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In-House Donation Coordinator

Washington Regional Transplant Community
Falls Church, VA
  • Posted: over a month ago
  • Full-Time
Job Description

The WRTC In-House Donation Coordinator is responsible for the development and maintenance of professional relationships with hospital contacts, the coordination and execution of general educational activities, the maintenance and facilitation of the strategic plan for donation performance improvements and the sustained implementation of donation "best practices" within the designated hospital(s). The coordinator is expected to regularly attend a variety of key departmental & hospital meetings, promote ongoing donation awareness within & around the institution(s), and daily interactions with a broad range of hospital personnel in key units. The coordinator is also responsible for the clinical evaluation of potential donor patients, the collaboration with hospital staff in preservation of donation options and the presentation of donation options to legal next-of-kin/family support. The coordinator is responsible for hospital medical record reviews and for effectively communicating relevant opportunities for the realization of full donation potential and/or improved donation processes to key hospital contacts. The coordinator is expected to spend a majority of working hours in the hospital(s) carrying out the above responsibilities and other activities such as donation follow up, process variance resolution and "real-time" activities and education.


Minimum educational requirements are an undergraduate degree in marketing, business, healthcare administration, education, or science. Professional experience in a hospital setting is a plus. Demonstrated abilities in both autonomous project management and effective teamwork are an absolute necessity.


The individual must be a proactive team player dedicated to enhancing the quality of organ and tissue recovery and transplantation. Must be conscientious, ethical, and possess strong interpersonal skills that contribute to working effectively with a variety of medical professionals. Must have an ability to act with flexibility and to maintain order in an environment of changing priorities and be capable of handling highly stressful situations in a calm, mature manner. Strong organizational skills demonstrated competence in short and long-range strategic planning, a track record of successful independent work and the ability to participate as a member of a team are essential. Demonstrated public speaking ability is also a valued skill.


The position requires travel within the service area. A valid driver's license must be maintained and possession of his/her own reliable automobile. On occasion, and more frequently during "on call" timeframes, the position requires working during evening, night, and weekend hours. The position requires manual dexterity sufficient to operate telephones and computers. Must have the ability to speak clearly in order to accurately convey information to hospital staff and other professional and technical personnel whether in person or over a telephone. Must be able to hear at normal speaking levels whether in person or over a telephone. Vision correctable to 20/20 in order to read patient charts is required. The position requires computer literacy using PC applications in a Microsoft Windows based environment and demonstrated competency in the use of Microsoft Office software programs. It also requires the ability to access, use and efficiently navigate the Internet and demonstrated capability of learning other data base programs. The position also requires the ability to lift and carry objects such as portable audiovisual equipment and professional education displays up to 40 pounds with assistance.


  • Develop donation performance strategic plans for the designated hospital(s) within the WRTC service area. These strategies should include goals, objectives, and educational plans to maximize organ, tissue and eye donor referral and recovery activity at each institution. This requires a working knowledge of the demographics of the hospital(s), key personnel involved in donation both historically and currently. It also requires ongoing awareness of current and future changes, opportunities and challenges within the institution(s) that could impact donation processes. Working with the Director of Hospital Services, the Specialist will proactively and regularly communicate and utilize the above in this role.
  • Plan and implement individualized educational programs designed as in-services, workshops or seminars for groups or cross-sections of healthcare professionals. Recognize the donation challenges and opportunities for the institution(s) and incorporate solutions, based on the strategic plan, into planning of the programs.
  • Meet regularly with hospital staff during scheduled appointments and informal, unscheduled visits, present donation-related in-services, hold meetings, consistently update donation-related resource areas in hospitals, and resolve problems while maintaining a positive professional profile as a representative of the WRTC and donation within the institution(s).
  • Effectively carry out all associated responsibilities such as daily donation activity checks, identification of HS-related information, immediate donation outcome notification to involved hospital staff & key players, constructive on-site presence during organ donation cases, timely follow-up after all organ donation cases, fulfillment of hospital data and resource requests, consistent facilitation of processes such as OPO-hospital "Huddles" and other agreed-upon hospital-specific processes, and completion of After Action Reviews with recognition and communication of process improvement opportunities.
  • Accept and prepare for "on-call" responsibilities as assigned.
  • Provide on-site clinical and social evaluation of all potential organ/tissue donors at the designated hospital(s). Work appropriately with other WRTC staff to determine medical suitability for donation.
  • Determine the legal next-of-kin for a potential donor.
  • Determine the appropriate approach strategy for the potential donor's next-of-kin to ensure a compassionate, sensitive, "decoupled" and effective approach when offering the option of organ and tissue donation.
  • Present the option of donation to the legal next-of-kin. Act as the professional resource to the family regarding the options of organ and tissue donation.
  • Complete the signed and witnessed donation forms per WRTC policy.
  • Obtain a complete medical and social history on the donor from the individual best able to provide accurate and complete medical and social history information.
  • Ensure that all other donation related documentation including documentation required to comply with hospital protocol are properly signed and witnessed.
  • Work cooperatively with the WRTC Hospital Services team to ensure that all general departmental standards and hospital services are fulfilled.
  • Ensure the accurate and timely completion of MRR worksheets and summaries at assigned hospitals. Conduct analysis of hospital donation data to identify opportunities for the realization of additional donation conversion and donation process improvements. Convey analyses appropriately to the Director of Hospital Services, and subsequently the hospital, to ensure efficacy of strategic planning.
  • Actively participate in required WRTC and Hospital Services departmental meetings. In conjunction with the Director of Hospital Services, identify and facilitate updates on information related to the designated hospital(s) to WRTC HS and Recovery staff.
  • Design and maintain and utilize up-to-date donation resources and audio/visual aides.
  • Maintain detailed, complete, and accurate records (including all organ and tissue donor referrals, donation discussions, electronic files of key hospital contacts, and records of meetings and educational activities).
  • Recognize opportunities to promote donation through special interest groups. Be available to work with the WRTC Community Affairs department (or others, as applicable) for inter-departmental initiatives, educational presentations to outside groups and as a participant at special events.
  • Represent the WRTC professionally at all times within the designated hospital(s) and at any applicable industry meetings or training seminars.


  • Maintain complete and accurate records of hospital contacts and communications, Hospital Services educational events, expenses, and daily calendar of business.
  • Ensure timely submission of all required reports and paperwork.
  • Appropriately and consistently communicate hospital updates and scheduling changes with Director of Hospital Services.
  • Maintain proficiency with WRTC and hospital supplies and office equipment as it applies directly to the position, i.e. FAX, computers, copiers, etc.


  • Maintain state-of-the-art knowledge of organ/tissue donation and transplantation and healthcare education through review of available current industry information and participation in relevant educational programs.
  • Define personal and professional goals and develop a plan to achieve those goals.
  • Pursue professional growth in the field through participation in relevant conferences and membership in other professional organizations.


We are in a beautiful office located in Falls Church, VA. Our outstanding benefit package includes medical, dental and vision benefits for all full-time employees, paid time off, short-term and long-term disability, retirement plan with generous company match, on-site fitness facility, excellent training program and more! Visit to learn more about our organization.

Washington Regional Transplant Community


Falls Church, VA
22040 USA



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