Patient Care Coordinator III (req2179)

Posted: 10/7/2021
Location: Bethesda, MD
Employee Type: nonexempt full-time
Job ID: req2179


Within Leidos Biomedical Research Inc., operator of the Frederick National Laboratory for Cancer Research, the Clinical Monitoring Research Program Directorate (CMRPD) provides high-quality comprehensive and strategic operational support to high-profile domestic and international clinical research initiatives sponsored by the National Cancer Institute (NCI), the National Institute of Allergy and Infectious Diseases (NIAID), the National Institutes of Health (NIH), and several other institutes within NIH. CMRPD's ability to provide rapid responses and high-quality solutions, and to recruit and retain experts with a variety of backgrounds, allows the directorate to facilitate strategic support to the growing clinical research portfolios of NCI, NIAID, and other NIH divisions/offices/centers. CMRPD's support services are aligned with the program's mission to provide comprehensive clinical trials operations and program/project management services to advance scientific clinical research that complies with applicable regulations and guidelines, maintains data integrity, and protects human subjects. CMRPD services include clinical trials monitoring, regulatory affairs support, clinical safety oversight, protocol navigation/protocol development, and programmatic and project management support to facilitate the conduct of more than 400 Phase I, II, and III domestic and international trials annually. These trials investigate the prevention, diagnosis and treatment of cancer, influenza, HIV, infectious diseases and emerging health challenges like Ebola virus and COVID-19, heart, lung, and blood disorders, parasitic infections, and rare and neglected diseases. CMRPD's collaborative approach to clinical research support and the expertise and dedication of staff to the continuation and success of CMRPD'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 Research Nursing (ORN).


  • 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 selected patients to the Branch
  • Delivers outside films to 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 airbills; 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 surgeries
  • Coordinates off-site registrations and obtain medical record numbers for patients using the SOP
  • Performs tracking on new patient calls
  • 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 is located in Bethesda, Maryland


To be considered for this position, you must minimally meet the knowledge, skills, and abilities listed below:

  • 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
  • Ability to obtain and maintain a security clearance


Candidates with these desired skills will be given preferential consideration:

  • 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