Hospital Services Coordinator (Galveston)

 Summary: 

The Hospital Services Coordinator role is responsible for independently consulting with assigned hospitals in the Southwest Transplant Alliance service area, specifically with key hospital decision-makers. Assists hospitals in the development of policies and procedures regarding organ/recovery donation. Educates nurses, physicians, and other hospital personnel throughout all hospital units to increase organ and recovery donation. Monitors the evaluation of referral and donation patterns through hospital needs, assessments, death record reviews, post-donation/referral case reviews with hospital leadership, PDSAs, and after-action reviews with internal staff. Conducts services related to STA Family Services including approaching and family support in the ICU and OR; Engages with Clinical and Hospital Services leadership to foster, promote, and sustain cross-departmental collaboration in support of optimal outcomes.  

Essential Job Functions and Responsibilities: 

• Communication 

• Collaborates with supervisors, cohorts, and other department leaders to promote and achieve cross-departmental service delivery goals and develop and implement an assessment tool to monitor cross-departmental relationships with hospital partners.  

• Creates and maintains key hospital relationships with physicians, nursing administration, and other hospital service lines by providing a high level of service through timely and ongoing communication and visibility. 

• Consult with a clinical Referral Specialist (RS), as needed, to verify medical suitability and provide sequential updates as the case progresses; make contact (huddles) with the attending physician and hospital staff, to establish the relationship plans. 

• Communicate with the attending physician and other members of the healthcare team to establish rapport and ensure a collaborative planned approach for the donation discussed and authorization process. 

• Meets regularly with appropriate Quality and/or management representatives to review hospital donation performance. 

• Provides work direction, coaching, and mentoring. 

• Stays current and involved in national and regional collaborative opportunities for the OPO community.  

• Time Management 

• Participates in annual requirements for development and training. 

• Visits all assigned hospitals within the defined region to assess, plan, and re-evaluate the effectiveness of the donation process. Target hospital units where improvements in the donation process can occur. Develops and maintains effective relationships with key hospital personnel to foster the donation process. 

• Provides family support on-site at the ICU and/or OR. 

• Responds on-site independently and/or in conjunction with assigned staff to all appropriate hospital referrals within the designated time outlined per policy and procedure. Initiates frequent huddles with hospital and STA staff to ensure that the Authorizing Party/Notifying Party is presented with the opportunity for donation or donor designation notification in the most appropriate time frame and manner. Access donor registries to determine prior authorization for donation. 

• Participates in staff, department, team, and/or committee meetings as deemed appropriate. Participates in STA and/or other entity-initiated quality initiatives.  

• Attention to Detail 

• Maintains accurate hospital profiles to include timely documentation of daily service activity. If required, performs donor hospital referrals and updates open referrals. Conducts timely referral and donor case follow-up. 

• Maintain knowledge of the OPO industry and regulatory standards, DSA hospitals, and hospital systems or equivalent.  

• May be asked to determine family dynamics and assess the family’s understanding of the patient’s prognosis when appropriate to initiate the donation discussion. 

• Initiates the donation authorization process for potential organ and recovery donor families before, during, and after death declaration. Provides families with the detailed information required to give legally informed authorization for anatomical donation. 

• Problem-Solving 

• Works with hospital administration to create effective policies to support donation. 

• Develop and implement plans to optimize hospital performance, including, but not limited to, tracking hospital results to monitor progress and modify as needed. 

• Prepares written analysis of key donation outcomes. Develop solutions to issues that impede the donation process.  

• Conducts monthly medical record reviews of missed opportunities for donation. 

• Performs other job-related duties as assigned that are consistent with the purpose of the role. 

Education, Experience, and Licensing Requirements: 

• A bachelor’s degree in business, marketing, life sciences, public relations, counseling, ministry, social work, or communication is required. 

• A combination of alternative education and experience may be considered in lieu of the formal education requirements.  

• Two years’ experience working in health care, physician-relations, communications, OPO, or recovery field preferred.  

• Strong interpersonal and presentation skills to a variety of audiences, with the ability to work both independently and as part of a team required. 

• Ability to immediately respond to referrals and other situations, occurring during standard and alternate hours, requiring in-person presence and expertise. 

• Demonstrated ability with strong communication skills to establish relationships and work diplomatically with key stakeholders and clients of diverse backgrounds. 

• Ability to cope with high levels of stress and able to manage a heavy workload. 

• Ability to travel in light and commercial aircraft or drive his/her auto to meet all job duties and responsibilities.  

• Current Driver’s License is required and maintained with an acceptable driving record as defined by STA policy. 

Compliance:  

• This position is classified as OSHA Bloodborne Pathogens Exposure Category I.  Employees in this role routinely perform job duties that may involve direct contact with blood, bodily fluids, or other potentially infectious materials (OPIM).  Appropriate use of Personal Protective Equipment (PPE) is required at all times. 

• Employees will receive mandatory training on bloodborne pathogens, safe work practices, and proper PPE usage.  Employees must comply with all applicable federal, state, and local laws, accreditation requirements, and organizational policies.  

• This role requires compliance with HIPAA and all confidentiality standards related to patient, donor, employee, and organizational information.  Employees must safeguard all confidential information and disclose it only as permitted by law and organizational policy.   

Other:  

Southwest Transplant Alliance maintains a policy of nondiscrimination with employees and applicants for employment. No aspect of employment will be influenced in any manner by race, color, religion, sex, age, national origin, physical or mental disability, genetics, sexual orientation, gender identity, gender expression, or any other basis prohibited by statute.  In addition to federal law requirements, STA complies with applicable state and local laws governing nondiscrimination in employment in every location in which the STA has staff.   

Disclaimer:  

This job description is intended to describe the general nature and level of work performed.  It is not an exhaustive list of responsibilities, duties, or skills required. Job duties may change at any time with or without notice.  Nothing in this description constitutes a contract of employment, and employment remains at-will.