Position Objective: Provide services as a Clinical Research Coordinator in support of the overall functions of the Director of Intramural Research (DIR), Laboratory of Allergic Diseases (LAD) within the National Institute of Allergy and Infectious Diseases (NIAID).

Duties and Responsibilities:

• Collaborate with research nurses and study coordinators to bring in new patients. Assist with each patient who enroll to the Clinics for evaluation, tasks include assisting with intake procedures consistent with each protocol. In general, tasks will include but not limited to completing a patient document checklist, create and complete an intake form including demographics and contact information as well as patient physician contact information, contact patients to schedule initial appointments and confirm appointments and clinic schedules in NIH CRIMSON or SharePoint, create and e-mail (or mail) schedule and new patient information such as release of medical information and other pertinent forms to the patient. Submit Admissions- Travel-Voucher (ATV) for new incoming patients.
• Assist the Federal Task Leader, research nurses and other staff to schedule follow-up appointments including scheduling clinic visits or tests/procedures per SOPs for each protocol. Obtain updated clinical documentation from patients or their providers prior to visits. Utilize and monitor existing and new software to streamline and troubleshoot scheduling of patients.
• Plan patient travel to minimize cost to the NIH in support of clinical protocols. Travel planning will be performed using the NIH Admissions-Travel-Voucher (ATV) system and process. Request Financial Assessments as needed. Direct patients to appropriate reimbursement and voucher offices.
• Arrange accommodations for patients and their families at the Edmond J. Safra Family Lodge at the NIH, The NIH Childrens’ Inn, or other local lodging options.
• Request and complete medical records, pathology slides, reports, and other clinical materials and documents from the patient’s physician(s), other caregivers, or hospitals and deliver to appropriate NIH recipients as directed by the task leader. Maintain patient-specific data in appropriate databases as instructed by clinical PI or their designee(s).
• When the patient’s appointment is cancelled, notify the teams involved, cancel fellow calendar in CRIMSON as needed, update CRIMSON and CRIS, let lodging such as Safra and Childrens Inn know, coordinate with the team and call the patient to reschedule.
• Provide patient records to home physicians, clinics, and hospitals using secure information systems to protect personal information in accordance with all applicable NIH Information Security requirements.
• Assist eligible patients with obtaining extended visitors pass and direct them to the NIH Clinical Center Badging station.
• Provide a detailed patient visit schedule to the patient, patient guardian (if appropriate), Case Manager or Research Nurse, and confirm all scheduled appointments in NIH CRIMSON calendars and other calendar systems as required. Send appointment reminders to patients and add schedule to appropriate clinic team calendar.
• Deliver clinical documents and imaging CDs, or electronic requests from outside sources to the medical legal department and the film library as directed as well as request materials from the library.
• Complete electronic and paper copies of pre-admission forms for pediatric and adult day hospitals and send to appropriate location.
• Enter Outpatient Clinic Electronic Appointment requests (EAR) and, if needed, electronic pre- admission forms to the appropriate inpatient nursing unit.
• Communicate effectively with patients, Case Managers, Study Coordinators, and Principal Investigators and other clinical staff and research staff.
• Communicate research sample pick-up and any delays/cancellations, including to Frederick NCI Courier Team, in a professional and timely manner.
• Schedule foreign language and sign language interpretation services as needed.
• Coordinate volunteer payments.
• Complete shipping and commercial invoice forms, assemble and send sample kits, packages, and letters, and mail domestically or internationally.
• Screen calls from patients, physicians and callers from the public; forward to appropriate staff members; update patient telephone directory as needed.
• Assist and support weekly clinic planning meetings by distributing weekly clinical schedules and lists of research laboratory collection to appropriate staff as needed.
• Troubleshoot scheduling issues to ensure maximum productivity of staff resources.
• Keep accurate records and reports using Microsoft Office products including Outlook, SharePoint, MS Teams; and other NIH databases and software and complete all necessary training for software, security, privacy and others as needed.

Basic Qualifications:

• BS and at least 4 years of experience in related field.
• Must complete all security and training for use of NIH databases and software, and must follow and adhere to PII regulations.
• Experience using Microsoft Office products including Outlook, SharePoint, MS Teams.
• Experience with NIH’s CRIMSON and CRIS software is preferred, although training will be provided for documentation and clinical systems used by the clinical research teams.

Minimum Qualifications:

• Good communication skills and writing skills are highly desired.
• Ability to communicate effectively, orally and in writing, with non-technical and technical staff.
• Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects.

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

This position is contingent upon contract award.