Director Donor Allocation

Position Summary:

The Director of Donor Allocation is responsible for the operational oversight and regulatory compliance of organ placement operations and the onsite management of the Donor Allocation Team. The director will also be responsible for staffing, clinical case review, donor case support, chart quality assurance and the development, implementation, and evaluation of policies and procedures, relating to all aspects of organ placement and pulsatile perfusion.

The Director of Donor Allocation will perform all responsibilities in compliance with policies,  procedures, and regulations as outlined in the Code of Federal Regulations, OPTN, UNOS and other applicable Federal, state and local laws; as well as, hire staff, conduct personnel disciplinary actions and involuntary separations per HR policies.

Essential Job Functions:

General Oversight

1. Operational oversight of Donor Allocations staff.

2. Uses independent judgment to ensure that the Donor Allocation group computer, telephone hardware, and software systems are adequate to capture required data for tracking, trending and reporting

3. Ensures that all Donor Allocation staff receive ongoing training regarding telephonic and in person customer service

4. Ensures that a system is in place to provide ongoing customer service to Hospitals in the OneLegacy service area in addition to UNOS, Transplant Centers and other Organ Procurement Organizations.

5. Ensures data is entered timely and maintains data integrity in the OneLegacy database or equivalent system on all donors where organ(s) are allocated, including but not limited to:

• Organ Placement data
• Communication with Transplant programs

6. Reports monthly on all aspects of Donor Allocation performance metrics.

7. Works with the VP of Transplant Services and Performance Improvement to create the annual department budget and maintains expenses within budgeted guidelines.

8. Reviews the effectiveness of the donation allocation process to determine that appropriate resources are being utilized to ensure that organizational outcomes are achieved.

9. Approves employee time sheets in accordance with the bi-weekly payroll schedule and established timelines

10. Approves expense reports.

Organ Placement

1. Ensures that organ allocation is effectively placing all possible organs.

2. Collaborate with VP Clinical Services to establish effective process for standard and time constraint organ donor cases to plan for effective organ allocation.

3. Participates in organ committees.

4. Attends meetings at donor hospitals and transplant centers as needed.

5. Ensures accurate and complete documentation of all efforts to place organs and communication with transplant programs.

6. Ensures all organs are placed according to UNOS policies and within OneLegacy standards.

7. Revises, creates and implements policies and procedures for OneLegacy Organ placement.

8. Ensures that deviations from normal allocation process are clearly documented and working with quality systems, ensure that the UNOS compliance department is notified accordingly.

9. Conducts organ offer review meetings with Transplant Centers as requested. 

Ensures regulatory compliance of the Donor Allocation Department

1. Ensures the security of confidential information and files.

2. Develops, implements and trains staff on policies and procedures within the Donor Allocation Department

3. Ensures Donor Allocation policies and procedures are in compliance with CMS, OPTN and other regulatory agencies requirements

4. Ensures Donor Allocation staff are trained on mandatory, job specific functions and are deemed competent to perform the functional role independently prior to releasing them to perform duties.

5. Attends regional and committee staff meetings to ensure an open line of communication between the Donor Allocation group and the  organization as a whole.

6. Attends OPTN regional meetings to understand upcoming policy issues related to organ allocation.

7. Assists with audits, inspections and/or visits from industry or regulatory agencies.

8. Collaborates with the Compliance Manager to facilitate the creation and implementation of PDSA to test opportunities for performance improvement.

9. Responsible for, Donation Recovery Standards, policies & procedures to ensure that all departments in his/her area of responsibility have Key Performance Indicators established, and are monitored, action plans developed, and interventions (when necessary) are implemented in the department dashboard.

10. Conducts Cal-OSHA training and yearly safety training of Donor Allocation staff.

Responsible for Onsite Management of Donor Allocation

1. Monitors Donor Allocation staff attendance.

2. Ensures the Donor Allocation team is scheduled to rotate through the different shifts.

3. Monitors overtime hours.

4. Interviews prospective employees.

5. Participates in and ensures completion of orientation, training, and documentation of new staff.

6. Provides ongoing professional education opportunities for Donor Allocation staff.

7. Responsible for all training documentation being filed appropriately within training files in compliance with company policies and procedures.

8. Ensures department staff have performance appraisals completed within the organizations guidelines.

9. Develops department budget and maintains expenses within the budgeted guidelines.

10. Required attendance at staff meetings, annual hazard Cal OSHA and control safety training sessions for Cal-OSHA, contract processors and other training programs deemed necessary by Operations Leadership

11. Supports the organization Standards of Professional Conduct as outlined in the OneLegacy Policies and Procedures, and the mission, vision and values.

12. Administers disciplinary actions as appropriate including performance improvement plans, verbal and written warnings and terminations when warranted.

13. Maintains current knowledge of organ allocation policies; keeps staff informed of changes, and provides consultation and training to all staff when needed.

14. Interacts on a regular basis with organ front line staff, and operations management staff to ensure complete communications linkage from management to staff, staff to management.

15. Performs other duties as assigned.

Physical Environment/Working Conditions:

Location: Corporate

Travel: The Director Donor Allocation is required to travel by personal auto or air to meeting sites (i.e. transplant centers, donor hospitals, CME, etc.) and other locations.

Work Hours: Exempt employees shall be paid an established salary on a bi-weekly basis and are expected to fulfill the duties of their position regardless of hours worked. The workweek for full-time exempt employees is normally considered to be 40 hours; however, greater emphasis is placed on meeting the responsibilities assigned to the position than on working a specified number of hours. Exempt employees are not eligible to receive overtime compensation. Must be available evenings, holidays, and weekends as required. The Director of Organ Allocation is required to assume 24-hour responsibility in rotation with other Operations leadership and/or their staff. Assigned days and/or shift will change according to staffing and department needs.

Job Qualifications:

Education: Bachelor’s degree from an accredited four-year college, or five (5) years experience as a director (or higher level) required.

Experience: Five (5) years’ experience in tissue or organ donation required.

Minimum of four years organ donation/allocation experience required.

Certification/License: CPTC certification preferred.

OneLegacy requires employees to maintain a current California driver’s license and current vehicle insurance. Please refer to OneLegacy’s Policy HR108 - Licensure and Certification for insurance coverage requirements.

Equipment: Reliable automotive transportation required

Pay Range: 

$148,000 - $178,000