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Patient Care Coordinator III

Job ID: req1147
Facility: NIH
Location: NIH Campus 9000 Rockville Pike, Bethesda, MD 20892 USA

The Frederick National Laboratory is dedicated to improving human health through discovery and innovation in the biomedical sciences, focusing on cancer, AIDS, and emerging infectious diseases. 

Position Overview:

Within Leidos Biomedical Research Inc., the Clinical Monitoring Research Program Directorate (CMRPD) provides high-quality comprehensive and strategic operational support to the high-profile domestic and international clinical research initiatives of the National Cancer Institute (NCI), National Institute of Allergy and Infectious Diseases (NIAID), Clinical Center (CC), National Heart, Lung and Blood Institute (NHLBI), National Institute of Arthritis and Musculoskeletal and Skin Diseases (NIAMS), National Center for Advancing Translational Sciences (NCATS), National Institute of Neurological Disorders and Stroke (NINDS), and the National Institute of Mental Health (NIMH). Since its inception in 2001, CMRPD’s ability to provide rapid responses, high-quality solutions, and to recruit and retain experts with a variety of backgrounds to meet the growing research portfolios of NCI, NIAID, CC, NHLBI, NIAMS, NCATS, NINDS, and NIMH has led to the considerable expansion of the program and its repertoire of support services. CMRPD’s support services are strategically aligned with the program’s mission to provide comprehensive, dedicated support to assist National Institutes of Health (NIH) researchers in providing the highest quality of clinical research in compliance with applicable regulations and guidelines, maintaining data integrity, and protecting human subjects. For the scientific advancement of clinical research, CMRPD services include comprehensive clinical trials monitoring, regulatory, pharmacovigilance, protocol navigation and development, and programmatic and project management support for facilitating the conduct of 400+ Phase I, II, and III domestic and international trials on a yearly basis. These trials investigate the prevention, diagnosis, treatment of, and therapies for cancer, influenza, HIV, and other infectious diseases and viruses such as hepatitis C, tuberculosis, malaria, and Ebola virus; heart, lung, and blood diseases and conditions; parasitic infections; rheumatic and inflammatory diseases; and rare and neglected diseases. CMRPD’s collaborative approach to clinical research and the expertise and dedication of staff to the continuation and success of the program’s mission has contributed to improving the overall standards of public health on a global scale. 

The Clinical Monitoring Research Program Directorate (CMRPD) provides comprehensive, dedicated clinical research and study coordination in support of the National Cancer Institute’s (NCI’s), Center for Cancer Research (CCR), Office of the Clinical Director (OCD). 


  • Assists with the coordination of patient activities in the program, such as screening telephone calls, using discretion ascertaining the purpose of the call and demonstrating thorough knowledge of the clinical program by providing information or making appropriate referrals
  • Calls external Pathology Departments to obtain slides and tissue blocks in advance of patient’s visit
  • Completes tissue transfer forms and delivers to the appropriate individual or department
  • Contacts Patient Coordinators to set-up screening appointments
  • Develops procedures to facilitate patient entry into the clinical/admissions system
  • Identifies solutions for day-to-day problems by adapting processes and procedures with consideration to the coordination of patient care
  • Notifies patients and nursing units of date and time tests are scheduled for patients
  • Prepares appropriate travel and admission documents for the patients
  • Prepares new patient workbooks for the clinic, maintains clinic charts and organizes chart room
  • Prepares phlebotomy slips and screening list for patients visiting the clinic and deliver to the Admissions Desk or Phlebotomy Department, as needed
  • Prepares research folders for new patients
  • Requests copies of films (CT Scans, PET, Nuclear Medicine Scans) for patients and have them sent to the patient’s local MD or other treatment facility, as needed
  • Retrieves information for patients and their referring MDs and send it out as needed
  • Schedules patients for tests needed to meet protocol requirements, using written instructions from the research nurses (e.g. flow cytometry, PET Scan)
  • Sends loose paperwork to Medical Records to be filed in patient’s chart (e.g. PK Order Sheets, signed consents)
  • Sends Screening Packets as needed—for emergency screens and in-Patient Coordinator’s absence
  • Develops follow up systems to monitor communication from physicians who refer selected patients to the Branch
  • Coordinates and assist with the patient care aspects of the program’s clinical activities
  • Delivers external slides/blocks to the Pathology Department for review
  • Delivers outside films to Film Library
  • Designs appropriate mechanisms for follow-up test scheduling and return visits.
  • Files reports in research records and regulatory binders
  • Makes survival calls and/or send certified letters for survival follow up
  • Prints, prepares, copies and distributes protocol consents, continuing review documents, protocol amendments, etc.
  • Schedules tests needed for study evaluation, as well as protocol-specific tests, including MRI, CT, ultrasound, EKG, x-rays, blood tests, etc.
  • Tracks data entry time points--- monitoring the time of our research records in an effort to ensure timely data entry and more importantly, timely data submission to our monitoring agency
  • This position is located in Bethesda, Maryland 


  • Possession of a high school diploma or equivalent. Foreign degrees must be evaluated for U.S. equivalency
  • A minimum of five (5) years of progressively responsible administrative experience
  • Experience scheduling patient appointments and maintaining patient records
  • Experience working with all levels of medical staff
  • Understanding of clinical operations in order to provide adequate patient care arrangements
  • Ability to efficiently compose correspondence, prepare reports from raw data, design and set up filing systems
  • Must be able to obtain and maintain a security clearance 


  • Knowledge of medical/scientific objectives and terminology
  • General familiarity with requirements of clinical protocols
  • Knowledge of special ambulatory care regulations
  • Strong customer service skills
  • Strong organizational skills with the ability to successfully manage competing priorities
  • Ability to follow through with delegated tasks and take accountability

Equal Opportunity Employer (EOE) | Minority/Female/Disabled/Veteran (M/F/D/V) | Drug Free Workplace (DFW)