Organ Procurement Coordinator

Albany Medical Center; City of Albany (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

Albany Medical Center is looking for an Organ Procurement Coordinator to manage organ donations and promote donor awareness. In this role, you'll actively participate in emergency calls and work closely with hospital staff and donor families to ensure successful donor outcomes.

The ideal candidate should possess a degree in healthcare and have experience in organ procurement or critical care. Strong teamwork and communication skills are essential for this position.

Qualifications

• Prefer a degree in health care (associate’s or bachelor’s).
• Prefer prior organ procurement experience or critical care nursing background.
• Capable of lifting 75–100 pounds.
• Able to work extended hours.
• Ability to keep accurate records and perform calculations.

Responsibilities

• Identify and manage organ donors.
• Conduct community education to raise donor awareness.
• Document updates and outcomes of vented referrals in DonorTrac.
• Obtain informed authorization from families of potential donors.
• Collaborate with medical teams to manage potential donors.

Skills

Organ procurement experience

Critical care nursing

Operating room experience

Data entry skills

Education

Degree in healthcare (associate’s or bachelor’s)

Job description

Department/Unit: CDT. Work Shift: Day (United States of America).

Purpose

The Organ Procurement Coordinator performs a variety of duties that are directly or indirectly related to increasing the availability of suitable organs and tissues for transplantation. Responsibilities include identification and management of the organ donor, placement of organs, operating room responsibilities during the procurement process, and post‑donation debriefing. Duties may also encompass hospital and community education and development to raise donor awareness.

Essential Job Functions (95%)

• Participate in a rotating call schedule, carrying a smartphone. Call may exceed 50% of days. Business hours are dictated by donor activity. Off‑call staff may be asked to work and will receive call pay and triple call pay as applicable.
• Initially, for 6–12 months, be on the call schedule 50% of all days to learn the donor process.
• Perform all responsibilities while promoting a team environment.
• Travel by company vehicle, personal vehicle, chartered planes or helicopters, and chartered limousine services as required.

Professional Behavior

• Maintain open, honest, professional relationships with CDT team, hospital staff, donor families, medical examiners/coroners, and other professionals.
• Notify supervisor of emergencies, unusual interactions, or conflicts.
• Maintain confidentiality per CDT policy and applicable regulations.
• Manage time to prepare educational programs and departmental activities.
• Accept responsibility for assigned work and seek assistance when needed.
• Adhere to scheduled work time; notify supervisor of any change.

Hospital and Community Education & Development (May be assigned “D” hospitals)

Hospital Development

• Develop and implement educational plans specific to each assigned hospital.
• Conduct quarterly visits or more frequently as required.
• Advise on improvement of donation referral and management processes.
• Coordinate CEU and non‑CEU educational programs with hospital staff.
• Plan major educational programs.
• Provide feedback to hospitals regarding compliance.

Community

• Schedule educational programs for local schools and community activities.
• Establish communication linkages with religious and community organizations.
• Collaborate with organizations such as Rotary, Kiwanis, and Lions.
• Participate in health and wellness fairs.
• Contribute articles to The Center for Donation and Transplant Newsletter.

Organ and Tissue Donor Identification

• Familiar with age parameters for organ and tissue acceptance.
• Rule out organs/tissues that are medically unsuitable for transplantation.

Electronic Medical Record Documentation

• Document updates and outcomes of all vented referrals each business day in DonorTrac Electronic Medical Record.
• Maintain accurate and up‑to‑date donor information, including demographics, medical history, hemodynamics, diagnostic imaging, infectious disease testing, and other required data.
• Import referral outcomes.

Family Dynamics & Authorization Process

• Obtain informed, legal authorization from families of potential donors per CDT protocols.
• Identify the person of highest priority in the legal hierarchy.
• Provide donation information to families or share disclosure when the patient is a first‑person consent donor.
• Offer timely support mechanisms for donor families.
• Acquire accurate medical and social history from knowledgeable individuals.

Organ Donor Management

• Collaborate with medical and nursing staff to manage potential donors per CDT protocol.
• Maintain hemodynamic stability.
• Order and perform appropriate organ‑specific tests.
• Evaluate test results for suitability.
• Adjust donor management based on data and test results.
• Coordinate communication with recovery team and transplant programs.

Organ Placement

• Allocate organs to transplant centers per CDT policy and UNOS standards.
• Enter accurate donor information into DonorTrac and UNOS donor records.
• Generate UNOS recipient lists.
• Notify transplant centers with accurate donor and organ information.
• Place non‑transplantable organs for research when authorized.

Operating Room

• Coordinate surgical recovery of organs/tissues per CDT policy.
• Schedule OR use and communicate special equipment and staffing needs.
• Communicate with recipient transplant centers.
• Ensure procurement equipment is available.
• Assist in organ preservation as required.
• Package organs/tissues per CDT and UNOS policy.
• Arrange transportation or delivery to transplant centers.

Donor Hospital Follow‑Up

• Return to potential donor hospital within three business days.
• Provide immediate feedback to hospital personnel.
• Evaluate the potential for process improvement.

Office Duties

• Attend daily morning huddles.
• Participate in weekly case review meetings.
• Attend all organ donor after‑action reviews.
• Participate in CDT quality improvement processes.
• Review and complete organ donor charts.
• Notify the Director of Clinical Operations and/or Executive Director of reportable events.

Non‑Essential Job Functions (5%)

• Complete other tasks as assigned by the CDT medical office.
• Attend additional meetings as required.
• Perform any function assigned, if capable, even if listed as non‑essential.

Qualifications

• Prefer a degree in health care (associate’s or bachelor’s).
• Prefer at least one of the following: prior organ procurement experience, critical care nursing background, operating room experience, or on‑call experience.
• Physically able to lift 75–100 pounds.
• Capable of working extended hours.
• Ability to keep accurate records, perform calculations, follow guidelines, draft policies, and conduct technical training.
• Prefer previous data entry and computer experience.

All position requirements listed indicate the minimum level of knowledge, skills, and/or ability necessary to perform the job proficiently. This position description is not exhaustive and employees may be required to perform additional job‑related instructions given by their supervisor, subject to reasonable accommodations.

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish the intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.