate Institute contact person.

• Review incoming patient referrals and contact referring physician’s office if referral is incomplete.

• Obtain outside medical records, radiology studies, biopsy slides and submit to the respective departments at the NIH.

• Communicate with appropriate staff about intake and materials and submission of materials for review.

• May assist in preparing credentialing packages.

• Prepare credentialing packets.

• Verify all medical staff privileges through database software system when new surgeons and/or new procedures are scheduled.

• Work with staff on preparation of credentialing packets for clinical staff.

• Perform Quality Assurance reviews on credentialing records.

• Monitors workflow and administers and revises processes to maintain and improve operations.

• Work with staff to achieve optimum schedule and staff utilization; work with staff in problem solving for overlapping appointments.

• Review future scheduled cases to resolve potential conflicts or problems; monitor additional reports to ensure data validity.

• Troubleshoot scheduling issues to ensure maximum productivity of staff resources.

• Participate in training other clinical staff on clinical operations.- Participate in quality improvement initiatives and maintenance of SOPs.

• Mentors and trains staff on patient recruitment and coordination processes and procedures.

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

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

• Mentors and coaches patient coordinators.

• Advises executives and researchers in the processes of participant recruitment and prepares informational summaries and briefs.

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: careers@axleinfo.com

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.