Donation Services Coordinator II (Region 1: Covington area)

Job Title: Donation Services Coordinator II

Department: Hospital Services

Reports to: Manager of Hospital Services

Exemption: Non-Exempt

Date Revised: November 2023

Position Summary

The Donation Services Coordinator (DSC) II is responsible for developing and implementing an individualized donation education and quality assurance process improvement program within their assigned hospital(s). The DSC II will collaborate to improve donation outcomes, maintain positive working relationships, and develop a hospital culture supporting and promoting organ, tissue and eye donation. The DSC II is responsible for the performance of their assigned hospital(s) as it relates to Key Performance Indicators (KPIs) as outlined within LOPA’s strategic plan. The DSC II will be responsible for proactive rounding with early identification of donor referral potential. The DSC II will assist with timely on-site response, assessment, and evaluation of potential organ donors to maintain the opportunity for donation.

Essential Functions

● Utilizes discretion and sensitivity with respect to the surrounding circumstances, values and beliefs of others in all interactions.

● Has knowledge of all aspects of LOPA’s organ and tissue referral processes, recovery processes, and procedures, including LOPA’s aftercare Family Support Services

● Is a resource to assigned hospitals for all needs related to organ and tissue donation, maintains a consistent present in assigned hospitals as required and needed, building and strengthening relationships while addressing any needs

● Effectively communicate and lead professional meetings with stakeholders, including but not limited to physicians, hospital administration, nursing staff, pastoral and palliative care

● Possess strong presentation skills to speak and engage small and large audiences

● Has knowledge of hospital regulatory standards as they relate to organ donation (CMS, JC)

● Understands and performs Death/Medical Record Reviews when required based on hospital requirements

● Understands and is able to report and define all KPIs and donation outcome measures associated with LOPA’s Donation Dashboard Report to each assigned hospital and their designated contact and committees, as it requires.

● Through analysis of donation outcomes and KPIs, assess each assigned hospital’s educational needs, develop and implement an individualized education plan.

● Through analysis of donation outcomes and KPIs, assess each assigned hospital’s compliance, develop and implement process improvements when deviations exist.

● Annually reviews and maintains current hospital policies related to or associated with organ, tissue, eye donation processes, including but not limited to: the declaration of brain death and donation after circulatory death donation

● Acts as expert regarding all assigned hospital’s procedures and policies related to donation.

● Collaborates with LOPA’s Community Education team and assigned hospital’s community outreach personnel, develops a community outreach plan for the surrounding community/service area.

● Collaborates with the Physician and Donation Specialist to improve physician relationships and communication, to develop process improvement strategies leading to an increase in the overall quality of donation process and outcomes

● Identifies and coordinates stakeholder engagement activities/events

● Promotes and facilitates organ and tissue donation awareness campaigns, activities, and events within assigned hospitals, as required.

● Maintains all assigned hospital profiles within the electronic database

Job Role Expectations

● Adheres to all current LOPA policies

● Maintains competency annually

● Compliance with documentation of hospital interactions in LOPA’s electronic database as required for assigned hospitals.

● Compliance with deviation identification, follow-up and implementation of education and/or performance improvement plans, as required

● Compliance with the review of the Donation Dashboard Reports with assigned hospital contacts, as required.

● Compliance with developing and implementing Donation Collaborative Action Plans with assigned hospital contacts, as required

● Compliance with maintaining and updating Donation Collaborative Action Plans in the electronic database, as required

● Responsible for onsite response to initial referrals at designated hospitals, chart evaluation to assist in determining medical suitability, referral and donation case follow-up.

● Reviews and completes all assigned tasks in Q-pulse and Traincaster by set deadlines

● Maintains effective communication with essential departments within LOPA: Quality, HR, Education, Family Support, Organ, Finance, and Community/Marketing

● Attends and participates in required departmental meetings and education

● Based on assigned hospital requirements may: maintains a monthly multidisciplinary donation committee specifically designed to review KPIs, donation outcomes, and determine educational and process improvement initiatives with the donor hospital

● Based on assigned hospital requirements may: attend monthly hospital Critical Care and Quality departmental meetings to review Donation Dashboard Report and discuss educational and process improvement opportunities

Organizational Expectations

● Upholds LOPA core values of selfless, authentic and passionate

● Use constructive and positive communication

● Be a team player

● Hold yourself and others accountable

● Keep a positive attitude

● Be respectful of others

● Timely completion of all required educational training, tasks and SOP reviews by assigned due date

Role Progression

● Progression to Donation Services Coordinator III with completion of LOPA’s Preceptor Program

Work Environment

● Possible exposure to communicable diseases, hazardous materials, pharmacological agents with the likelihood of harm if established health precautions are followed.

● Possible mental and visual fatigue associated with detailed work.

● Requires travel

● Possible exposure to Blood-borne Pathogens and TB. Employees may at times be in a hospital setting and may have exposure to packaged organs and tissues for transplant and/or research.

Physical Demands

● Remaining in a stationary position, often standing or sitting for prolonged periods.

● Communicating with others verbally and electronically to exchange information.

● Considerable time spent walking.

● Repeating motions that may include the wrists, hands and/or fingers.

● Use of fine motor skills.

● Doing work that requires visual acuity.

● Need for ability to hear.

● Operating motor vehicles or heavy equipment.

● Assessing the accuracy, neatness and thoroughness of the work assigned.

● Light work that includes moving or lifting objects up to 20 pounds.

Work Hours

● Full time, Monday-Friday

● May include weekends and holiday coverage

Education and Experience

● Bachelor’s degree (B.A.) from four-year college or university

● One to two years related experience and/ or training; or equivalent combination of education and experience

Knowledge, Skills & Abilities

● Working knowledge of Microsoft office and Google applications

● Ability to function autonomously and prioritize daily work load, possesses strong time management skills

● Ability to effectively present information and engage small/large audiences

● Ability to effectively and professionally provide verbal and electronic communication

● Ability to problem-solve and resolve conflict

● Working knowledge of medical terminology

● Comfortable in an acute care hospital/healthcare environment

● Exhibits empathy

● Maintains personal and professional balance, takes care of self

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