Placement and Allocation Coordinator

Summary:

The Placement and Allocation Coordinator (PAC) is responsible for coordinating organ allocation activities in accordance with OPTN (Organ Procurement and Transplantation Network) regulations, STA operational standards, and applicable regulatory requirements. This role supports the placement of organs for transplantation and research while ensuring accurate documentation, timely communication, and coordination between transplant centers, clinical teams, and research entities.

The PAC serves as a critical operational resource in donor case management by facilitating donor information reporting, allocation logistics, transportation coordination, and data management activities. This position requires strong attention to detail, effective communication, operational prioritization, and the ability to manage multiple time-sensitive processes simultaneously within a fast-paced healthcare environment.

Essential Job Functions and Responsibilities:

• Communication
  • Communicate effectively with transplant centers, surgeons, clinical teams, and research entities regarding organ allocation activity and donor information.
  • Provide timely reporting of infectious disease results, cultures, biopsies, ABO information, and other critical donor data.
  • Collaborate with clinical recovery teams to coordinate allocation sequencing and operational logistics for authorized gifts.
  • Maintain professional and compassionate communication in high-pressure and time-sensitive situations.

• Time Management
  • Manage multiple active donor cases simultaneously while prioritizing organ placement timelines and regulatory requirements.
  • Coordinate transportation logistics for organ placement and recovery activities within critical time constraints.
  • Complete data entry corrections and documentation updates within established turnaround times.
  • Maintain consistent workflow management during expedited and high-volume operational periods.

• Attention to Detail
  • Accurately document biopsy results, serologies, cultures, and donor information within the Electronic Donor Record.
  • Review donor records to verify completeness, accuracy, and compliance with OPTN and STA policies.
  • Coordinate thoracic and abdominal organ allocation activities for transplantation and research purposes with a high level of accuracy and timeliness.
  • Facilitate research organ allocation and donor data coordination in accordance with OPTN guidelines and organizational standards.
  • Assist with transportation coordination, logistical planning, and operational documentation related to organ placement activities.
  • Maintain compliance with OPTN policies, STA standards, HIPAA requirements, and regulatory reporting expectations.
  • Support quality improvement initiatives through accurate reporting, documentation correction, and process adherence.
  • Ensure timely completion and accuracy of documentation, reporting activities, and operational records to support audit readiness and patient safety.

• Problem-Solving
  • Facilitate organ and tissue allocation decisions in accordance with OPTN guidelines and STA operational standards.
  • Respond effectively to changing donor information, transplant center needs, and operational priorities.
  • Identify and resolve documentation discrepancies, allocation issues, and workflow barriers promptly.
  • Support expedited case management and allocation coordination during urgent operational situations.

• Performs other job-related duties as assigned that are consistent with the purpose of the role.

Education, Experience, and Licensing Requirements:

• Associate degree in a medical field or medical certification required. Bachelor’s degree preferred.
• Minimum of two (2) years of experience in an acute care healthcare setting required.
•  A combination of alternative education and experience may be considered in lieu of the formal education requirements.
•  Organ Procurement Organization (OPO) preferred experience.
•  Prior clinical call center experience preferred.
• Current Driver’s License is required and maintained with an acceptable driving record as defined by STA policy.

Compliance:

• This position is classified as OSHA Bloodborne Pathogens Exposure Category III. The incumbent in this position has no opportunity for occupational exposure.
• Employees must comply with all applicable federal, state, and local laws, accreditation requirements, and organizational policies.
• This role requires compliance with HIPAA and all confidentiality standards related to patient, donor, employee, and organizational information. Employees must safeguard all confidential information and disclose it only as permitted by law and organizational policy. 

Other: 

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:

This job description is intended to describe the general nature and level of work performed.  It is not an exhaustive list of responsibilities, duties, or skills required. Job duties may change at any time with or without notice.  Nothing in this description constitutes a contract of employment, and employment remains at-will.