Position Title: Patient Coordinator, Full-Time (5 Positions)
Contract Duration: 12-month base period with renewable option periods
Location: Bethesda, Maryland
Department: Veritas Management Group/NIH SOAR
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 five (5) Patient Coordinators to support the National Institute of Allergy and Infectious Diseases (NIAID) at the National Institutes of Health (NIH) Clinical Center in Bethesda, Maryland. This position provides comprehensive patient coordination and administrative support for clinical research programs by coordinating participant recruitment, scheduling, travel, referrals, medical records, and communication between patients, caregivers, investigators, and clinical staff.
The ideal candidate is highly organized, customer-focused, and experienced in coordinating complex patient services while maintaining exceptional attention to detail in a fast-paced clinical research environment.
- Coordinate recruitment, scheduling, travel, lodging, and admission of research study participants.
- Schedule patient screening appointments, clinical procedures, imaging studies, and follow-up visits in collaboration with investigators and clinical staff.
- Coordinate domestic travel, lodging, meal reimbursements, and local transportation for research participants.
- Serve as the primary point of contact for patients, caregivers, family members, physicians, nurses, and multidisciplinary clinical teams.
- Respond to patient inquiries by phone and email, triage concerns appropriately, and ensure timely follow-up.
- Collect, organize, scan, upload, and maintain patient medical records and supporting clinical documentation within electronic medical record systems.
- Maintain patient files, appointment calendars, tracking spreadsheets, and protocol-specific scheduling databases.
- Obtain outside medical records, radiology studies, pathology reports, and other required documentation for protocol review.
- Coordinate new patient referrals and communicate with clinical teams regarding patient eligibility and intake requirements.
- Monitor clinic schedules, identify scheduling conflicts, and assist with optimizing clinic workflow and staff utilization.
- Participate in quality improvement initiatives and support the maintenance of Standard Operating Procedures (SOPs).
- Develop reports, correspondence, and tracking tools to support patient coordination activities.
- Assist with the development of training materials and provide mentoring to patient coordination staff, as assigned.
- Support physicians, nurses, social workers, and research staff by performing administrative and logistical activities that facilitate patient care and clinical research operations.
- Associate's degree required.
- Minimum of one (1) year of experience coordinating patient services, clinical research, healthcare administration, or a related field.
- Knowledge of clinical protocols and medical terminology.
- Experience scheduling patient appointments, coordinating travel arrangements, and maintaining patient records.
- Strong customer service, interpersonal, and communication skills.
- Excellent organizational skills with the ability to manage multiple priorities simultaneously.
- Proficiency with Microsoft Office Suite.
- Ability to prepare reports, compose correspondence, and maintain electronic and paper filing systems.
- Demonstrated resourcefulness and problem-solving skills in a healthcare or clinical environment.
- Experience supporting NIH, academic medical centers, or federally funded clinical research programs.
- Bachelor's degree in Life Sciences, Medical Administration, Communications, Business, Health Sciences, or a related discipline preferred.
- Experience using electronic medical record (EMR) systems and clinical scheduling software.
- Familiarity with clinical research protocols and patient recruitment processes.
- Experience coordinating complex travel arrangements for patients participating in clinical studies.
- Experience working with multidisciplinary healthcare teams.
- Full-time position (40 hours per week).
- Monday through Friday schedule.
- Position is fully onsite at the NIH Clinical Center in Bethesda, Maryland.
- Telework is available in accordance with task order requirements and government approval.
- Professional clinical research environment requiring frequent interaction with patients, caregivers, physicians, nurses, researchers, and administrative staff.
- Position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining outstanding customer servic
