Organ Procurement Coordinator

Department/Unit:

Work Shift:

Salary Range:

Essential Job Functions (95%):

• Must participate in a rotating call schedule and carry a smart phone. Call may exceed fifty percent of days in the month. Business hours and hours worked are dictated by donor activity. In the event of heavy case load, all efforts will be made to utilize staff listed on the call schedule.　 In the event cases cannot be adequately staffed by those on-call, staff not on-call will be contacted and required to work.　 The AOC will decide when to utilize staff not on call.　 Reasonable efforts will be made to accommodate the needs of off-call staff being called in, however case load factors may limit accommodations.　 Off call staff called into work will be paid 24 hours of call pay beginning on the date called in and continue until case load has eased and off call staff are no longer required.　 Additionally, the call day or days will be counted toward the triple call pay threshold for the given calendar quarter. Supplemental / Overtime pay thresholds remain in place, if applicable to the individual employee (see supplemental compensation policy).

• Initially (6 to 12 months) will be on the call schedule 50 % of all days to most fully have the opportunity to learn during organ donor processes.

• Performs all responsibilities of the position while promoting a team environment.

• Travel by company vehicle, personal vehicle, small and medium sized chartered planes, helicopters, and chartered limousine services required.

Professional Behavior

Maintains healthy, open, honest, professional relationships with members of the CDT team, hospital staff, donor families, medical examiners/coroners and any other professionals they may interact with in the performance of their duties.

• Informs supervisor or director of emergencies and unusual interactions or conflicts involving all those we serve in our broad scope of practice.

• Maintains confidentiality when interacting with patients, families, staff and public per CDT policy and applicable industry regulations and standards.

• Manages use of time to allow for preparation of educational programs and other department activities when completing assigned tasks.

• Accepts responsibility for completing assigned work; seeks assistance from co-workers if needed.

• Compliant with department policy regarding scheduled work time, i.e. begins work on time; informs supervisor in the event of change or absence from scheduled time.

Hospital and Community Education and Development (May be assigned "D" hospitals)

Hospital Development: Develops and implements educational plans specific to the needs of each assigned hospital.

• Quarterly visits to assigned hospitals and/or as activity dictates.

• Constantly seeks methods to improve the donation referral and management process.

• Works with hospital staff to coordinate CEU and non-CEU based educational programs.

• Participates in the planning of major educational programs.

• Provides feedback to hospitals on compliance of routine referral.

Community: Establishes communication with community organizations for the purpose of promoting awareness of organ/tissue donation and transplantation.

• Schedules educational programs to meet the needs of local schools, (i.e., informational presentations, after school community programs).

• Establishes communication linkages with religious and community organizations (churches, libraries and hospitals) for community service activities.

• Collaborates with community service organizations (Rotary, Kiwanis, and Lions) for the purpose of developing organ and tissue donation awareness programs.

• Participates in hospital, business, and community sponsored Health and Wellness Fairs.

• Contributes articles to and assists with distribution of The Center for Donation and Transplant Newsletter ("The Legacy").

Organ and Tissue Donor Identification

• Familiar with age parameters for acceptance of donated organs and tissues.

• Appropriately rules out organs/tissues that aren’t medically suitable for transplantation.

Electronic Medical Record Documentation

• Documents updates and/or outcomes of all vented referrals, prior to change of shift each business day, in the DonorTrac Electronic Medical Record (DT EMR).

• Accurate and up to date documentation of donor information on active vented referrals to include:

• Patient and hospital demographics

• Admission course and current and past medical and social history

• Patient hemodynamics (blood pressures, arterial blood gases, inputs and outputs, etc.)

• Diagnostic imaging results (CT scans, chest x-rays, ultra sounds, etc.)

• Infectious disease testing results

• Additional donor/referral information as required per CDT and UNOS policy

3. Import referral outcomes

Family Dynamics/Authorization Process

Obtains informed, legal authorization from the families of potential organ/tissue donors. Follows CDT protocols and practices in line with industry standards and applicable regulations.

• Identifies person of highest priority in the legal hierarchy to include first person consent if applicable.

• Provides information to and offers the option of donation to potential donor families or shares disclosure information when patient is a 1st person consent donor

• Ensures timely and appropriate support mechanisms for potential donor families.

• Acquires accurate medical/social history from person(s) who are knowledgeable about the donor.

Organ Donor Management

Under the guidance of the CDT medical director, collaborates with medical/nursing staff in the clinical management of the potential organ/tissue donor. Manages organ donor per CDT protocol:

• Maintains hemodynamic stability (refer to management protocol).

• Ensures that appropriate organ/tissue specific tests are ordered and performed.

• Evaluates test results accurately for organ/tissue suitability.

• Ensures that donor management is adjusted when appropriate based upon medical data and test results.

• Coordinates communication with members of the recovery team and other transplant programs in a timely manner.

Organ Placement

Allocates organs to transplant centers per CDT policy and in compliance with UNOS standards.

• Enters all donor information accurately into the DonorTrac Electronic Health Record and the UNOS donor record.

• Generates all appropriate UNOS potential recipient lists.

• Notifies appropriate transplant centers and provides accurate donor and organ specific information.

• Places procured, non-transplantable organs for research (with authorization).

Operating Room

Coordinates surgical recovery of organs/tissues per CDT policy and procedure.

• Schedules use of OR in donor facility and communicates special equipment and staffing needs.

• Communicates with recipient transplant centers.

• Assures appropriate equipment for procurement is available.

• Assists in the preservation of organs as required.

• Packages organs/tissues per CDT and UNOS policy.

• Arranges for transportation of, or delivers, organs to appropriate transplant centers.

Donor Hospital Follow-up

The organ procurement coordinator returns to the potential donor hospital within 3 business days.

• Provides immediate feedback to hospital personnel involved in the donation.

• Evaluates the potential for process improvement.

Office Duties

• Attends and participates in daily morning huddles

• Participates in weekly Case Review meeting.

• Attends or conferences into all organ donor after action reviews

• Participates in CDT QI process.

• Review and completion of organ donor charts.

• Documents, notifies, and communicates reportable events to the Director of Clinical Operations, and/or Executive Director.

Non-essential Job Functions (5%)

• Complete other tasks as assigned by the CDT MO.

• Attend other meetings as assigned.

• Although designated "non-essential", an employee capable of performing a function is expected to do so if a function is assigned.

Qualifications

• Prefer a degree in the health care field (associate’s or bachelor’s)

• Strongly prefer at least one of the following:

• Prior organ procurement experience

• Critical care nursing background

• Operating room experience

• Prefer experience with the on-call process.

• Must be physically able to lift 75-100 pounds.

• Must be able to work extended hours.

• Must have the ability to keep accurate records, perform calculations, follow guidelines, draft policies, and perform technical training.

• Prefer previous data entry and computer experience.

All position requirements listed indicate the minimum level of knowledge, skills, and/or ability deemed necessary to perform the job proficiently. This position description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Employees will be required to perform any other job-related instructions given by their supervisor, subject to reasonable accommodations.

Thank you for your interest in Albany Med Health System!​

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.