Approach and Authorization Coordinator

Summary

The Approach & Authorization Coordinator (AAC) role serves as the first point of contact for potential donor families following the death of their loved one. AACs are responsible for obtaining appropriate

authorization for tissue and cornea donation on every suitable referral and providing support to donor

families during the authorization process. Included in these tasks, coordinators will be responsible for

collecting donor medical/social history, and determining donor suitability in collaboration with STA

management, recovery team leaders, and tissue processors.

Essential Job Functions and Responsibilities

• Communication

• Engage with potential donor families to explain tissue and eye donation opportunities, offering compassionate guidance, and securing authorization in alignment with ethical and legal expectations.

• Provide empathetic, supportive dialogue to grieving families, addressing inquiries, easing concerns, and presenting all viable donation options with sensitivity.

• Communicates logistics with Funeral Homes and partner agencies for recovery timelines.

• Verifies written consent in accordance with departmental expectations and provides feedback.

• Provides follow-up with donor families post-donation, as required.

• Convey essential medical and risk-related information to relevant departments and processors to uphold donor eligibility and safeguard recipients.

• Facilitate timely communication and workflow between operational teams to maintain efficient donation pathways.

• Time Management

• Maintains an authorization rate consistent with the department expectations.

• Ensures donor documentation in the electronic donor record is accurate and maintained in real time.

• Performs data entry corrections as required and notified by Quality Systems in accordance with established timelines.

• Evaluates shared organ and tissue cases prior to screening and follows up with Clinical staff for additional information as needed.

• Participate in ongoing training and quality initiatives to remain current with evolving standards while supporting continuous improvement efforts.

• Adapt to additional responsibilities as assigned, applying sound judgement to support organizational needs.

• Attention to Detail

• Presents all available donation options and completes authorization documentation for donation with families.

• Complete all authorization documentation with accuracy, ensuring full compliance with organizational protocols and regulatory mandates.

• Conduct thorough Donor Risk Assessment Interviews (DRAI), capturing comprehensive medical and social histories to support suitability determinations.

• Independently screens and allocates tissue donors with appropriate processors in accordance with guidance of leadership.

• Maintain current, precise donor records within the electronic system, entering information in real time and following quality control expectations.

• Problem-Solving

• Requests ME/JP Permissions for donations

• Able to handle escalated/complex ME/JP permissions and Funeral Home involvement professionally.

• Address unexpected challenges during the donation process by coordinating effectively with multidisciplinary teams to uphold safety, regulatory adherence, and recovery requirements.

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

Education, Experience, and Licensing Requirements

• Bachelor's degree in ministry, psychology, social work, counseling, healthcare, or related field is required. A combination of alternative education and experience may be considered in lieu of the formal education requirements.

• Certified Tissue Bank Specialist (CTBS) certification is preferred.

• Experience in donation approach or referral screening is preferred.

• Ability to travel in light and commercial aircraft or drive his/her personal auto in order to meet all job duties and responsibilities.

• 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.  Employees in this role are not routinely expected to perform tasks that involve contact with blood, bodily fluids, or other potentially infectious materials.

• While exposure risk is minimal, employees are expected to follow organizational safety policies and report any potential exposure incidents immediately.

• 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.