Organ Transplant Coordinator

The Organ Transplant Coordinator (OTC) plays a pivotal role in supporting the Organ Transplant Department’s operational and administrative functions. The position holder provides a high-level support to the department, assisting in the coordination, organization, and facilitation of daily operations and communications. This role requires exceptional organizational skills, discretion, and the ability to manage sensitive information effectively. The position holder works closely with medical professionals, administrative staff, patients, and external stakeholders to ensure smooth functioning of the Organ Transplant Services. The coordinator serves as the central point of contact for patients, families, referrers, and internal stakeholders, ensuring high-quality service delivery and compliance with healthcare standards.

Responsibilities

Key Accountabilities

• Leadership, Education and Research
  • Role models advanced practice professional nursing through conduct, appearance, communication, mutual respect, leadership, ethical decision-making, critical thinking, and problem-solving skills.
  • Participates in the development and implementation of protocol and standards of care for the transplant patient in collaboration with the multidisciplinary team.
  • Develops patient education materials or identify external resources that are appropriate for patient education in all phases of transplantation care.
  • Provides education and consultation about transplantation and organ donation for external organisations or referral centers/practices.
  • Serves as a resource person/preceptor in organ transplant for graduate and undergraduate nursing programs.
  • Educates nurses and other multidisciplinary team members about patient care issues to promote positive outcomes for transplant patients.
  • Incorporates research relating to the care of transplant patients into evidence-based practice while collaboratively determining appropriateness with the medical team.
  • Serves as a community consultation resource through media, telephone, and transplant internet links for information about transplantation and organ donation.
  • Enhances the body of knowledge in nursing and solid organ transplantation through the exchange of ideas and knowledge using venues such as posters, newsletters, presentations and publications.
  • Participates or leads team conferences, rounds, or meetings about care of the transplant patient or program issues.
• Administrative & Operational Coordination:
  • Manage calendars, schedule clinics, meetings, and appointments for clinics & transplant patients and clinical staff.
  • Organize regular MDT meetings, including attendance tracking, documentation, and communication of outcomes.
  • Serves as primary point of contact for internal & external referrals, including screening and directing phone calls, responding to inquiries and managing email correspondence/referrals on behalf of the organ transplant services.
  • Maintain and organize sensitive medical records and departmental documentation in compliance with healthcare regulations.
  • Coordinate travel and logistics for visiting professionals and staff as needed.
• Serve as the first point of contact for new patient enquiries, guiding them through initial stages of the organ transplant pathway.
• Ensure accurate and timely documentation of patient information, including updates on clinical milestones.
• Coordinate post-transplant care including investigations, follow-up appointments, and post-operative requirements.
• Liaise with internal teams and external payers to follow up on financial clearances and approvals.
• Maintain up-to-date knowledge of hospital policies, procedures, and guidelines.
• Referral & Stakeholder Engagement:
  • Manage internal and external referrals, including screening calls, responding to enquiries, and managing email correspondence.
  • Support the development and maintenance of referral networks, including Memorandum of Understanding’s with partner hospitals.
  • Assist in the development of promotional materials to showcase transplant services.
  • Liaise with other departments, hospital units, and external partners (including Embassies) to facilitate timely appointments and information sharing related to organ transplant patient care and service delivery.
• Data & Reporting:
  • Assist in data entry, analysis, and reporting related to patient demographics, clinical outcomes, and operational metrics.
  • Compile and generate reports for departmental leadership and quality improvement initiatives.
• Compliance & Quality Assurance:
  • Ensure compliance with healthcare regulations, accreditation standards, and institutional policies.
  • Participate in quality audits and contribute to continuous improvement efforts.
  • Participate in quality improvement initiatives and contribute to the development and implementation of policies and procedures.

Qualifications

Education & Qualification, Experience, Training & Knowledge

Education, Qualification & Experience:

Required

• Bachelor’s degree in nursing with healthcare or administrative field experience.
• Minimum 5 years of experience in a hospital or similar healthcare setting.
• Minimum 3 years of experience working in similar roles and working with electronic health records (EHRs) preferred.

Highly Desirable

• Certification as a Certified Clinical Transplant Coordinator (CCTC) or equivalent certification
• Master’s degree in nursing or health management
• Proven experience as an administrative professional in a healthcare or medical setting.
• Strong organizational skills with the ability to prioritize tasks and manage multiple priorities simultaneously.
• Excellent communication skills, both written and verbal, with a high level of professionalism and discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and electronic health record (EHR) systems.
• Ability to maintain confidentiality, exercise sound judgment, and handle sensitive information with tact and diplomacy.
• Collaborate with other departments to ensure seamless patient care and efficient clinic operations.
• Demonstrated ability to work independently, take initiative, and problem-solve effectively in a fast‑paced environment.
• Flexibility to adapt to changing priorities and deadlines as required by the Organ Transplant Department.
• Develop and maintain effective working relationships with multidisciplinary teams, including, but not limited to, clinical staff, billing, insurance & administrative personnel.

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