Clinical QA Coordinator

Overview

The Clinical QA Coordinator performs assigned clinical quality assurance review of LiveOnNY organ and tissue donor records to support record accuracy, completeness, regulatory compliance, and timely post-recovery follow-up. Under the direction of the Senior Director of Quality, the Clinical QA Coordinator reviews donor documentation, obtains missing records, coordinates record corrections, supports authorized information sharing, and escalates issues requiring additional review. The role performs documentation review and coordination; it does not provide direct patient or donor care, independently interpret clinical test results, determine donor suitability, or direct recovery procedures.

The Clinical QA Coordinator supports occurrence review, process improvement, and cross-functional coordination related to organ and tissue donor record quality. The role collaborates with internal departments and authorized external entities, including donor hospitals, transplant hospitals, ambulance and emergency services, Medical Examiner offices, eye and tissue banks or processors, and other donation partners, vendors, or suppliers, as applicable to assigned responsibilities.

All services performed in this role must be conducted in compliance with applicable federal and state laws, regulations, and oversight requirements, including but not limited to CMS, New York State, FDA, OPTN, and all applicable LiveOnNY policies, standard operating procedures (SOPs), and work instructions.

NON-EXEMPT POSITION – PROFESSIONAL TIME AND OUTSIDE WORK

The Clinical QA Coordinator shall devote all time worked for LiveOnNY exclusively to the duties and responsibilities of the position.  The Clinical QA Coordinator shall not perform work for another employer, client, or business during LiveOnNY work time.  The Clinical QA Coordinator shall disclose outside employment, consulting, business activities, and other professional commitments in accordance with LiveOnNY’s Conflicts of Interest Policy.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Donor Record Quality Assurance

• Donor record review. Performs assigned clinical quality assurance review of LiveOnNY organ and tissue donor records for accuracy, completeness, and compliance with applicable record-review and documentation requirements.
• External record acquisition. Requests records from authorized external entities, including donor hospitals, transplant hospitals, ambulance or emergency services, Medical Examiner offices, eye or tissue banks, and other appropriate sources, as needed to complete assigned donor record review.
• Internal record coordination. Proactively collaborates with Medical Records Coordinators and other appropriate internal staff to identify and obtain donor records necessary for review.
• Record correction and task escalation. Assigns and escalates identified record-correction tasks to the appropriate department or personnel in accordance with established processes.
• Record integrity and confidentiality. Maintains the integrity, confidentiality, security, and appropriate handling of donor records in accordance with organizational policy and applicable requirements.
• Organ and tissue donation process knowledge. Maintains working familiarity with organ and tissue donation processes and understands how donor-record quality assurance supports downstream donation, recovery, information-sharing, and quality activities.

Post-Recovery Follow-Up and Information Sharing

• Post-recovery follow-up. Provides accurate and timely post-recovery follow-up to authorized external entities, including donor hospitals, transplant hospitals, Medical Examiner offices, and eye or tissue partners, as applicable to assigned organ and tissue donation responsibilities and in accordance with information-sharing requirements and organizational policy.
• Culture and serology follow-up. Obtains, communicates, and completes required documentation and follow-up for positive culture and serology results in accordance with applicable policies and federal, state, and local requirements. Escalates results requiring clinical interpretation, donor-suitability decisions, or treatment decisions to authorized clinical personnel.
• External collaboration. Participates in collaborative meetings with authorized organ and tissue donation partners, including donor and transplant hospitals, eye or tissue banks and processors, and critical vendors or suppliers, as assigned, to support accurate follow-up, issue resolution, and record completeness.

Occurrence Identification, Escalation, and Review Support

• Barrier identification and escalation. Proactively identifies existing or anticipated internal and external barriers to donor-record quality assurance, information sharing, or required follow-up and escalates them to the Senior Director of Quality.
• Occurrence identification. Reports identified incidents to the Senior Director of Quality for review and potential occurrence submission in accordance with organizational processes.
• Occurrence review support. Provides relevant records, factual information, and timelines for Clinical Quality-related occurrences and participates in interviews, root cause analyses, and related reviews as directed.

Quality Improvement, Training, and Regulatory Support

• Process improvement. Identifies and communicates process-improvement opportunities based on donor-record quality assurance findings, outcomes, recurring issues, and potential downstream organizational impact.
• Quality initiatives. Supports departmental and organizational quality goals and performance-improvement activities related to organ and tissue donation and donor-record quality.
• Training and professional development. Completes required training and professional development necessary to perform assigned responsibilities and maintains accurate and timely completion of individual deliverables.
• Policy and procedural awareness. Reviews and acknowledges new or revised policies, work instructions, job aids, and other assigned guidance and incorporates approved requirements into practice.

Technical Proficiency & Documentation Systems

• Systems and applications. Utilizes LiveOnNY electronic donor record systems, quality management systems, communication systems and applications, and related documentation tools to manage assigned workflow.
• Data and documentation accuracy. Ensures accurate and timely data entry and documentation in accordance with LiveOnNY policies, SOPs, work instructions, and applicable regulatory standards.

Compliance & Documentation

• Maintains complete and accurate documentation of assigned donor-record quality assurance, post-recovery follow-up, occurrence-support, and related quality activity.
• Regulatory and organizational requirements. Performs assigned responsibilities in accordance with applicable CMS, OPTN, New York State Anatomical Gift Act, FDA, and LiveOnNY requirements within the scope of the role.
• Quality activities. Participates in QAPI reviews, case reviews, audits, regulatory-readiness activities, and performance-improvement initiatives as assigned.
• Maintains confidentiality and appropriate information handling consistent with LiveOnNY policies and standards.

Professional Conduct

• Exhibits and maintains professionalism in high-stress and time-sensitive environments.
• Exercises sound professional judgment within established role scope, organizational requirements, and assigned responsibilities.
• Promptly escalates complex or ambiguous regulatory, quality, confidentiality, patient-safety, or ethical concerns to the Senior Director of Quality through established organizational channels.

Communication and Escalation

• Team collaboration. Participates in team huddles, departmental meetings, and cross-functional discussions relevant to assigned work.
• Professional representation. Represents LiveOnNY with respectful and professional conduct in interactions with colleagues, hospitals, vendors, community partners, donor and recipient families, and other stakeholders.
• Communication and follow-up. Maintains timely, factual, and professional communication regarding assigned reviews, outstanding records, required follow-up, identified barriers, and matters requiring review or direction by the Senior Director of Quality.

Organizational Stewardship

• Organizational reputation and interests. Promotes and protects LiveOnNY's professional reputation and organizational interests in all interactions.
• Information stewardship. Protects confidential, proprietary, clinical, operational, and sensitive organizational information.
• Demonstrates professionalism, integrity, sound judgment, accountability, appropriate initiative, and stewardship in the performance of assigned responsibilities.

Other duties as assigned.

Qualifications

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED:

• Minimum one year of experience working in a healthcare, medical, or regulatory environment.
• Ability to work accurately with detailed clinical, technical, and regulatory information while maintaining confidentiality.
• Demonstrated organizational and time-management skills, attention to detail, and ability to meet assigned deadlines.
• Proficiency with common computer applications, including Microsoft Word, Excel, and PowerPoint.

PREFERRED:

• At least one year of clinical or research experience in organ or tissue recovery, a hospital, or a government health or medical agency; or two years of experience as a Donor, Evaluation, or Transplant Coordinator at an organ procurement organization.
• Experience in organ procurement, transplantation, tissue donation, healthcare quality assurance, donor-record review, or another regulated healthcare environment.

ADDITIONAL REQUIREMENTS:

• Ability to work independently within established procedures and priorities while maintaining accountability to departmental leadership and organizational requirements.
• Ability to adapt to changing priorities, organizational needs, and technology while maintaining accuracy and timely completion of assigned work.
• Strong interpersonal and collaborative skills for work with internal departments, healthcare professionals, vendors, and external donation partners.
• Ability to identify, document, communicate, and appropriately escalate operational, regulatory, quality, confidentiality, patient-safety, or organizational concerns within established channels.

PHYSICAL DEMANDS:

• Regularly required to talk or hear.
• Frequently required to sit or stand.
• Occasionally required to walk; use hands to handle objects or controls; reach with hands and arms; and climb or balance.
• Occasionally required to lift or move up to 15 pounds.
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Uses reliable transportation in order to travel frequently throughout LiveOnNY’s DSA and, when required, outside the DSA.
• Reasonable accommodation may be provided for qualified individuals with disabilities.

LICENSES:

Regarding any licensure, certification, or other credentials required or preferred by LiveOnNY, LiveOnNY requires they be maintained and current without any infractions or issues.  The Clinical QA Coordinator understands that the Clinical QA Coordinator is responsible for maintaining all qualifications, licenses, certifications, competencies, and other requirements applicable to this position throughout the Clinical QA Coordinator’s employment and for successfully completing all required education, training, competency assessments, and continuing education required by LiveOnNY.

MAINTAIN RESIDENCE WITHIN LIVEONNY’S DESIGNATED SERVICE AREA (DSA)

The Clinical QA Coordinator must maintain a residence within LiveOnNY’s DSA.

This role is designated as a full-time, corporate office-based position.  The primary work location is the assigned LiveOnNY Corporate Office.

LiveOnNY offers a competitive salary & comprehensive benefits package.

403(b) deferred annuity

Medical/Vision/Dental

Tuition reimbursement

Paid time Off

Pet Insurance

Life Insurance

Short and Long Term Disability Insurance

Salary Range: $70,000 - $80,000