The Manager of Donation Services is responsible for assisting the Director of Donation Services in management and oversight of the Communication Center operations. Responsibilities include providing vision and direction to assist in the development of programs to enhance and promote donation. Management responsibilities include recruitment, development, and retention of qualified staff. This position MUST lead from the front and demonstrate excellence.
ESSENTIAL JOB FUNCTIONS:
1. Must exhibit and model LifeShare’s organizational clarity (core purpose, core values, business definition, and strategic anchors) in all job functions and in all interactions both internal and external to LifeShare.
2. Provides management, oversight, and work assignments for Communication Center staff.
3. Works with the Director of Donation Services, the Vice President of Clinical Services, and Vice President of Quality Systems to maintain compliance with the applicable standards and regulations from the Food and Drug Administration (FDA), Centers for Medicare and Medicaid Services (CMS), United Network for Organ Sharing (UNOS), the Association of Organ Procurement Organizations (AOPO), American Association of Tissue Banks (AATB), and other regulatory or membership organizations having oversight of organ and tissue procurement organizations.
4. Triages and evaluates potential organ, tissue, and eye donors in accordance with LifeShare of Oklahoma, regulating and accrediting bodies, and other medical criteria to provide organs, tissues, and eyes which are safe for transplantation.
5. Presents options for donation to families and upon authorization, obtains complete detailed donor risk assessment interview. Provides follow-up with donor families and with other agencies as appropriate.
6. Manager of Donation Services will be evaluated based upon authorization rates, accuracy, timeliness of data entry into Electronic Medical Record (EMR), and teamwork/communication based on the department’s performance each month.
7. Serves as a representative of LifeShare of Oklahoma. Displays respect for the donor and donor family at all times and maintains donor confidentiality. Communicates clearly to other agencies and departments.
8. Performs quality control practices as defined by LifeShare of Oklahoma policies and procedures.
9. Coaches and mentors Donation Service Coordinators regularly to optimize performance and organ, tissue, and eye donation.
10. Conducts performance evaluations for each Donation Service Coordinator.
11. Responsible for the development and oversight of the training program to ensure that the Communication Center staff is adequately trained and competent to perform assigned duties and responsibilities. Directly involved with the training and competency assessment of new and existing Communication Center staff.
12. Responsible for developing (with input from the Director of Donation Services, Vice President of Clinical Services, and Vice President of Human Resources), implementing, and assuring on-going routine performance of Communication Center staff competency assessment for all positions directly involved in the donation process. Should address a final, competency assessment before an employee is signed off of orientation as well as routine, periodic (minimum twice per year) assessment of competency related to key tasks (AATB/UNOS/AOPO policy compliance, documentation, etc.)
13. Responsible for ongoing chart reviews, under the direction of the Director of Donation Services.
14. Assists the Director of Donation Services in development of strategic direction, goals, and objectives designed to increase donation and recovery of transplantable organs, tissues, and eyes.
15. Works with the Director of Donation Services to develop training programs internally and externally, data tracking, reports. Analyzes data and adjusts resources as needed.
16. Participates in the Communication Center work schedule in the role of Donation Services Coordinator for a minimum of 2 shifts per month, and as needed to ensure adequate coverage is available for each shift.
17. Ensures the Communication Center schedule is completed and available timely each month.
18. Shares Administrator on-call duties with the Director of Donation Services for the Donation Services Coordinator staff.
19. Assists in the development, revision, and maintenance of collateral materials including PowerPoint presentations to facilitate training / development within the department and for LifeShare as appropriate.
20. Assists the Director of Donation Services with preparing and management of budget for the Communications Center department that supports organizational goals.
21. Participates in interviewing and hiring process.
22. Maintains confidentiality of donor and recipient information in accordance with LifeShare Transplant Donor Services of Oklahoma, Inc. policies.
23. Travel by personal auto, charter or commercial aircraft is required.
24. Performs other duties as directed by the Director of Donation Services.
NON-ESSENTIAL JOB FUNCTIONS:
Note: These “non-essential job functions” represent job functions which the incumbent is responsible for performing. However, if necessary, these job functions could be performed by other personnel.
1. Develops and implements special projects related to donation and family support.
2. Oversees creation of monthly reports on authorizations, referrals, documentation practices, and other metrics as needed.
3. Participates in the process of donation and represents organization in appropriate professional and public activities.
4. Assumes responsibilities for special projects that impact operations as mutually agreed upon with the Director of Donation Services.
5. Actively seeks information pertinent to current donation and transplantation issues in order to maintain and advance skills through professional education and training.
6. Performs other activities as assigned by Director of Donation Services and/or VP of Clinical Services.
PHYSICAL ENVIRONMENT/WORKING CONDITIONS:
1. This is a full-time position. Responsibilities will include department meetings, training and other professional development, i.e. conference calls, webinars, and occasional travel to industry meetings.
2. Travel is required by personal auto, rental or company car, and commercial aircraft to meet all the duties and responsibilities of this position. Must have reliable private automobile for which business mileage is reimbursed according to IRS guidelines.
3. Work a minimum of 40 hours per week, participates in 12-hour shifts, and participates in 24-hour call; may be required to work for extended periods of time with few breaks. Working hours include planning time for finishing up case activity duties.
4. Must be able to effectively communicate in a variety of environments, both indoor and outdoor, and under a variety of environmental conditions.
5. Position requires finger dexterity which would normally be used to operate a telephone, calculator, and computer equipment.
6. Must have command of the English language and be able to speak clearly to convey information to business contacts and other LifeShare employees over the phone and in person.
7. Requires ability to work under stress with numerous interruptions, distractions, and changing priorities.
8. Must have the mental capacity to retain business and technical information.
9. Must have vision correctable to 20/20 in order read correspondence, reports, and computer screens.
10. Must be able to sit for at least eight hours a day.
EQUIPMENT/MACHINERY USED: General office equipment Computers Printer/Scanner/Fax machine Cellular Phone
OTHER: (i.e., access to confidential information):
The Manager of Donation Services expected to maintain confidentiality of all donor/recipient information.
1. Bachelor’s degree in biological sciences or related health field required. Strong clinical assessment skills also preferred.
2. Three to five years experience in healthcare management preferred.
3. A minimum of two years of previous experience working in an organ, tissue, and/or eye (OTE) procurement organization in a capacity that involved obtaining authorization for donation, donor risk assessment interview, and/or determining OTE suitability required. Call center experience strongly preferred. Must demonstrate knowledge and expertise in donation, recovery, and industry standards and regulations.
4. Certified Tissue Banking Specialist (CTBS) certification, or Certified Procurement Transplant Coordinator (CPTC) or board eligible. If no current certification, must obtain certification within 6 months of employment.
5. Demonstrated strong interpersonal and leadership skills required.
6. Must be self-motivated and possess the ability to meet the requirements of a demanding call schedule (required). Must be able to work extended hours.
7. The ability to work effectively with a variety of medical professionals including hospitals, medical examiners, and funeral homes.
8. Ability to speak and communicate clearly in order to accurately convey information to donor families and other professional staff.
9. Excellent organization and time management skills; ability to function independently and collaboratively; good problem-solving and creative thinking skills.
10. Well-developed personal stress management skills. Ability to handle highly stressful situations in a calm and efficient manner.
11. This position requires a high degree of autonomy, including self-scheduling of work time and activities, developing program policies and objectives, providing written reports, evaluating the quality of referral triage and screening, approach and authorization techniques, as well as organ recovery information management and allocation processes.
12. Strong attention to detail and ability to identify compliance issues is required.
13. Experience in measured performance, results-oriented environments preferred.
Internal Number: DS-001
About LifeShare of Oklahoma
LifeShare Transplant Donor Services of Oklahoma, Inc. (LifeShare) facilitates the recovery of organs and tissues in the state of Oklahoma, serving 3.8 million people.
LifeShare employs 89 staff members committed to the mission of saving and enhancing lives through organ and tissue donation.
LifeShare has a generous benefit package which includes: health/dental; short-term/long-term diability; life insurance; 401(k); cafeteria 125 plan; annual/sick leave accrual; and tuition reimbursement.