The Transplant and Cell Therapy Coordination job family provides specialized adult and pediatric patient and resource scheduling for high complexity, high risk clinical services supporting hematopoietic stem cell transplant patients and donors as well as a number of other cell therapies. Following exceptionally tightly defined procedures as a member of a highly orchestrated interdisciplinary team, Transplant and Cell Therapy Coordinators perform complex and time sensitive scheduling procedures across multiple clinical platforms using diverse computer systems following proscribed documentation and checklists. Requiring an ability to learn and work within multiple sets of regulatory compliance requirements, and performing complex decision tree procedures in more advanced levels of the job family, Transplant and Cell Therapy Coordinators provide vital technical support infrastructure to a dynamic clinical environment of care. Transplant and Cell Therapy Coordinators work closely with and schedule patients and donors, or may perform donor search and clearance procedures, on behalf of clinical providers, nursing staff, apheresis and other tissue collection staff, cell processing staff, NMDP network centers, donor registries, social work, care coordination resource specialists, clinic testing and exam staff, procedures facilities, off-site medical facilities, oral medicine and other consulting specialist offices, hospital admitting, and a host of other resources involved in the preparation for and ongoing care of patients undergoing cellular therapies, ensuring that required documents are available at appointments and testing is performed within standards as established by FACT, the FDA, NMDP and JC and the specific protocol under which the patient is treated. In conjunction with RN transplant coordinators, Transplant and Cell Therapy Coordinators provide extensive direction to patients, donors and caregivers to ensure that patients and donors understand their schedules for testing and treatment, and assist them in accessing appropriate staff and resources to ensure compliance and support the best possible outcomes.
Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.
Responsible for effective and efficient scheduling of patients and/or donors for clinical services and other resources, including but not limited to exam and infusion clinics, donor services, donor network centers, apheresis facilities, cellular product laboratory processing, financial counselor support, care coordination, social work, nutrition, and other professional support services, operating room facilities, nursing support, admission to the hospital and associated beds
As all patients or donors served by this job family shall be considered high risk or falling under highly regulated services, this job family is responsible for carrying out specialized tasks to support regulatory requirements and patient safety, requiring an understanding of the sequential processes involved in patient treatment plans that fall under specified regulatory controls
Organizes and submits required documentation to support insurance approval and/or donor clearance
Effectively communicates scheduled components of complex care to patients and/or donors
Adheres to guidelines and instructions as laid out in the coordinator guide that is applicable to the position (patient, donor, pedi or adult)
Participates in continuous training and maintains current knowledge of the clinical scheduling process, how the regulatory standards drive that process, and how the requirements impact the assigned patient population to achieve patient safety, flow and the resource utilization goals of the organization
Responsible for ensuring filing or reporting of certain documentation, including patient records and the proper and timely posting of updates to the clinical scheduling systems and special databases as needed
May lead or participate in the development of new scheduling systems or processes
Participates in routine case review meetings to represent patients and/or donors assigned
Maintains proficiency in operating multiple clinical information systems applications
Scheduling of clinical services for assigned patients or donors following prescribed schemas and checklists, and following the guidelines for the assigned responsibilities
Working with multidisciplinary teams of clinicians, develops timetables and ascertains resource availability for multiple clinical services to support the patient's progress through complex therapies
Scheduling of screening and/or evaluation procedures for complex therapies or therapies requiring healthcare insurance pre-authorization; expected to interact with insurance case managers as needed to provide clinical documentation required for obtaining financial authorization;
Active participant in routine interdisciplinary case review meetings, contributing information to the case management process based on the interactions with assigned patients, donors, and caregivers
May be asked to cover for other Transplant and Cell Therapy Coordinators to maintain continuity of care and timely support of patients and/or donors
Must meet documented training and competency assurances by management as required by DFCI, federal and other accrediting body guidelines; must be able to routinely apply formal standard operating procedures as laid out to meet federal and other regulatory bodies and institutional patient safety standards
Must be competent in the use of multiple clinical information system applications; must be able to learn new systems as they are implemented; must be competent in the dissemination of information from multiple information systems to manage comprehensive and complex scheduling of services on behalf of patients while meeting the institutional needs for efficient and effective use of clinical resources
Donor Collection Coordinator Responsibilities in addition to above:
Responsible for effective and efficient scheduling of all donor services including education/information session, clinical assessment and evaluation, apheresis facilities, cellular product laboratory processing, financial counselor support, care coordination, social work, and other professional support services, operating room facilities, nursing support as well as coordination with outside donor network centers, if applicable.
Completes and submits all required documentation to determine clearance, eligibility and verification documentation as required by specified regulations.
Orders and ensures or carries out the shipping and tracking of lab tests or samples as required.
Carries out or supports donor education in person and/or by telephone, involving effective communication of complex steps of the protocol for care.
Participates in continuous training and maintains current knowledge of the clinical process, regulatory standards, and requirements that impact the assigned donor population to achieve donor safety, flow and resource utilization goals of the organization and sponsoring agencies.
Responsible for ensuring filing or reporting of certain documentation, including donor records, protocol records, quality control and quality assurance reports and the proper and timely posting of updates to the clinical scheduling systems and special databases as needed.
Participates in the development of new scheduling systems or processes.
Participates in routine case review meetings to represent patients and donors managed. Donor Coordinator maintains proficiency in operating multiple clinical information systems applications.
Responsible for identifying and utilizing the correct billing scheme when scheduling donor testing and procedures.
Participates in disease program clinical and insurance meetings. Participates in the collection, maintenance, and reporting of data for internal and/or external data repositories as required.
Responsible for accompanying medical team to the OR for transplant donor bone marrow harvests and is responsible for the completion and reporting of all documentation required by federal, regional, and other accrediting bodies.
Occasionally required to remain on-call during the evening hours as needed to receive stem cell collection cell counts and relay information and plan to the clinical team, apheresis center and the donor.
Bachelors Degree preferred. 3-5 years relevant experience expected in a complex type of care environment involving the use of multiple information systems, such as an oncology clinic, stem cell transplant or donor services team, clinical trials coordination or clinical laboratory technician.
Demonstrated ability to work in highly regulated environments, such as clinical trials or complex medical systems
Must be detail oriented with excellent verbal and written communication skills
Must be able to maintain high degree of focus on cases assigned through to completion
Ability to work under tightly controlled conditions, following strict guidelines
Ability to remain focused on patients or donors assigned through to completion of work, sometime requiring working longer days to ensure that cases stay on track or requiring effective handoff of cases to other coordinators
Proficient with Microsoft Office products and knowledge of electronic medical records systems
Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other groups as protected by law.
Internal Number: 2021-20752
About Dana-Farber Cancer Institute
Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to under-served members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.
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