Operations Coordinator, Organ Center

Position Description:

The Organ Center Operations Coordinator is primarily responsible for: processing peer review board work related to assigning urgent status or exceptional scores for heart, lung, and liver transplant waiting list candidates; completion of transplant candidate waiting time requests; assisting with Kidney Paired Donation activities; performance improvement activities; and serving as an SME in all of these areas. Organ Center Operations Coordinators are expected to work their assigned schedule during standard business hours and must be reliably available during those times; some weekend availability is required to support operational needs.

Key Responsibilities

• Review Board Case Processing: Monitor, prioritize, process and submit heart, lung, and liver cases for review board consideration.
  
  
  
  • Coordinating the communications aspect of the review board process including drafting letters to transplant programs regarding review board decisions.
  • Explaining options regarding the appeals process for decisions and facilitate those appeals.
  • Responding to requests from OPTN members, review board members, other UNOS departments, or committees for additional information to include clinical data.
  • Acting as a liaison between review board chairpersons and members, transplant program staff, and organ specific committees.
  • Independently developing correspondence to review board members regarding review board guidelines, policy, technology implementations, and process improvements which will have a direct impact on the review board process.
  • Assuring compliance with requests and voting requirements for the appeals process.
  • Facilitating the rotation of participants serving on organ-specific review boards, ensuring timely transitions and adherence to established protocols.
  • Communicating any issues that may need follow up to management.
  • This position is responsible for learning and applying all policies and review board guidelines associated with case processing.
  • Appropriately documenting and filing all review board cases and supporting documentation.
  
  
  
  
• Transplant Candidate Data Maintenance: Acts as a primary contact and resource for OPTN members regarding deceased donor transplant candidate waiting time issues that impact the candidate's priority for receiving a transplant.
  
  
  
  • Processing wait time requests including but not limited to; waiting time transfers for candidates moving between two transplant centers, individual candidate waiting time modifications, waiting time reinstatements for candidates who were transplanted but have immediate graft failure of the transplanted organ and the assignment of additional priority points for prior living donors now in need of a transplant.
  • Verifying that each request submitted is complete, has all required documentation and/or signatures necessary, and that the request for modification is allowable by OPTN policy.
  • Executing the requested data modification and communicating with transplant centers to resolve any outstanding issues.
  • Responsible for understanding and applying all OPTN policies associated with organ specific waiting time and wait-time adjustments all while keeping current on any changes to those policies.
  • The position is responsible for ensuring all data modifications are completed and independently verified for accuracy by a second team member.
  
  
  
  
• Kidney Paired Donation Coordination: Under direction of the Senior OCOC, Manager, or Director, will help to facilitate communication among transplant hospitals involved in an exchange throughout the exchange process including: acceptance or termination of matches, crossmatch results, update pending matches, schedule surgery dates, transport kidneys, and ensure that the logistics forms are complete and distributed appropriately.
  
  
  
  • Enrolling transplant hospitals, answering basic technical questions, executing match runs, repairing matches, and communicating results to transplant hospitals with help from Senior OCOC, Operations Manager or KPD program manager as needed.
  • Performing all KPD administrative tasks, such as changing participation start date as requested by transplant hospitals, managing waitlist donor refusals, configuration of KPD application variables, and adding and editing of KPD program announcements.
  • Preparing necessary correspondence and appropriately documenting interactions with participating transplant programs.
  • Have a basic understanding of the functionality, including data entry and requirements, of the KPD system in UNet and be a first line resource to members and staff.
  
  
  
  
• Performance Improvement/Special projects: Assist with coordination of work instructions; identification, preparation for, and implementation of Organ Center Operations performance improvement activities; filing, storage, and document destruction coordination; and other duties as assigned.
  
  
  
  • Process records requests in accordance with designated record sets, ensuring the accurate identification and redaction of Protected Health Information (PHI) and Personally Identifiable Information (PII) in compliance with established privacy standards.
  
  
  
  

Minimum Requirements

• 5 years of organ transplantation, information technology, customer service, or health care experience required

Critical Skills

• Must have demonstrated ability to work independently, under high stress, prioritize effectively, and multi-task efficiently with an extremely high level of responsibility and accuracy.
• Understand and precisely follow policies and procedures that define many of the actions of the position.
• Ensures all work is completed in accordance with established departmental accuracy and quality standards
• Embraces a mindset of continuous improvement, regularly seeking opportunities to enhance processes, skills, and outcomes.
• Excellent research and organizational skills desired.
• Since this position requires working effectively with individuals on many levels inside and outside of the organization, it is required that the incumbent be a multi-talented team player with excellent oral and written communication skills.
• Must be able to welcome and incorporate feedback.
• Must demonstrate strong interpersonal skills and contribute to a culture of trust and mutual respect.
• Must be proficient in Microsoft Word and Excel.

Additional Skills & Qualifications

• General knowledge of OPTN policies preferred.
• Experience in the field of organ procurement/transplantation, or UNOS experience preferred.
• Proficient in Microsoft Office Suite preferred
• Experience with basics of quality improvement principles.

Education

• High School diploma or equivalent required; 4-year degree with a preferred concentration in science, information technology, or health care strongly preferred.

Physical Requirements

• General office demands
  
  
  
  • Prolonged periods of sitting at a desk and working on a computer.
  • Frequent reaching, handling, and fine manipulation for using office equipment, filing, and managing paperwork.
  • Manual dexterity sufficient to operate a keyboard, mouse, and other office tools.
  • Occasional standing, walking, and bending.
  • Ability to lift 10-20 pounds occasionally.
  • Vision abilities required include close vision for computer work and reading documents.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.