Clinical Operations Manager

Position Objective: Provide services as a Clinical Operations Manager in support of the overall functions of the Laboratory of Clinical Immunology and Microbiology (LCIM), Division of Intramural Research (DIR) within the National Institute of Allergy and Infectious Diseases (NIAID).

Duties and Responsibilities:

For each patient who will present to LCIM Clinics for evaluation, the contractor will; create a new patient document checklist, create and complete an intake form including demographics and contact information as well as patient physician contact information, contact new patients to schedule initial appointments and confirm appointments and clinic schedules in NIH Crimson, create and mail schedule and new patient packet also containing information related to release of medical information at the NIH to the patient.

Assist with planning 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.

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 medical records, pathology slides, reports, and other clinical materials and documents from the patients physician and other caregivers and deliver to appropriate NIH recipients as directed by the task leader.

Assist eligible patients with obtaining extended visitors pass and direct them to the NIH Clinical Center Badging station.

Prepare consent documents and make copies and send original consent to medical records after consenting has been completed.

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.

Deliver clinical documents, CDs, 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 in a professional and timely manner.

Schedule foreign language and sign language interpretation services as needed

Complete shipping and commercial invoice forms, assemble and send sample kits, packages and letters and mail domestically or internationally.

Assist research staff with safety and regulatory monitoring/ audit preparation by assembling relevant research charts, medical records, or documents from various sources.

Screen calls from patients, physicians and callers from the public; forward to appropriate staff members; update patient telephone directory as needed.

Attend weekly clinic planning meetings and distribute weekly clinical schedules to appropriate staff

Troubleshoot scheduling issues to ensure maximum productivity of staff resources.

Basic Qualifications:

BS in a related field is required.

Minimum of four (4) years of experience in related field is required.

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.

Minimum Qualifications:

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.

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.

Requisition ID: 7084