Coordinator I, Donation

Donation Coordinator I

The Donation Coordinator (DC) I is responsible for efficiently gathering, documenting, managing, and evaluating donor records obtained through the organization's Sharing Miracle program while monitoring incoming direct referrals for the Donor Services Center. This role supports Tissue Procurement while maintaining compliance with BioTissue exclusionary criteria, AATB standards, and FDA regulations.

The DC I supports the Donor Services Center by collecting and assembling all required documentation, including medical records, delivery records, acquisition records, laboratory results, and other relevant information. They work closely with strategic partners, hospital medical records departments and laboratories to ensure all necessary records are available for timely donor review including completion of all documentation within BioTissue's electronic donor management system.

Additionally, the DC I provides information to interested birth mothers and presents the opportunity for birth tissue donation. The role collaborates with Donation Coordinators Levels II and III, Tissue Acquisition Specialists, Exclusive Strategic Partners (ESPs), local acquisition sites, Tissue Procurement leadership, and Medical Directors to obtain any additional information needed for final donor eligibility determinations.

This position also supports Acquisition Operations to help ensure the success of local programs, assists with tracking metrics, and contributes to departmental initiatives as assigned. The DC I serves as a key resource in facilitating the donor eligibility determination process from initial assessment through manufacturing and may work cross-functionally with GMP/GTP-related departments, including Quality Assurance, Quality Control, Production, Supply Chain, and Facilities. This position plays a key role in the Aftercare process, generating outcome letters and other administrative functions as defined by the Manager, Donor Development and Communication.

Essential Duties & Responsibilities

• Collects, organizes, and uploads donor records into the electronic donor record system for both internally sourced donors and those acquired through strategic partnerships. Documentation includes, but is not limited to, consent forms, DRAI, tissue acquisition records, physical examination forms, medical records, laboratory test results, hospital and prenatal records, and storage and traceability records.
• Maintains strict confidentiality of donor and patient information in accordance with HIPAA regulations and organizational policies.
• Requests and obtains additional information to support the donor eligibility process from hospitals, physician or midwifery offices, and contracted or non-contracted records departments.
• Collaborates closely with the Donor Eligibility Assessment Coordinators and the Supervisor, Donor Records to resolve outstanding information requests related to internally sourced donor charts.
• Performs accurate data entry into the electronic donor management system based on incoming donor information from systems such as SAGE, as well as tissue packing and storage documentation from donors acquired through ESPs or internally sourced.
• Retrieves donor information and records through secure electronic portals provided by ESPs.
• Obtains and verifies infectious disease testing results and microbiological cultures in accordance with BioTissue exclusionary criteria, AATB standards, FDA regulations, and other applicable regulatory requirements to support donor eligibility determination.
• Identifies, tracks, and resolves missing or incomplete information, providing regular status updates to the Supervisor, Donor Records and internal stakeholders regarding donor records.
• Completes all required documentation throughout the donor chart intake and review process, ensuring accurate maintenance, upload, and traceability of electronic records, including accuracy within ERP systems.
• Ensures adherence to departmental quality standards by maintaining timely processing and resolution of donor charts and corrections, maximizing opportunities for transplantation and delivering high-quality internal and external customer service.
• Supports the Donor Allocation process, as needed, to facilitate alternative disposition pathways through Door Allocation Partners (DAPs) and research use, maximizing impact of each donor gift.
• Monitors call center referral intake systems to assist potential birth mothers, appropriately route calls, and follow up on voicemails in a timely manner.
• Ensures proper documentation, completeness, and secure storage of recorded phone consents in compliance with audit requirements, as well as the organization of those recordings.
• Contacts potential birth mothers to provide information, answer questions, and offer support regarding the donation process. Documents all interactions within the electronic donor management system and coordinates informed consent discussions with appropriately trained staff.
• Supports consented birth tissue donors by providing clear information, including pre- and post-acquisition updates, ensuring a positive and supportive donation experience.
• Creates outcome letters and handles administrative aspects for the Sharing Miracles Aftercare program. Prepares letter for review with Donor Development & Communication leadership. Ships donor mom thank you gifts and logs within the EDRS for tracking.
• Maintains strict adherence to HIPAA regulations and always ensures donor confidentiality.
• Performs administrative duties within a GMP environment, including electronic filing, copying, scanning, shredding, and archiving documentation for the Tissue Procurement department.
• Maintains required competencies through ongoing training, including virtual learning, and adheres to all departmental and organizational SOPs, forms, and work instructions.
• Participates in departmental and organizational meetings to support effective communication and collaboration.
• Collaborates with Donation Coordinator II & III and Tissue Procurement Leadership to support departmental goals and initiatives.

Skills & Abilities

• Proficiency in Medical Terminology
• Knowledge of computer database software and hospital EMR access experience a plus.
• Ensures that work outputs are highly accurate with a keen eye for detail
• Proficient in the use of computer equipment and software, including but not limited to Windows environment (Word, Excel, Adobe Pro, Outlook-Intermediate to Advanced skills required).
• Commitment to excellence and high standards, including record keeping.
• Complex knowledge of procedures, practices and policies
• Ability to anticipate and critically think through problems
• Can sit for long periods of time at a computer
• Ability to multi-task in a fast-paced donor driven environment
• Ability to prioritize time sensitive tasks
• Ability to work a flexible schedule based on department needs and a rotating schedule
• Ability to read and interpret medical records, medical abbreviations, lab reports and operative reports
• Courteous, friendly, and helpful to internal and external stakeholders
• Capacity to react quickly and decisively in unexpected and dynamic situations
• Ability to effectively manage multiple projects and competing priorities
• Excellent communication skills; fluent (oral/written) English.
• Able to take on moderately complex tasks with instruction and limited supervision.
• Ability to maintain a strict code of confidentiality and discretion.
• Strong collaborative skills; ability to work equally efficiently with other team members as part of an interdisciplinary team and independently
• Strong interpersonal and listening skills and the ability to communicate effectively with a wide range of people, including medical staff, hospital personnel and potential/actual donors.
• Shows genuine sensitivity to the needs, feelings and capabilities of other people. Deals with others in a pleasant manner. Treats others with respect and consideration.
• Sense of pride and ownership in providing excellent professional customer service, responding to customer and partner needs and responses to them in a timely and effective manner.

Position Expertise/Qualifications

• 1-2 years of experience in tissue banking (donor coordination, donor referral center, recovery, processing, etc), preferred
• 2 years medical terminology/medical records, required.

Physical Requirements

• Sedentary work that generally requires sitting and/or standing