Patient Coordinator

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

• Update and deliver schedules to participants and providers.
• Perform Computer Reaction Time Test/Procedure
• Perform Finger Tapping Test/Procedure- Perform Eye Tracking Test/Procedure
• Daily work one on one with the CRCs to schedule study participants in the Participant Admission System
• Daily work with staff to coordinate new research participant screening appointments procedures and imaging studies.
• Daily work with staff in ancillary departments and canters to schedule outpatient tests and procedures
• Daily work with staff to make changes to participant and staff schedules based on staffing changes participant request changes and asper the research medical staff request for changes.
• Schedule appointments for participants for procedures/testing according to specific protocols; adjust patient schedules as needed.
• Coordinate scheduling travel and lodging of subjects participating in studies.
• Responsible for contacting participants in research studies to arrange air/train or ground transportation which includes a) Responsible for contacting participants and planning and creating travel itineraries. b) Responsible for working within the government travel system to book the travel. c) Responsible for calling Omega Travel if additional help creating/changing itineraries is needed. d) Responsible for obtaining supervisor approval for travel prior to booking the travel. e) Responsible for keeping up to date travel worksheets/spreadsheets. f) Responsible for communicating travel itineraries with the participant and the research staff. g) Responsible for rebooking travel in cases where changes are needed and communicating this information to the staff and the transportation group. h. Responsible for being a good steward of government funds in searching for travel arrangements for participants
• Schedule appointments for participants for procedures/testing according to specific protocols; adjust patient schedules as needed- Coordinate patient schedules with testers nurses physicians and clinical research coordinators. - Communicate with staff regarding scheduling and changes in schedule.
• Keep staff informed about current schedule.
• Provide and/or deliver hard copy schedules to providers.

Distributes recruitment materials.

• Distribute patient recruitment and communication materials.

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.
• 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.
• Weekly assist research staff with preparing participant letters
• Educate and instruct participants on new and old procedures as needed
• Train and mentor staff on new procedures as needed

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 form.
• Explain the purpose of the study to potential participants; assess eligibility to participate; enrol 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.

• Collate and enter data collected on participants. 5
• Ensure accurate and complete collection and submission of study data.
• Create reports/spreadsheets for tracking and scheduling of protocol patients. 4
• After appropriate training each week add participants to the electronic ATV system for admission
• After appropriate training each week attain electronic NIH Clinical Center admission consents from participants
• After appropriate training each week enter scheduled participants radiology and laboratory orders from various studies into specified electronic database system. Print results from the system after the radiologist has read the scans and provide to the CRC/medical staff in a timely manner.
• After appropriate training create participant debit cards and distribute to the CRC daily.
• Assist research staff with creating research charts entering data and scanning records as needed
• Weekly obtain request for medical records and assist with making copies of records
• Review and verify participant AQA and Food Frequency Questionnaires are completed each week
• Perform a staff laundry scrub count each week and keep a record of scrubs returned after laundered. Report to the CNM discrepancies to ensure adequate scrub numbers on the CRU
• Answer phone; respond to routine questions; direct calls to staff members- Run routine queries to generate and/or produce scheduling reports.
• Work with staff on recruitment and retention of study subjects participating in clinical research studies

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

May assist in preparing credentialing packages.

• Work with staff on preparation of credentialing packets for clinical staff.
• Monitor and alert CNM of medical research staff licensure expiration dates. Maintain electronic database of licensures/certifications

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 1
• Work with staff to achieve optimum schedule and staff utilization; work with staff in problem solving for overlapping appointments.
• Troubleshoot scheduling issues to ensure maximum productivity of staff resources. 3
• Manage the staff vacation calendar. Enter staff vacation times and coordinate with participant scheduling. Alert the CNM when requests affect participant scheduling
• Assist CNM in the organization arrangement and distribution of information regarding staff BLS/ACLS/CPR trainings. Maintain electronic database of staff certifications.
• Assist CNM in the distribution of information regarding staff trainings NIA research retreats flu shots and other duties related to staff notifications as they relate to CRU scheduling
• Attend weekly CRU staff meetings and record and electronically file minutes
• Attend and record and electronically file minutes of other research study meetings such as recruitment CRC administrative and individual meetings with staff with the CNM
• Work with the CNM on the communications/resolution of unit operating problems such as facilities EVS dietary etc.
• As per the direction of the CNM communicate information to staff.
• In conjunction with the CNM maintain records of staff property such as laptops and phones coffee funds/collections training records contact lists etc.
• After appropriate training create supply orders in the Purchasing Online Tracking System (POTS) to ensure staff have the needed supplies to perform their duties
• On behalf of the CNM contact vendors for needed supplies and quotes.
• Print and distribute participant packets each week at the BLSA meeting.
• Attend weekly BLSA data IT meetings and QC data in specified database systems- Work with staff on the resolution of unit operating problems.
• Review future scheduled cases to resolve potential conflicts or problems; monitor additional reports to ensure data validity. 2

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

• Mentors and coaches patient coordinators.