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Patient Coordinator

Medical Science & Computing (MSC), a Dovel company
Start date
Nov 26, 2022

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Clinical, Clinical Project Management
Required Education
High School or equivalent
Position Type
Full time
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Job Details

We are currently searching for a Patient Coordinator to independently provide support services to satisfy the overall operational objectives of the National Institute of Diabetes and Digestive and Kidney Diseases.  This is a full-time, on-site opportunity in Phoenix, AZ.




Duties & Responsibilities
  • Serve as Spanish interpreter for all clinics.
  • Serve as a liaison between patients and their families, and the NIDDK for ongoing research studies.
  • Schedule patient visits, medical tests and follow up visits.
  • Collate and maintain patient medical records and patient family contacts in compliance with regulatory standards.
  • Coordinate patient schedules with testers, nurses, physicians, and clinical research coordinators.
  • Act as primary point of contact for patients enrolled in the study.
  • Coordinate the recruitment, scheduling, travel, and admission of research study participants with clinical staff.
  • Work with staff to coordinate new research patient screening appointments, procedures and imaging studies between protocol investigators and the outpatient clinic scheduling personnel.
  • Coordinate scheduling, travel and lodging of subjects participating in studies.
  • Participate in community outreach activities in recruitment areas to encourage participation in study.
  • Distribute patient recruitment and communication materials.
  • Compile promotional materials for meeting exhibits and presentations, special events and other events.
  • Distribute fliers, research, and place advertisements in suitable media.
  • Triage questions to appropriate personnel in the team as necessary.
  • Maintain ongoing relationships with patients, families, caregivers, medical care providers and various individuals on a continuous long-term basis.
  • Respond to patient emails and phone calls; prioritize patient related issues into urgent, emergent, and routine; triage the issues to the appropriate personnel in the team as necessary.
  • Communicate all patient protocols to patients, within the context of eligibility criteria for specific protocol; obtain appropriate consent forms.
  • 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.
  • Explain the purpose of the study to potential participants; assess eligibility to participate; enroll eligible study participants and explain the research procedures; respond to routine questions on study procedures and seek additional information when needed.
  • Confer with study participants; explain the purpose of the study and obtain informed consent.
  • Respond to communications with research subjects, direct questions to appropriate team member.
  • Collect, verify, record, and maintain data on clinical activity and/or research.
  • Collect outside medical documentation, electronically scans and uploads records into the electronic medical record.
  • Collate and enter data collected on participants.
  • Review medical records to collect relevant clinical data.
  • Ensure accurate and complete collection and submission of study data.
  • Maintain patient files, medical records, and patient family contacts, file medical record notes into patient charts daily.
  • Maintain clinical data in protocol databases.
  • Create reports/spreadsheets for tracking and scheduling of protocol patients.
  • Review patient and clinical charts; enter patient data into files and automated databases.
  • Ensure that research data are entered into database.
  • Ensure consistency in records, data, and datasets in accordance with regulatory requirements.
  • Work with staff on QA/QC of the clinical and research records for patients on study prior to audits.
  • Obtain medical information, imaging disks and pictures from applicants on an ongoing basis; file them with the records.
  • Provide lists of potential research volunteers to principal investigators based on database searches against protocol criteria.
  • Refer prospective volunteers per study guidelines to the appropriate Institute contact person.
  • Review incoming patient referrals and contact referring physician’s office if referral is incomplete.
  • Obtain outside medical records, radiology studies, biopsy slides and submit to the respective departments at the NIH.
  • Communicate with appropriate staff about intake and materials and submission of materials for review.
  • Work with staff to achieve optimum schedule and staff utilization; work with staff in problem solving for overlapping appointments.
  • Review future scheduled cases to resolve potential conflicts or problems; monitor additional reports to ensure data validity.
  • Troubleshoot scheduling issues to ensure maximum productivity of staff resources.
  • Monitor and identify areas of improvement in the clinic environment, clinical trial conductance in the outpatient setting, for patients, families, and staff.
  • Participate in training other clinical staff on clinical operations.
  • Participate in quality improvement initiatives and maintenance of SOPs.
  • Collaborate with staff to submit protocols to the IRB; monitor protocol compliance.
  • Participate in protocol writing and editing for upcoming studies.
  • Assesses organizational need and develops training programs to improve accuracy and performance of patient coordination processes and procedures.
  • Develops training materials, job aids and instructions for use by patient coordinators.
  • Mentors and coaches patient coordinators.
  • Maintains relationships with professional and scientific associations and academic institutions to identify emerging trends and developments in clinical research participant recruitment and coordination.
  • Advises executives and researchers in the processes of participant recruitment and prepares informational summaries and briefs.
  • Enter data into the laboratory information system spreadsheets and databases.
  • Collect human samples, including blood and urine samples, from study participants.
  • Process human blood and urine samples; ship or freeze and store blood and urine samples.
  • Obtain vital signs (heart rate, blood pressure), height, weight, and waist circumference.
  • Perform electrocardiogram if needed in study subjects.









  • High school diploma, required
  • Certification as a nursing assistant (CNA), medical assistant (MA), or licensed practical nurse (LPN) is required
  • At least 3 years of experience
  • Valid state driver’s license
  • Must be fluent in Spanish and English



  • Prior experience handling human and medical samples
  • Strong communications skills, both oral and written;
  • Ability to communicate fluently in both English and Spanish
  • Excellent analytical, organizational and time management skills
  • MS Office Suite



Company Description

Dovel Technologies and its Family of Companies (Medical Science & Computing and Ace Info Solutions) was acquired in October 2021.


Guidehouse is a leading global provider of consulting services to the public sector and commercial markets, with broad capabilities in management, technology, and risk consulting. By combining our public and private sector expertise, we help clients address their most complex challenges and navigate significant regulatory pressures focusing on transformational change, business resiliency, and technology-driven innovation. Across a range of advisory, consulting, outsourcing, and digital services, we create scalable, innovative solutions that help our clients outwit complexity and position them for future growth and success. The company has more than 12,000 professionals in over 50 locations globally. Guidehouse is a Veritas Capital portfolio company, led by seasoned professionals with proven and diverse expertise in traditional and emerging technologies, markets, and agenda-setting issues driving national and global economies.


Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.


Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance, including the Fair Chance Ordinance of Los Angeles and San Francisco.


If you have visited our website for information about employment opportunities or to apply for a position, and you require accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.


Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse, and Guidehouse will not be obligated to pay a placement fee.




Medical Science & Computing (MSC), a Dovel company, is a trusted government partner that blends deep domain expertise with advanced technologies to help our customers solve complex problems that improve, protect, and save lives. The Dovel Family of Companies combine entrepreneurial spirit, customer focus, and an outcomes-based approach to support agency missions in health IT, life sciences, public safety, and grants management. 

MSC has long supported Federal health organizations like the National Institutes of Health (NIH) and applies deep understanding of missions, goals, and operations to discover and implement innovative approaches for streamlining and disseminating research efforts, enhancing knowledge sharing, and improving public health. 

Together, Dovel and MSC offer a diverse set of complex biomedical, scientific, and technology services, coupled with attentive and purpose-driven program management to serve mission critical organizations and drive meaningful change in the world.


Find Us
11300 Rockville Pike Suite 1100
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