Donation Coordinator I

POSITION SUMMARY

The Donation Coordinator I (DC I) is a key member of a dedicated team that helps transform loss into hope by facilitating the gift of life through tissue donation. As the first point of contact in the donation process, the DC I is responsible for receiving donor referrals, assessing donation suitability, coordinating cases, and ensuring every opportunity for donation is maximized. This role is vital in fulfilling DNWest’s mission to save and heal lives through the selfless generosity of donors and their families.

Operating in a 24/7/365, fast-paced environment, the DC I collaborates with hospitals, hospices, medical examiners/coroners, funeral homes, tissue processing partners, Donor Operations Management, recovery staff, organ clinical staff, logistics staff, and other key individuals and groups to facilitate donation with efficiency, accuracy, and compassion. This position serves as a foundation for required professional growth, leading to the Donation Coordinator II role, where individuals obtain authorization and conduct medical/social history interviews with donor families.

The DC I’s work is not just a job - it’s a mission. Every decision and every action have the power to touch hundreds of thousands of lives through the gift of donation.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Referral Intake

• Approach each case with a “rule in vs rule out” mindset while conducting all responsibilities, ensuring no opportunity for donation is missed.
• Receive and process inbound referral calls and emails from hospitals, hospices, and medical examiner/coroner’s offices.
• Accurately document all referral details in iTransplant (iTX) to ensure seamless case progression.
• Conduct preliminary medical screening of potential donors based on FDA (U.S. Food and Drug Administration), AATB (The American Association of Tissue Banks), DNWest, and processing partner guidelines.

Case Coordination and Donor Screening

• Serves as the primary liaison between Donor Operations, recovery teams, logistics staff, hospitals, medical examiners/coroners, funeral directors, and processing partners to coordinate the donation process.
• Reviews all associated clinical data, social data, and case notes in iTransplant (iTX) to anticipate and meet processors’ needs.
• Identify and resolve missing or incomplete documentation before recovery proceeds.
• Ensures the suitability, timely recovery, and maximal yield of donated tissues, while adhering to regulatory requirements, medical, and ethical standards.
• Obtains and documents all relevant information appropriately and thoroughly throughout the entirety of a case to maximize donation opportunities.
• Offer suitable tissue to processing partners and accept tissue for recovery on behalf of select partners.
• Conduct comprehensive medical screening of potential donors based on FDA (U.S. Food and Drug Administration), AATB (The American Association of Tissue Banks), DNWest, and processing partner guidelines.
• Discusses screening information with Donor Operations Management as appropriate.
• Collaborates with Logistics team to have donor transported to recovery location.

Family Care Specialist - Donation Discussion

• Expected competency sign-off for Family Care Specialist - Donation Discussion skill within Donor Operations’ roadmap timeframe.
• Utilize available resources to maximize the opportunity to inform and guide families about tissue donation with a goal of obtaining authorization.
• Conduct donation discussions with the legally appropriate individual, securing consent for donation per DNWest policies.
• Perform detailed medical and social history interviews to ensure a safe and reliable tissue supply.
• Provide compassionate and professional support to grieving families, helping them honor their loved one’s legacy through donation.

General

• Evaluates administrative departmental situations, making sound, appropriate decisions and effectively communicating with relevant parties.
• Keeps management informed of any variances or discrepancies.
• Maintain compliance with all DNWest and regulatory requirements by completing Learning Management System (LMS) trainings on time.
• Attend all mandatory trainings, team meetings, and professional development sessions.
• Ensures timely completion of chart corrections as required.
• Contributes to and fosters a positive work environment while consistently promoting Ideal Team Player concepts.
• Remains adaptable and open to change while actively supporting and encouraging team members through transitions to ensure a smooth adjustment.

QUALIFICATIONS

• Possess basic knowledge of disease processes and related conditions.
• Must be able to effectively maneuver through multiple computer programs operating at the same time while sitting for long hours, must be able to stay focused and attentive. These programs include, but are not limited to, computers, office equipment, telephonic management systems, electronic medical records, and Microsoft Office systems.
• Strong organizational and time management skills with the ability to prioritize tasks independently and collaboratively.
• Excellent communication skills to interact professionally with hospital staff, funeral homes, medical examiners/coroners, and processing partners.
• Ability to think critically, solve problems, and adapt in a fast-paced, high-stakes environment.
• Must have strong team building, prioritization, and strategic skills, with the ability to collaborate effectively and foster a positive work environment with DNWest staff.
• Compassionate and professional demeanor when speaking with referral sources.
• Attention to detail with a strong ability to analyze and document medical information accurately.

EDUCATION AND EXPERIENCE

• Required: High School diploma or equivalent.
• Preferred: Bachelor’s degree in biological sciences or an equivalent degree/diploma/certification in an allied health field.
• Bonus: Certified Transplant Preservationist (CTP), Certified Procurement Transplant Coordinator (CPTC), or Certified Tissue Banking Specialist (CTBS) certification.