Clinical Administrator On Call
Job Title: Clinical Administrator On Call
Department: Organ Department
Reports to: Chief Operating Officer
Exemption: Exempt
Date Revised: 09/2024
Position Summary
The Clinical Administrator On Call (AOC) is responsible for the on-going overall coordination of all potential organ donor related matters, including, but not limited to, identification, evaluation, approach, authorization, clinical management, allocation, and recovery. Focuses daily activities on maximizing organ donation with first-hand knowledge of all pending referrals and active cases. Participates in an on-call capacity as well as provides mentorship, training and education. Supports and fosters the mission of the LOPA and its commitment to organ and tissue donation.
Essential Functions and Job Role Expectations
As the Clinical Administrator on Call (AOC), serves as the primary resource to team members providing real time, consistent decision-making support with all organ-related referrals, referral assessment and evaluation, approach and authorization process, donor management, organ allocation and recovery of organs and tissue for transplant and research.
Maintains an awareness of all active referrals and pending activity to insure optimal use of all available resources. Maintains oversight of all assigned staff and activity, ensuring appropriate staff utilization. Has oversight of all active referrals and pending activity and proactively addresses any potential issues and manages deviations from standard operating procedures.
Works with staff to acquire information to assess and evaluate suitability of potential donors and to maintain potential donors in satisfactory condition for organ and tissue donation.
Oversees and coordinates with clinical team members to ensure arrangement for donor transfer to donor care unit (DCU), operating room schedules, adequate surgical recovery teams for organs, coordination of NRP with all teams, onsite donation after cardiac death recoveries, and incoming teams utilizing pumps.
Maintains communication between team members and other personnel involved in clinical operations. Advises staff when working through operational challenges.
Ensures consistent application of and compliance with regulatory standards as well as organizational policies and work instructions. Provides oversight and verification of critical aspects of the donation process such as review of death notes, hemodilution status, serology results, allocation variances, ect.
Maintains familiarity with organ criteria and ensures staff has up to date knowledge of policies and work instructions. Ensures adequate documentation at all steps of the donation process to meet regulatory standards and organizational policy.
Works with departmental leadership to evaluate and support ongoing operational efforts to assess and champion opportunities to improve internal and external communications to ensure efficiency and effectiveness. Reviews feedback on donors and donor process to improve quality of the processes as warranted.
Participates in daily huddle calls to review all activity and status of pending cases. Participates in weekly case review meetings to discuss cases and learning pointes. Participates in AOC/Clinical management meetings as required.
All employees, at every level, are empowered and expected to be committed to participate in continuous process improvement.
Other duties may be assigned.
Organizational Expectations
Upholds LOPA core values of selfless, authentic and passionate
Serves as a role model for all employee and leadership written expectations
Timely completion of all required educational training, tasks and SOP reviews by assigned due date
Role Progression
This role may be eligible for progression. Promotion to Executive will be at the discretion of the Executive team.
Work Environment
Possible exposure to communicable diseases, bloodborne pathogens, airborne illnesses, hazardous materials, pharmacological agents with little likelihood of harm if established health precautions are followed.
May, at times, have exposure to blood, packaged organs and tissues for transplant and/or research in a hospital setting or while in the office.
Possible mental and visual fatigue associated with detailed work.
This position requires travel, as needed.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand and sit. The employee is occasionally required to walk, use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; and climb or balance.
The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to focus.
The noise level in the work environment is usually moderate. Position may require off-shift work, alone in role, and oversight of our staff. A moderate to heavy workload may produce stressful situations in a fast-paced decision-making environment. This job is designated as an in office or remote position. The staff members must have adequate space designated for work
Work Hours
Full time, salaried position.
Twelve (12) 24 hour shifts a month will be required for this position.
Education and Experience
Bachelor’s degree (BS), in Biology or medical sciences, RN/BSN preferred.
CPTC with a minimum of 5 years in OPO with related experience as a transplant coordinator or more senior clinical coordinator.
Five years in a leadership position required. Managing employees in a remote or local environment and prior OPO leadership experience is strongly preferred.
Demonstrated leadership, communication and presentation skills required.
Ability to teach, train and work as a team member.
Must have demonstrated ability to drive results.
Knowledge, Skills & Abilities
LANGUAGE SKILLS:
Ability to read, analyze and interpret healthcare regulation.
Ability to prepare documents, draft reports, correspondence, and produce manuals.
Ability to effectively present information and respond to questions from groups of healthcare professionals and the public.
Excellent written, verbal and interpersonal skills required.
MATHEMATICAL SKILLS:
Ability to work with mathematical concepts such as probability and statistical inference.
Ability to apply concepts such as fractions, percentages, ratios, and proportion to practical situations.
REASONING ABILITY:
Actively fosters an organization culture based on collaboration, support, and constructive communication. Must be able to analyze and assess situations, create solutions to solve problems and collaborate with others to solve the problems in a timely and professional manner to meet organizational deliverables.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions and to deal with several abstract and concrete variables.
Attention to detail and ability to prioritize required.
OTHER SKILLS AND ABILITIES:
Intermediate level computer literacy (e.g., Microsoft Office and other comparable software) required.
Excellent organizational skills and ability to multitask. Demonstrated operating knowledge of computers and smartphones.
Must be compassionate, conscientious, ethical, and possess effective interpersonal skills that allow him/her/them to have effective communication with health care professionals and donor families.
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