The Donor Services Coordinator plays a critical role in supporting tissue donation operations by performing screening activities, reviewing medical-social history, compiling medical records for MD review, communicating with partner organizations, and releasing donor tissue for processing.
This role requires strong attention to detail, compassion, professionalism, and the ability to work efficiently in a fast-paced, highly regulated environment.
Core Responsibilities
- Receive, evaluate, and process donor referrals from recovery partners and external agencies in a timely manner.
- Serve as a point of contact for donor-related inquiries, providing clear and professional communication.
- Coordinate follow-up activities to ensure complete and accurate donor case documentation.
- Review donor medical records, including hospital records, laboratory results, and coroner/ME reports.
- Assist in determining donor eligibility in accordance with FDA regulations, AATB Standards, and internal procedures.
- Identify, escalate, and document contraindications, deferrals, or risk factors.
- Ensure all donor records are complete, accurate, and maintained in compliance with quality systems requirements.
- Enter, review, and maintain donor information.
- Adhere to confidentiality, HIPAA, and ethical standards in handling donor and family information.
- Support audits, inspections, and quality reviews by providing accurate donor documentation.
- Follow established SOPs, work instructions, and quality procedures.
- Identify documentation gaps, process inefficiencies, or compliance concerns and escalate appropriately.
- Participate in training, competency assessments, and continuous improvement initiatives.
- Collaborate with Quality Assurance, Processing, and Operations teams.
- Demonstrate sensitivity, professionalism, and compassion when interacting with donor families and partners.
- Support organizational goals related to safety, quality, and service excellence.
Qualifications
- Strong attention to detail with the ability to review and interpret medical documentation.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and handle sensitive information professionally.
- Basic computer proficiency and the ability to learn record-handling procedures.
- Ability to follow written procedures and regulatory requirements.
- Familiarity with FDA human cell and tissue regulations, including 21 CFR Part 1271.
- Knowledge of AATB Standards or similar accreditation requirements.
Education
- High school diploma or GED required.
- Associate or bachelor’s degree preferred.
Skills and Competencies
- Attention to detail and accuracy.
- Critical thinking and sound judgment.
- Time management and the ability to prioritize multiple tasks.
- Strong interpersonal skills and emotional intelligence.
- Commitment to ethical practices, safety, and quality.
Key Performance Indicators
- Donor Review Completion Accuracy (40%): More than 98% of donor cases completed without documentation errors, omissions, or QA-required rework.
- Donor Records Completion Timeliness (30%): 95% of donor records completed within the established turnaround time.
- Regulatory and Accreditation Compliance (20%): 100% compliance with FDA 21 CFR Part 1271, AATB Standards, and internal SOPs; zero critical audit findings and fewer than 2% minor findings attributed to Donor Services documentation.
- Partner and Internal Communication Responsiveness (10%): More than 95% of partner and internal inquiries responded to within defined service-level agreement timeframes.