Hospital Donation Coordinator, In-House

General Job Summary :

Under the general direction of the Regional Manager, Hospital Services, or approved designee, and in accordance with established procedures, the Hospital Donation Coordinator 2, In-House (HDC 2, IH) is responsible for improving the hospital’s donation performance by assessing hospital donation outcomes, developing professional relationships with key contacts, and analyzing data to improve processes.

To accomplish this, the HDC 2, IH will be assigned to hospitals by the Regional Manager, Hospital Services with frequent travel to those select hospitals.

At times, the HDC 2, IH may be required to assist with coverage for other hospitals in the service area.

While in the hospitals as an Infinite Legacy representative, the HDC 2, IH will be responsible for performing follow up after donation activity, rounding on key units, and facilitating educational activities as required.

To understand the hospital’s donation potential, the HDC 2, IH is also responsible for data analysis towards the identification and execution of improvement opportunities.

This position will be supporting MedStar Washington Hospital Center in Washington, DC.

Education and Experience :

• Bachelor’s degree in healthcare, communications, education, science, or a similar field required. In lieu of a Bachelor's degree, an Associate’s degree and an additional 2 years of relevant work experience may be considered.
• Minimum of 2 years in the Hospital Services department or comes to the role with previous nursing, respiratory therapy or applicable OPO experience.
• Professional experience in a hospital setting is highly preferred.
• Demonstrated abilities in both autonomous project management and effective teamwork are required.

Required Skills / Abilities :

• Proactive team player dedicated to enhancing the quality of donation and transplantation.
• Conscientious, ethical, and possesses strong interpersonal skills that contribute to working effectively with a variety of medical professionals.
• Demonstrated planning, critical thinking, negotiating, creative problem-solving and analytical skills.
• Ability to build relationships with clients of diverse backgrounds in all areas of a healthcare organization.
• Customer-service oriented self-starter who can work with or without direct supervision. Must be capable of quickly assessing the organization's needs and providing support.
• Ability to work a minimum of 40 hours per week with schedule adjusted to accommodate hospital needs.
• Ability to work a flexible schedule due to case-specific and or hospital needs with on call requirements, including nights, weekends, and holidays.
• Ability to travel throughout Infinite Legacy’s Donor Services Area.

Duties / Responsibilities :

Develops and maintains client hospital profiles, performs needs assessments to identify obstacles in the donor systems, and implements customized strategic plans to increase hospital-wide organ and tissue donation.

Plans are based on the results of death record reviews, industry standards, and evaluation of historical data performance.

Implements hospital strategic plans throughout the year while providing updates on progress and executing necessary adjustments.

Carries out activities as described in hospital donation plans for assigned hospitals within the Infinite Legacy service area.

Works collaboratively with key hospital leaders, administrators, physicians, and nurses to build comprehensive donation systems.

Ensures that all aspects of the organ and tissue donation processes are understood, and regulatory compliance is achieved.

Plans and implements individualized educational programs to meet educational needs for clients. Regularly provides formal and informal education, purposeful rounding, incorporates donation education in staff meetings, hospital skills days and / or learning management system, engages in real-time education during donation activity and develops and / or revises materials as needed.

Recognizes the donation challenges and opportunities for each institution and incorporates solutions, based on the strategic plan, into planning of educational programs.

Regularly facilitates basic educational in-services.

• As required, makes frequent on-site hospital visits to meet with hospital staff during scheduled appointments and informally, performs daily checks on donation activity for HS related information, adjusts hospital visits for presence on units to support donation activity, presents donation-related in-services, holds meetings, consistently updates donation-related resource areas in hospitals, and resolves problems while maintaining a positive professional profile as a representative of Infinite Legacy within the institutions.
• Based primarily out of one hospital, performing daily rounds and working from the hospital on a daily basis. Performs rounding duties on a routine basis at other assigned hospitals as applicable.
• Rounds regularly in assigned hospitals including the Emergency Department and Intensive Care Unit(s) as appropriate per the visit schedule.
• Carries out all associated responsibilities such as daily donation activity checks for HS-related information, constructive on-site presence during organ donation cases, timely follow-up after all organ donation cases, fulfillment of hospital data and resource requests, and assistance with organization of processes such as OPO-hospital Huddles.

Conducts timely after-action review sessions of recoveries and referrals with key clients to analyze the efficiency of the hospital donor process, identify obstacles, and evaluate client satisfaction with Infinite Legacy’s services.

Provides timely on-site referral follow up for on-going organ referrals as applicable. Navigates hospital electronic medical records to locate, document and update pertinent health information in Infinite Legacy’s medical record system.

Collaborates with the medical team, reviews the plan of care, facilitates effective communication and coordinates with Infinite Legacy clinical teams as appropriate.

Rounds regularly and provides education for non-acute units and support departments.

Conducts regular performance coaching meetings with hospital administration, physicians, and nursing leadership. Recruits key hospital personnel to serve as donor program champions and advises on policy and procedures.

Provides regular feedback to hospital clients and key Infinite Legacy team members including results from medical record reviews, quality assurance mechanisms, donor referral and recovery information, donor outcomes, Hospital Services strategies and research, and plans for future activities.

Recruits key hospital personnel to serve as donor program champions and advises on policy and procedures.

• Ensures the accurate and timely completion of MRR worksheets and summaries at assigned hospitals. Conducts analysis of MRR data to identify opportunities for the realization of additional donation conversion and donation process improvements.
• Follows up with hospital staff in timely manner for all missed referrals and creates plans to mitigate variances. Compiles, analyzes, and reports data to hospital partners monthly;

adjust strategic plans to meet hospital needs.

• Works cooperatively with the Hospital Services team to ensure that all departmental standards and hospital services are fulfilled, regardless of prior individual calendar planning.
• Proactively aids internal donation team members by anticipating challenges and responding on-site to assist with organ or tissue cases.
• In collaboration with the Manager of Hospital Services, maintain, revise and / or create as necessary Memorandum of Understandings (MOUs), Organ and Tissue donation policies and special event materials.

Responsible for maintaining current file of each hospital’s policies to include brain death, DCD, withdraw of support, organ and tissue donation, and any other relevant policies.

Responsible for making sure each of the above policies meets the clinical needs of the organization and current policies are uploaded to the internal electronic system.

• Required attendance and participation in organizational trainings, both internal and with hospital partners. Demonstrates competency in skills and attend meetings to obtain input and provide Hospital Services progress reports.
• Collaborates with Infinite Legacy’s Community Outreach team to work with the hospitals to provide education to hospital staff and their surrounding communities about organ and tissue donation.

Works to facilitate hospital participation in Donate Life Month activities and other community outreach activities as applicable.

Maintains accurate and timely documentation in each hospital’s profile of regulatory data points, activity, rounding, and outcome of medical record reviews in accordance with departmental goals.

Responsible for up-to-date hospital appointments and calendar entry in Outlook.

• Personifies confidence and autonomy in the role while managing various clinical and administrative situations and interactions with limited supervision.
• Exemplifies innovative and creative thinking while always working toward process improvement in designated hospitals, departmental and organizational goals.
• May assist in leading specified team meetings, huddles or projects as assigned by the HS manager.
• Carries out donation bridge-conversations with family members when needed.
• Assists with clinical needs (DCD assessment, case initiation, donor management) when needed and in conjunction with a phone resource such as a clinical team member and / or medical director.
• Works on call shifts that will include nights, weekends, and some holidays to ensure hospital and Infinite Legacy’s needs can be met at all times.

Frequency of the on-call shifts will be based on departmental staffing.

Trains new team members.

This position requires employees to be fully vaccinated and be able to provide proof.