Approach and Authorization Coordinator

Southwest Transplant Alliance•Dallas, TX

About The Position

The Approach & Authorization Coordinator (AAC) is the first point of contact for potential donor families following the death of a loved one. The role is responsible for obtaining appropriate authorization for tissue and cornea donation for every suitable referral and supporting families throughout the authorization process. Coordinators collect donor medical and social history and determine donor suitability in collaboration with STA management, recovery team leaders, and tissue processors. This position requires compassionate communication with grieving families, accurate and timely donor documentation, and coordination with funeral homes, partner agencies, operational teams, clinical staff, and processors. The role also involves screening and allocating tissue donors, managing complex medical examiner or justice-of-the-peace permissions, and complying with regulatory, confidentiality, and organizational safety requirements. The position may require travel by light or commercial aircraft or use of a personal vehicle to perform job duties.

Requirements

Bachelor’s degree in ministry, psychology, social work, counseling, healthcare, or a related field; a combination of alternative education and experience may be considered in lieu of the formal education requirements.
Current driver's license and maintenance of an acceptable driving record as defined by STA policy.
Ability to travel in light and commercial aircraft or drive a personal vehicle to meet job duties and responsibilities.
Compliance with HIPAA and confidentiality standards for patient, donor, employee, and organizational information.
Follow organizational safety policies and immediately report potential exposure incidents.

Nice To Haves

Certified Tissue Bank Specialist (CTBS) certification.
Experience in donation approach or referral screening.

Responsibilities

Explain tissue and eye donation opportunities to potential donor families, provide compassionate guidance, and obtain authorization in accordance with ethical and legal expectations.
Support grieving families by answering questions, easing concerns, and presenting all viable donation options sensitively.
Communicate recovery logistics with funeral homes and partner agencies.
Verify written consent in accordance with departmental expectations and provide feedback.
Follow up with donor families after donation when required.
Communicate essential medical and risk-related information to relevant departments and processors to support donor eligibility and recipient safety.
Facilitate timely communication and workflow among operational teams.
Maintain an authorization rate consistent with departmental expectations.
Maintain accurate donor documentation in the electronic donor record in real time and make data-entry corrections as requested by Quality Systems within established timelines.
Evaluate shared organ and tissue cases before screening and follow up with clinical staff for additional information as needed.
Participate in ongoing training and quality initiatives and support continuous improvement.
Present available donation options and complete authorization documentation accurately and in compliance with organizational protocols and regulatory requirements.
Conduct Donor Risk Assessment Interviews (DRAI), documenting comprehensive medical and social histories to support suitability determinations.
Independently screen and allocate tissue donors with appropriate processors in accordance with leadership guidance.
Request ME/JP permissions for donations and professionally handle escalated or complex permissions and funeral home involvement.
Address unexpected donation-process challenges by coordinating with multidisciplinary teams to uphold safety, regulatory adherence, and recovery requirements.
Perform other job-related duties consistent with the purpose of the role, as assigned.