Hospital Services Coordinator

Hospital Services Coordinator

Independently consults 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 clinical staff. Conducts services related to STA Family Services programs to families of potential organ donors and will follow up through the STA Aftercare Program; Engages with Clinical and Hospital Services leadership to foster, promote, and sustain cross-departmental collaboration in support of optimal outcomes.

Education and work experience qualifications:

• A bachelor's degree in business, marketing, life sciences, public relations, counseling, ministry, social work, or communication is required.
• A minimum (2) years experience working in health care, physician-relations, communications, OPO, or recovery field preferred.
• At least (1) year of work experience in a hospital or similar setting; two or more years of experience, including ICU or other critical care settings, is a plus.
• 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. A current Driver's License is required.
• Proficient in MS Office, Word, Excel, and PowerPoint.

Job functions, hospital services:

• 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 and continually seeking opportunities to ensure optimal donation processes and outcomes.
• Works collaboratively with hospital leaders, administrators, physicians, and nurses to educate and build a culture of donation that follows policies.
• 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.
• 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.
• 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 relationship plans.
• Participates in staff, department, team, and/or committee meetings as deemed appropriate by prior commitments to donor hospitals and job responsibilities. Participates in STA and/or other entity-initiated quality initiatives.
• 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.
• Communicate with the attending physician and other members of the healthcare team to establish rapport and ensure a collaborative planned approach for the donation discussion and authorization process.
• 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.
• Meets regularly with appropriate Quality and/or management representatives to review hospital donation performance.
• Maintain knowledge of the OPO industry and regulatory standards, DSA hospitals, and hospital systems or equivalent.
• Joins rotations to complete office duties such as maintaining and updating the office huddle board.
• Demonstrated ability to provide orientation lectures and HD Huddle Board for a new Hospital Services Coordinator.
• Provides work direction, coaching, and mentoring.
• Performs assigned aspects of data and analysis reviews with leadership and serves the hospital services department as a point of contact for data reporting needs.
• Performs routine evaluations of the previously vented/task assignment for after after-action review process to ensure timely follow-up and education have been conducted by members of the HS team, looking for trends.
• Pursues continued professional development through formal development planning and pursues mentoring opportunities.
• Stay current and involved in national and regional collaborative opportunities for the OPO community.
• Participate in the planning and implementation of Bi-annual Skills Day.
• Other functions as assigned or required to meet department or organizational needs.

Job functions, approach & authorization:

• Completed all required STA Hospital Services & Family Coordinator training to be an expert resource on all organ and recovery donation aspects.
• 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.
• Other functions as assigned or required to meet department or organizational needs.

Non-essential job functions:

These "non-essential job functions" represent job functions that the incumbent is responsible for performing. However, if necessary, these job functions could be performed by other personnel. This job description is intended to describe the essential job functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities, and requirements of the job. Other functions may be assigned by the supervisor and management retains the right to add or modify the duties at any time at its discretion. 1. Represent Southwest Transplant Alliance with national and regional procurement and transplant organizations. 2. Works with hospitals, staff, and the public to ensure that appropriate patients and families are provided the opportunity of organ and recovery donation.

Physical environment / working conditions:

Normal office environment, travel in light and commercial aircraft, or automobile to meet all the duties and responsibilities of the position. STA is a 24-hour/365-day operation that may require an employee to work overtime at the request of their leaders and the mission especially when there is case activity at the assigned hospital. In rare instances, it may be required for the employee to drive, as needed, to support the mission. Ability to drive personal auto to assigned hospitals and other locations to perform job functions. Ability to use personal cell phones for business purposes.

OSHA category definition: Category 1 - The incumbent in this position has the potential for occupational exposure. Equipment used: The incumbent is required to use various pieces of office equipment. Appropriate orientation to the equipment is provided. Other: The incumbent will have access to confidential material and is required to use discretion with this information and comply with STA Confidentiality policy.

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: The preceding description is not designed to be a complete list of all duties and responsibilities required of the Hospital Services Coordinator.

Qualifications:

Bachelors or better. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know