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Patient Coordinator

Akahi Services

Last Updated: 5/06/21

Job Description

Patient Coordinator

Akahi Associates, LLC is seeking a highly qualified Patient Coordinator to work at our client site the National Human Genome Research Institute (NHGRI) in Rockville, MD. This is a full-time position with benefits. 40 hours per week, Monday – Friday.

TASKS/SERVICES. The contractor shall be guided by existing policies, procedures, directions, orders, and other guidance:

  • Assist staff with administration of the Office of the Clinical Director’s (OCD) clinical enterprise, which serves the needs of NHGRI clinical specialties and collaborators in various other Institutes; assist a staff of 8-10 healthcare providers and more than 50 consultants; coordinate activities of the OCD with other areas of the Clinical Center, such as Medical Records, Admissions, Social Work Department, Pathology and Radiology.
  • Serve as point of contact for questions, advice and communications on the process and status of protocols; initiate and respond to correspondence and telephone contacts pertaining to admission of patients of general and specific interest to the OCD.
  • Maintain familiarity with ongoing research protocols to be able to identify patients likely to be candidates for admission; work with Research Nurse Coordinators on the development and organization of the inpatient admission list.
  • Coordinate outpatient and inpatient visits with Clinical Center departments and staff; organize outpatient and inpatient visits; ensure adherence to patient admitting policies and all other aspects of admission.
  • Develop internal procedures for patient admission for review and approval by the OCD; maintain current knowledge of physicians outside the NHGRI and their specialties in order to make appropriate patient referrals.

  • Maintain relevant files and records of research and clinical data on patients, including data on medications, medical reports, and correspondence from referring physicians; obtain medical information, imaging disks and pictures from applicants; file medical information with records, PACS (radiology), or the Pathology Department; send letters to physicians, patients and in-house consultants.
  • Schedule patient screening tests such as MRI, CT, ultrasound, EKG, chest x-ray, neuropsychological testing, physical therapy, occupational therapy, physical examinations, blood work, eye and hearing evaluations.
  • Prepare appropriate travel and admission documents for patients, including authorization for guardian(s) travel; adhere to travel regulations as set by NHGRI and NIH; ensure authorization of vouchers for patient and guardian(s) hotel/motel, taxis, and meal tickets.
  • Act as point of contact between the nursing staff and family members, making sure that confidentiality is always respected.
  • Prepare new patient office charts for clinic use.
  • Attend monthly meetings and biweekly pediatric meetings to discuss cases, plans, need for more records.
  • Act as point of contact between the Children’s Inn, Safra Lodge and the OCD regarding advance scheduling of reservations for new and return patients and their families; ensure that facility rules and regulations have been explained to families.
  • Work with Social Workers to anticipate and eliminate potential problems for patients; identify appropriate patient cases for the attention of the Social Worker.
  • Prepare clinical correspondence to referring physicians, officials and scientists, foreign and domestic.
  • Develop and manage a system for creating letters, forms and other documents; initiate programs, create databases and store this information in folders and files where they are kept for daily access.
  • Access detailed programs and develop complex databases to complete tasks such as the comprehensive data-diagnosis database; databases such as the patient information listing using LabMatrix are designed for coding medical information.
  • Maintain active protocol consent forms for access by senior physicians and staff; enter payment forms into the ATV system.
  • Serve as requestor in the POTS system and ensure receipt of items; monitor inventory supplies and equipment; prepare and submit training, supply, equipment, service and advertisement orders; assist staff with obtaining vendor quotes.
  • Plan travel and accommodations; coordinate visits for gene therapy subjects and their families.
  • Work with staff on preparation of credentialing packets for NHGRI clinical staff.
  • Coordinate the preparation of a variety of office documents, including correspondence, travel authorizations/vouchers, professional service orders, documents, reports, memoranda, procurement orders, and other program-related forms.
  • Update and maintain office calendars.
  • Perform data entry.
  • Update web sites.
  • Develop and maintain various clinical databases.
  • Maintain office records.

DELIVERABLES. Upon request, the contractor shall provide documentation evidence of any and/or all work product, including, but not limited to, the following tasks:

  • Work products and documents related to assisting staff with administration of the OCD’s clinical enterprise; serving as point of contact; initiating and responding to inquiries; maintaining current familiarity with ongoing research protocols; working on makeup and organization of inpatient admission list.
  • Work products and documents related to organizing patient visits; developing procedures for admission of patients; maintaining relevant files and records; obtaining medical information; scheduling screening tests.
  • Work products and documents related to preparing travel and admission documents; preparing new patient office charts for clinic use; acting as point of contact between the Children’s Inn, the Safra Lodge and the OCD regarding scheduling of reservations.
  • Work products and documents related to anticipating and eliminating potential problems for patients; preparing clinical correspondence.
  • Work products and documents related to developing and managing system of creating documents; initiating programs; creating databases; storing information in folders and files; maintaining active protocol consent forms; entering payment forms into the ATV system.
  • Work products and documents related to performing inventories; preparing and submitting orders; assisting staff with coordinating vendors to obtain quotes and ensuring receipt of items.
  • Work products and documents related to attending monthly meetings and biweekly pediatric meetings to discuss cases, plans, need for more records.
  • Work products and documents related to preparing office document; maintaining calendars; performing data entry; updating web sites; developing and maintaining various clinical databases; maintaining office records.


  • Bachelor’s degree in Life Sciences or other related discipline.
  • Minimum of four (4) years of related experience.
  • Experience with Microsoft Office Suite (MS Word, Excel, Outlook).
  • Strong communication skills, both oral and written.
  • Excellent analytical, organizational and time management skills.

The position has been posted through the AIS job board platforms that share positions with social media sites, major job board aggregators, and search engines.

For further information, to view the EEO Is The Law poster. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Only qualified individuals who are being considered will be contacted for an interview.

Company Details

Honolulu, HI, United States