Patient Service Coordinator in Warsaw

Care Access is working to make the future of health better for all. With hundreds of research locations, mobile clinics, and clinicians across the globe, we bring world-class research and health services directly to communities that often face barriers to care. We are dedicated to ensuring that every person has the opportunity to understand their health, access the care they need, and contribute to the medical breakthroughs of tomorrow.

With programs like Future of Medicine, which makes advanced health screenings and research opportunities accessible to communities worldwide, and Difference Makers, which supports local leaders to expand their community health and wellbeing efforts, we put people at the heart of medical progress. Through partnerships, technology, and perseverance, we are reimagining how clinical research and health services reach the world. Together, we are building a future of health that is better and more accessible for all.

Patient Service Coordinator odpowiada za organizację i zapewnienie profesjonalnejobsługi pacjentów w wyznaczonej placówce. Do obowiązków na tym stanowisku należy umawianie wizyt, obsługa systemów informatycznych i aplikacji oraz pomoc pacjentomw korzystaniu z aplikacji i wypełnianiu dzienniczków. Rola wymaga ścisłej współpracy z badaczami i koordynatorami badań klinicznych, aby zapewnić pacjentom wysokąjakość opieki. The Patient Service Coordinator is responsible for organising and delivering professional patient services at a designated site. Key duties include scheduling patient appointments, using operational systems and applications, and helping patients use apps and complete their diaries. The role involves working closely with investigators and clinical research coordinators to ensure a high standard of patient care.

Serve as the primary point of contact for patients.

Communicate clearly and promptly about study procedures, visit schedules and what is expected of participants.

Provide patients with accurate information about the clinical trial process, participation requirements and any necessary follow-up instructions.

Respond to patient enquiries and concerns with empathy and professionalism.

Resolve patient issues promptly and elevate complex cases to the appropriate clinical management staff.

Build a positive reputation for the site by developing and maintaining good relationships with patients.

Work closely with Clinical Operations, site staff and the Physician and Site Alliance team to plan and coordinate patient visits.

Schedule and coordinate patient visits, including follow-up appointments, and liaise with the relevant teams when appointments need to be rescheduled.

Manage the operational systems used to register appointments and support patient care.

Prepare the required documents and devices in line with patient visit schedules and clinical trial protocols.

Carry out other administrative tasks as needed.

Build working relationships with principal investigators and sub-investigators.

Work closely with investigators and clinical research coordinators to maintain a high standard of patient care.

Collaborate with other teams to coordinate patient services and support study activities.

Liaise with suppliers who support day-to-day site operations, including couriers, cleaning companies and suppliers of equipment and medical devices.

Participate in required internal and external training.

Provide additional administrative and operational support as needed to support site operations and patient care.

Ability to communicate and work effectively with a diverse team of professionals.

Strong organisational skills, including the ability to set priorities, assign and delegate tasks, guide and support colleagues, assess their work and follow up on assignments through to completion.

Strong verbal and written communication skills, with the ability to build positive working relationships with colleagues, management, patients and suppliers.

Ability to work collaboratively and take a positive, supportive approach to achieving shared goals.

Strong computer skills, with demonstrated ability to use clinical trial databases, Microsoft Word and Excel.

Ability to balance tasks with competing priorities.

Critical thinking and problem-solving skills.

Curiosity, enthusiasm for learning and innovation, and the ability to take considered risks and see tasks through to completion.

A friendly, outgoing manner and the ability to maintain a positive attitude under pressure.

A high level of self-motivation and energy, with the ability to respond quickly to urgent matters.

Ability to work independently in a fast-paced environment with minimal supervision.

Flexibility to adapt to changing responsibilities and workloads.

A strong focus on providing professional patient service.

Certifications/Licenses, Education, and Experience

Bachelor’s degree or equivalent professional experience.

At least 2 years of experience in patient services, clinical coordination or a healthcare-related role.

Experience in clinical trials or a research setting is desirable.

Understanding of GDPR requirements and patient privacy standards.

Working knowledge of Microsoft applications, including Excel, Word, PowerPoint and Outlook.

Languages:

Polish - fluent.

How We Work Together /Warunki pracy

Location:

Onsite within Poland

Working hours:

Two rotating shifts, alternating weekly:

7:00 AM – 3:00 PM

9:00 AM – 5:00 PM

Travel:

Occasional domestic travel, planned in advance

Physical Requirements:

walking - 15%, standing - 10%, sitting - 70%, lifting items weighing up to 25 lbs (approx. 11.3 kg), lifting items over 25 lbs, and lifting overhead - 5% in total.

The expected salary range for this position is PLN 11,500-13,000 gross per month, depending on experience and qualifications.

7:00–15:00

9:00–17:00

Paid annual leave and public holidays in accordance with Polish employment law.

Medical, dental, and vision insurance plan options.

By applying for this position, you acknowledge that Care Access will collect and process the personal information you submit as part of the recruitment process. Your personal information may be accessed, transferred to, stored, and processed in the United States and other countries where Care Access and its service providers operate, subject to appropriate safeguards where required by applicable law. To learn more about how we collect, use, disclose, retain, privacy rights, and otherwise process applicant information, please review our Privacy Policy: https://careaccess.com/privacy-policy .

We work with and serve people from diverse cultures and communities around the world. We are stronger and better when we build a team representing the communities we support. We maintain an inclusive culture where people from a broad range of backgrounds feel valued and respected as they contribute to our mission.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to, and will not be discriminated against on the basis of, race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Care Access is unable to sponsor work visas at this time.