Patient Care Coordinator

(ID: 2026-3841)

Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).

Axle is seeking a Patient Care Coordinator to join our vibrant team at the National Institutes of Health (NIH) supporting the National Heart, Lung, and Blood Institute (NHLBI) located in Bethesda, MD.

Benefits We Offer:

• 100% Medical, Dental & Vision Coverage for Employees
• Paid Time Off and Paid Holidays
• 401K match up to 5%
• Educational Benefits for Career Growth
• Employee Referral Bonus
• Flexible Spending Accounts:
• Healthcare (FSA)
• Parking Reimbursement Account (PRK)
• Dependent Care Assistant Program (DCAP)
• Transportation Reimbursement Account (TRN)

Position Overview

The Patient Care Coordinator will provide administrative, operational, and patient care coordination support for the HCS. The role includes coordinating consult appointments and procedures, communicating with patients and clinical teams, maintaining program and research records, supporting regulatory activities, and improving clinical workflows.

Responsibilities

• Serve as the primary administrative point of contact for referring providers, patients, caregivers, and clinical teams regarding hematology consult services.

• Coordinate patient scheduling, research participant recruitment, travel, and admissions with clinical staff; provide appointment instructions, directions, visit preparation information, and Clinical Center registration guidance.

• Maintain consult service calendars for appointments, conferences, fellow continuity clinics, educational sessions, on-call schedules, weekend and laboratory coverage, and consult fellow schedules.

• Coordinate multidisciplinary patient care meetings and facilitate communication among referring providers, consult teams, ancillary services, and laboratories; relay participant questions and concerns to appropriate staff.

• Coordinate clinical and research bone marrow procedures and specimen collection with referring teams, inpatient units, laboratories, and hematopathology.

• Maintain consult databases, scheduling logs, study records, and program files; enter and clean questionnaire data, conduct database queries, and track operational metrics.

• Prepare reports on consult activity, bone marrow procedures, turnaround times, and operational performance, and assist with developing dashboards and performance measures.

• Develop, prepare, and review research proposals, abstracts, posters, manuscript drafts, protocol documentation, patient calendars, teaching aids, study reports, and status updates.

• Develop, maintain, and review standard operating procedures (SOPs), workflow documents, scheduling guides, educational materials, reference manuals, and operational resources.

• Collect and maintain investigator qualifications, trial logs, safety reports, study applications, annual reports, and correspondence; track study requests, submissions, and protocol approvals.

• Prepare and submit protocol actions through the NIH Protocol Tracking and Management System and coordinate regulatory activities throughout the protocol lifecycle, from development through study closure.

• Prepare and review clinical data for monitoring agencies and regulatory submissions, including investigational new drug (IND) and investigational device exemption (IDE) safety reports, clinical study reports, amendments, and annual reports.

• Track and review adverse event files and prepare reports in accordance with Institutional Review Board (IRB) processes and policies.

• Support quality assurance activities and regulatory audit preparation, and ensure consult coordination complies with NIH policies, institutional procedures, Health Insurance Portability and Accountability Act (HIPAA) requirements, and applicable regulatory standards.

• Identify workflow inefficiencies and support improvements to scheduling, patient access, and operational performance.

• Coordinate orientation, onboarding, and credentialing activities for incoming fellows, residents, advanced practice providers, students, and other personnel; maintain onboarding checklists, personnel documentation, and clinical research training records.

Required Qualifications

• Bachelor’s degree in healthcare administration, health sciences, nursing, biology, or a related field; equivalent healthcare experience may be substituted.

• Minimum of 2–3 years of experience in patient care coordination, clinical operations, or healthcare administration.

• Proficiency with Microsoft 365 applications, including Outlook and Teams, and experience with electronic medical records.

• Knowledge of medical terminology.

• Ability to maintain confidentiality, exercise independent judgment, and support quality improvement and operational initiatives.

• Strong organizational, communication, critical-thinking, and problem-solving skills, with the ability to manage multiple priorities in a fast-paced environment.