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Patient Care Coordinator III - LMB

Job ID: req1582
Employee Type: nonexempt full-time
Facility: NIH
Location: NIH Campus 9000 Rockville Pike, Bethesda, MD 20892 USA

The Frederick National Laboratory is a Federally Funded Research and Development Center (FFRDC) sponsored by the National Cancer Institute (NCI) and operated by Leidos Biomedical Research, Inc.  The lab addresses some of the most urgent and intractable problems in the biomedical sciences in cancer and AIDS, drug development and first-in-human clinical trials, applications of nanotechnology in medicine, and rapid response to emerging threats of infectious diseases.

Our core values of accountability, compassion, collaboration, dedication, integrity, and versatility serve as a guidepost for how we do our work every day in serving the public’s interest.  

 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), Laboratory of Molecular Biology (LMB).


  • Calls external Pathology Departments to obtain slides and tissue blocks in advance of patient’s visit
  • Completes Tissue Transfer Forms and deliver to the appropriate individual or department
  • 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
  • Contacts Patient Coordinators to set-up screening appointments
  • 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, maintain clinic charts and organize 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 patients
  • Delivers outside films to the Film Library
  • Files reports in research records and regulatory binders
  • 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
  • Labels all patient medical record (internal and external) notes with patient Medical Record number; print and submit to Medical Records for filing
  • Organizes and tracks pathology slides; send pathology slides back to originating hospital; keep pathology mailing list up to date; log in and file pathology air bills; scan, log and distribute pathology reports
  • Copies consent forms after clinic and distribute to Research Nurse; mail to patient; file into patient’s chart and deliver original to Medical Record department
  • Collects outside medical records, including radiology images and pathology slides to be read by NIH personnel
  • Returns path slides to Histology lab and pick up new pathology slides
  • Enters patient travel authorizations (ATV’s) daily
  • Prepares and provides detailed schedules for patients
  • Ensures patient is educated regarding pre-operative studies and procedures
  • Confirms all necessary pre-operative tests/Studies have been ordered and completed
  • Notifies clinical staff of patients who call to cancel and/or reschedule appointments
  • Coordinates off-site registrations and obtain medical record numbers for patients using the SOP
  • Performs tracking on new patient calls and confirms appointments in CRIS system
  • Enters/updates surgery and/or post-operative follow-up appointments into the surgical/clinical calendar
  • Maintains calendar with current updates for the weekly Radiology Conference
  • Schedules imaging studies and consults needed prior to surgery, such as: neurosurgery, endocrinology, cardiology and internal medicine
  • Confirms appointments in CRIS system ( is no longer available)
  • Reschedules surgeries (only as instructed by clinical staff)
  • Submits inpatient unit and day hospital pre-admit forms prior to patients’ arrival
  • This position will be 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, including experience in a clinical/medical setting
  • Experience scheduling patient appointments and maintaining patient records
  • Knowledge of record keeping, data management, and medical terminology with the ability to understand clinical operations in order to provide adequate patient care arrangements
  • Excellent oral and written communication skills]
  • Must be organized, detail-oriented, and able to multi-task
  • Ability to comply with applicable Office of Human Research Program regulations
  • Ability to efficiently compose correspondence, prepare reports from raw data, and design and set up filing systems
  • Experience with Microsoft software applications
  • Must be able to obtain and maintain a security clearance


  • General knowledge of scientific, safety, or medical technologies
  • Familiarity with regulatory requirements and guidelines for clinical research
  • Oncology experience
  • General familiarity with requirements of clinical protocols

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