Transplant Coordinator

Role & responsibilities

• Transplant Coordinator:

Pre Transplant duties:

• Once the donor and recipient are finalized by the nephrologist/ LT Surgeon/hepatologist the documentation work as per the Human Organ Transplant Act 1994 is taken over by him
• Pre transplant work up/ evaluation for both donor and recipient, as per the clinical pathway.
• Preparation of the file containing both clinical as well as legal documents for both donor as well as recipient to present in front of the Hospital Authorization Committee for approval
• Post approval from the Hospital Authorization Committee or State Authorization Committee (wherever applicable), to coordinate with the Nephrologist/ LT Surgeon/hepatologist, Transplant surgeon and OT in charge for fixing the date of surgery.
• Inform patient, relatives and doctors (Nephrologist, Hepatologist, Anesthetist, Transplant surgeons) about the date of surgery to plan for the admission.
• To guide and coordinate with the various hospital stakeholders for smooth admission process of the donor and recipient.
• Ensure the necessary payment of deposit on the day of admission
• Facilitate the video consent process with the participation of nephrologist, Transplant Surgeon, Anesthetist, donor, recipient and close relatives.
• To coordinate with the blood bank in case of liver Transplant

Post operative:

• In the immediate post op period, organizing meeting between Nephrologist, Transplant Surgeons, Hepatologist, and family members.
• Arrange for assessment with the clinical psychologist.
• Take part in the discharge planning of the donor and recipient and ensure smooth discharge process.

Post discharge:

• After discharge, keep in touch with the patient and relative for their follow up visit as per the clinical pathway
• Make sure that the psychological assessment of the donor and recipient happens during their follow up visit
• Track the patients follow up

Deceased Donor Transplant:

• Maintain Cadaver waiting list as per protocol.
• On identification of potential cadaver donor by the intensivist or treating doctors, inform Director Medical Services/Medical Superintendent
• Brain death certification as per protocol (Form-10)
• Counsel the families of brain dead patients for organ Donation
• Get consent for Organ Donation from the next of kin of Brain Dead person in Form- 8 (Declaration cum Consent), which is to be filled by near relative or lawful possessor of brain-stem dead person.
• Inform the government convener about the Cadaver Organ donation.
• Evaluation of cadaver donor as per protocol
• Inform concern departments like nephrology, urology, histopathology, anesthesiology, radiology, Operation Theatre, nurses, blood bank, billing, security office, Food service, transport etc.
• Inform to prospective recipient as per waiting list and blood group compatibility
• Evaluation, fitness, lymphocyte cross matching and admission of recipient for transplant.
• Video Consent for transplant in the presence of transplant surgeon, anesthetist and transplant physician.
• Coordinate with the transplant team about the harvesting time to shift the donor to OT accordingly.
• Make sure that the family gets a letter of appreciation for organ donation from the hospital authorities
• Organize annual organ donor felicitation programs in association with senior management.
• Develop an ongoing rapport with Cadaver donor families so that their grief is minimized.

Record Maintenance:

• Committee approval letters.
• Legal documentation files
• Updated Cadaver waiting list
• Workup forms for both recipient and donor.
• Video Transplant consent
• Transplant patient tracker
• Monitoring the one year survival rate
• To see to it that all IP files of Transplant are completed in all aspects
• Timely reporting of the quality parameters

Role as Liaison Officer:

• Personally visit to concern Govt. Department for getting approval for hospital related licenses
• To coordinate with all the departments of the hospital
• To inform and collect documents, from the various Dept of the hospital which will be required to prepare the file for getting approval of the Govt. Authority
• Acts as a contact point for all agency personnel
• Keeps lists of the agencies and personnel representing the agencies
• Facilitates meetings and cooperation among agencies
• Identifies problems in inter-agency communications
• Disease reporting to the Govt. authorities