General Job Summary:

Under the general direction of the Manager, Quality Systems and in accordance with established procedures, performs a variety of complex and confidential duties to ensure organizational compliance with various state, federal, and industry regulatory agencies for tissue or organ donor records. This position interacts with all levels of staff to promote quality systems, regulatory compliance, and continuous quality improvement as they relate to internal procedures, industry standards, and organizational goals. This position requires daily interaction with staff members, visitors, and callers, as well as attention to detail, discretion, and judgment in establishing priorities and meeting deadlines.

Position requires travel to and between Infinite Legacy offices.

Education and Experience:

1. Associate’s or Bachelor’s degree from an accredited college or university with major coursework in business, medical, or science related field preferred.
2. 1 year of experience in a medical/health-related field or in auditing, quality/performance improvement, and/or regulatory affairs required.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Great organizational skills and attention to detail.
• Exceptional time management skills with proven ability to prioritize concurrent tasks and meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to work independently and a strong understanding of confidential and sensitive matters.
• Proficient with Microsoft Office Suite or related software.
• Ability to travel to and between Infinite Legacy offices.

Duties/Responsibilities for Tissue:

1. Performs activities associated with tissue, ocular, and skin processing records. This may include, but is not limited to, requesting medical records, compiling required paperwork such as autopsies, cultures, infectious disease results, and requesting additional information from required parties.
2. Performs final review and sign-off of tissue, skin processing, and/or ocular donor records within established timeframes.
3. Interacts with various internal departments and staff to obtain information necessary to complete and sign-off donor records.
4. Interacts with tissue processors and affiliates for donor information sharing within required timeframes and follow-up activities, including, but not limited to, the tissue donor pending information lists, additional medical records, etc.
5. Serves as a contact for Quality Systems phone calls, faxes, and email communications.
6. Completes positive infectious disease documentation and associated reporting within established timeframes.
7. Completes discard paperwork within established timeframes and files in donor record, as applicable.
8. Conducts scheduled audits of tissue authorization and Donor Risk Assessment Interviews within established timeframes.
9. Coordinates the receipt of autopsy and pathology reports from the Office of the Chief Medical Examiner and Death Certificates from the Department of Vital Records or other entities, as applicable.
10. All other duties as assigned.

Duties/Responsibilities for Organ:

1. Performs activities associated with organ donor records. This may include, but is not limited to, requesting medical records, compiling required paperwork such as autopsies, cultures, infectious disease results, and requesting additional information from required parties.
2. Performs final review and sign-off of local organ donor records including the Deceased Donor Registrations within established timeframes.
3. Interacts with various internal departments and staff to obtain information necessary to complete and sign-off donor records.
4. Serves as a contact for Quality Systems phone calls, faxes, and email communications.
5. Performs organ donor microbiology culture follow-up and ensures all required reporting is completed within established timeframes, as necessary.
6. Completes discard paperwork within established timeframes and files in donor record, as applicable.
7. Conducts scheduled audits of organ authorization and Donor Risk Assessment Interviews within established timeframes.
8. Coordinates the receipt and review of autopsy and pathology reports from the Office of the Chief Medical Examiner and Death Certificates from the Department of Vital Records or other entities, as applicable.
9. All other duties as assigned.

Other Duties

1. Assists to document non-conformances and deviations from practice in the electronic quality management system. Participates in non-conformance meetings.
2. Participates in projects associated with the Strategic Plan in support of Infinite Legacy’s mission, vision, and values.
3. Participates in quality improvement projects, including but not limited to, routine Performance Management Board reviews, Value Stream Mapping opportunities, root cause analysis studies, and process confirmations.
4. Serves as a Quality Mentor and resource for staff and during the new hire process.
5. Maintains individual access to Electronic Health Record systems to hospitals within Infinite Legacy’s donor service area, as applicable.
6. Assists with interdepartmental training for new staff and/or updated processes.
7. Participates in organizational training, departmental training, annual organizational competency training, and review of training programs for compliance with current requirements and standards.
8. Participates in Clinical Operations routine staff meetings to provide communication and feedback for improvement opportunities.
9. Composes and produces routine correspondence which may at times be of a confidential nature.
10. Participates in Standard Operating Procedure development, revision, review, and implementation in collaboration with Leadership, as applicable.
11. Collaborates with the Quality Systems Manager in review and maintenance of all QS related documents, and associated paperwork.
12. Takes departmental meeting minutes.