Job Department: Professional Services

The purpose of this position is to provide administrative support to research teams and participants enrolled in a National Institute of Allergy and Infectious Diseases protocol. The Patient Care Coordinator (PCC) will be responsible for all scheduling activities, including arranging appointments, travel and entering remuneration into appropriate systems. The PCC will need to communicate effectively with participants and teams related to scheduled activities, follow-up and the logistics of each appointment.

• Meet with lab members to present updates. – Ad-Hoc
• Work products and documents related to performing logistical and administrative duties that facilitate participant travel and appointments by commutating with participant, 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 participants/caregivers/family members. – Ad-Hoc
• Work products and documents related to collecting outside medical documentation, electronically scan and upload 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 data base 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

• Coordinate patient schedules with testers, nurses, physicians and clinical research coordinators. – 1
• 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. – 2
• Develops training materials, job aids and instructions for use by patient coordinators. – 3
• Coordinates the recruitment, scheduling, travel and admission of research study participants.
• 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.
• Assess unique participant needs prior to visit and address needs with clinical team (i.e. interpreting services, assistive devices, isolation etc.).
• Distributes recruitment materials.
• Distribute patient recruitment and communication materials.
• 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.
• Explains policies and procedures to participants and refers them to appropriate staff.
• Respond to communications with research subjects, direct questions to appropriate team member.
• Stay current on Clinical Center and Institute communications.
• Updates participant resources and educational materials related to their visit as needed based on these communications.
• Keep participants informed of Clinical Center and NIH campus changes affecting their visit.
• Collates, enters and maintains data collected on participants.
• Collect outside medical documentation, electronically scans and uploads records into the electronic medical record.
• Review medical records to collect relevant clinical data.
• Maintain patient files, medical records, and patient family contacts, file medical record notes into patient charts daily.
• Create reports/spreadsheets for tracking and scheduling of protocol patients.
• 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.
• Refer prospective volunteers per study guidelines to the appropriate Institute contact person.
• 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.
• 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.
• Monitor and identify areas of improvement in the clinic environment, clinical trial conductance in the outpatient setting, for patients, families and staff.
• 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.
• Mentors and coaches patient coordinators.

Certifications & Licenses

• Basic CPR certification

Field of Study

• Miscellaneous Biology
• Communications
• General Business
• Miscellaneous Business Medical Administration
• General Medical and Health Services
• Miscellaneous Health Medical Professions

Software

• MS Office Suites
• Electronic Medical records

Skills

• Maintain client communication regarding data management project status and review key project questions with clients, working in a hospital setting
• HCA Process, track, and validate data accurately and on time, in accordance with data processing and entry instructions
• Perform data abstraction and data entry on several different protocols into multiple clinical research databases
• Identify project specific reports and assist in the development of these reports
• Public or community health
• Patient/ Family education
• Travel arrangements
• Knowledge of clinical protocols and medical terminology
• Strong interpersonal skills and the ability to work effectively in a team environment
• Strong organizational skills with the ability to successfully manage competing priorities
• On-site visits
• Data collection
• Communications
• Scheduling

The purpose of this position is to provide administrative support to research teams and participants enrolled in a National Institute of Allergy and Infectious Diseases protocol. The Patient Care Coordinator (PCC) will be responsible for all scheduling activities, including arranging appointments, travel and entering remuneration into appropriate systems. The PCC will need to communicate effectively with participants and teams related to scheduled activities, follow-up and the logistics of each appointment.

• Meet with lab members to present updates. – Ad-Hoc
• Work products and documents related to performing logistical and administrative duties that facilitate participant travel and appointments by commutating with participant, 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 participants/caregivers/family members. – Ad-Hoc
• Work products and documents related to collecting outside medical documentation, electronically scan and upload 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 data base 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

• Coordinate patient schedules with testers, nurses, physicians and clinical research coordinators. – 1
• 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. – 2
• Develops training materials, job aids and instructions for use by patient coordinators. – 3
• Coordinates the recruitment, scheduling, travel and admission of research study participants.
• 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.
• Assess unique participant needs prior to visit and address needs with clinical team (i.e. interpreting services, assistive devices, isolation etc.). Distributes recruitment materials.
• Distribute patient recruitment and communication materials.
• 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.
• Explains policies and procedures to participants and refers them to appropriate staff.
• Respond to communications with research subjects, direct questions to appropriate team member.
• Stay current on Clinical Center and Institute communications.
• Updates participant resources and educational materials related to their visit as needed based on these communications.
• Keep participants informed of Clinical Center and NIH campus changes affecting their visit.
• Collates, enters and maintains data collected on participants.
• Collect outside medical documentation, electronically scans and uploads records into the electronic medical record.
• Review medical records to collect relevant clinical data.
• Maintain patient files, medical records, and patient family contacts, file medical record notes into patient charts daily.
• Create reports/spreadsheets for tracking and scheduling of protocol patients.
• 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.
• Refer prospective volunteers per study guidelines to the appropriate Institute contact person.
• 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.
• 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.
• Monitor and identify areas of improvement in the clinic environment, clinical trial conductance in the outpatient setting, for patients, families and staff.
• 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.
• Mentors and coaches patient coordinators.

Certifications & Licenses

• Basic CPR certification

Field of Study

• Miscellaneous Biology
• Communications
• General Business
• Miscellaneous Business Medical Administration
• General Medical and Health Services
• Miscellaneous Health Medical Professions

Software

• MS Office Suites
• Electronic Medical records

Skills

• Maintain client communication regarding data management project status and review key project questions with clients, working in a hospital setting
• HCA Process, track, and validate data accurately and on time, in accordance with data processing and entry instructions
• Perform data abstraction and data entry on several different protocols into multiple clinical research databases
• Identify project specific reports and assist in the development of these reports
• Public or community health
• Patient/ Family education
• Travel arrangements
• Knowledge of clinical protocols and medical terminology
• Strong interpersonal skills and the ability to work effectively in a team environment
• Strong organizational skills with the ability to successfully manage competing priorities
• On-site visits
• Data collection
• Communications
• Scheduling

• Subsequent to one review cycle ending, evaluate incoming applications for completeness and accuracy. 
• Generate accurate and succinct summary statements that reflect the discussion of each application under review, including major score-driven strengths and weaknesses. 
• Ensure that post-meeting reports and documents are compiled and edited to produce high-quality documents. 
• Work with staff to identify and coordinate the participation of reviewers for applications received by the SRB. 
• Identify and select reviewers by matching the expertise of the reviewer with the applications’ content while also balancing appropriate demographic considerations such as gender, minority, geographic region, and institution type distributions among the review panel.

• ​​​​​Complete the administrative review of grant applications for completeness and compliance with the Notice of Funding Opportunity (NOFO) 1
• Schedule review meetings; prepare materials for reviewers. 2
• Interact and coordinate review activities with SRB staff, such as preparing review meeting materials and accomplishing tasks in an orderly and efficient manner. 3
• Performs administrative review of research grant applications.
• Provide the application, reviewer, and meeting-specific recommendations for consideration by the Scientific Review Officer and staff.
• As requested, correspond with potential reviewers and complete recruitment of the review panel.
• Implement administrative flexibilities under the supervision of the SRB Section Chief, for example, by managing the process of splitting Special Emphasis Panels (SEPs), if needed.
• Identifies specific areas of expertise for the peer review panel, searches databases and resources, and prepares lists of potential reviewers.
• Evaluate grant applications to identify areas of expertise required for peer review.
• Prepare clear written meeting documents and materials that contain accurate information, such as deadlines, review policies, materials, and instructions for reviewers.
• Prepares preliminary drafts of summary statements.
• Use systems such as Committee Management (CMM), Peer Review, QVR, and Internet Assisted Review (IAR) to perform review-related tasks such as adding reviewers to rosters, enabling reviewers, preparing summary statements, adding meeting and post-submission material, and setting up meeting phases.
• Work with the review meeting’s SRO/Designated Federal Official (DFO) to ensure an appropriate understanding of the review meeting status and topics that need special attention, such as managing reviewer attendance, late critiques and preliminary scores, potential Conflict of Interest (COIs), reviewer assignments and workload, and issues that may impact the discussion order of applications.
• Draft Resume/Summary of the discussion based on the discussion notes from the meeting.
• Format critiques to SRB standard practices.
• Validates and enters information into databases.
• Collaborate with staff on the preparation and evaluation (pre-publication) of NOFOs to ensure internal NIGMS and
• SRB consistency and adherence to both NIH policy and NIGMS programmatic requirements.
• Work with staff on the entry of reviewer and meeting data into the CMM, Peer Review, QVR, and IAR Systems.
• Identifies involved persons who must be on a conflict of interest list and identifies deficiencies which must be addressed prior to review.
• Assess reviewers against applications for potential conflicts of interest.
• Attends peer review meetings to take notes for use when preparing a final summary of the documentation of meeting proceedings.
• Schedule and facilitate pre-review meetings to orient reviewers and NIH staff to the policy, procedures, expectations, and requirements of the review meeting.
• Obtains written critiques from reviewers.
• Upload appropriate critique template to match the NOFO specified review criteria (if applicable).
• Set deadlines in IAR for reviewers to submit critiques and monitor their receipt.
• Follow up with assigned reviewers to ensure they meet critique submission deadlines.
• Monitor IAR during the editing phase to encourage reviewers to submit updated critiques.
• Evaluate incoming reviews for completeness and accuracy.
• Complete additional actions and requests related to application review, such as late application submissions and acceptance of post-submission materials.
• Analyzes scientific content of grant applications.
• Stay abreast of scientific advances in relevant fields and laws, regulations, and policies related to COI, review criteria, human subject protections and inclusion, animal welfare, and other relevant factors related to NIH peer review.
• Mentors and trains staff on scientific peer review processes and procedures.
• Mentors and coaches peer reviewers in the performance of reviews.

• Ph.D.

• Chemistry 
• Biochemical Sciences 
• Biology 
• Microbiology 
• Molecular Biology 
• Neuroscience 
• Genetics
• Biomedical
• Engineering 
• Pharmacology 
• Physiology 
• Community and Public Health
•  

• Outlook 
• QVR 
• Microsoft Teams 
• Microsoft Office 

• Communication Skills (Oral & Written) 
• Scientific Writing and Editorial Skills 
• Peer Review Process for Grants