Referral Response Coordinator
Department: Donation Development
Reports To: Director of Donation Development
FLSA Status: Non‐Exempt
Direct Reports: None
Safety Sensitive Position
OSHA Risk Category: 1
COVID Vaccination Mandatory
ARORA has implemented a mandatory vaccination policy effective September 7, 2021 requiring COVID‐19 vaccination(s) for all employees. In accordance with ARORA's duty to provide and maintain a workplace that is free of known hazards, we are adopting this policy to safeguard the health of our employees and their families, our customers and visitors, and the community at large from infectious diseases that may be reduced by vaccinations. In making this decision, we have reviewed recommendations from Centers for Disease Control and Prevention, and legal counsel.
The Referral Response Coordinator (RRC) is primarily responsible for maximizing organ donation
opportunities by responding on‐site to referrals and conducting accurate assessments of the
potential donor. Other duties include but are not limited to working collaboratively with ARORA
staff and hospital partners to foster positive relationship and promote organ, tissue, eye donation, obtaining accurate medical information and entering referral data in the electronic donor record. This position requires proficient computer skills.
1. Responds to referrals, rounding, case activity, etc. at designated or directed locations.
2. Responds appropriately to donor referrals and conducts a comprehensive, accurate assessment of the medical status of potential donors according to ARORA and USPHS guidelines.
a. Each referral assigned is appropriately evaluated, triaged, and documented accurately as
outlined in ARORA procedures.
b. Obtains accurate medical information for evaluation of potential donors.
c. Notify appropriate ARORA staff of referral status, outcome, and/or analysis.
d. Documents findings in the electronic donor record.
e. When on site evaluating a referral will assist hospital staff to maximize donation through
education about Best Practices, Clinical Triggers, etc.
i. Facilitates ongoing communication with the health care team leading up to a donation
conversation with the Authorizing Person/Legally Appropriate Person (AP/LAP).
ii. Interacts with potential donor families in a manner that respects human dignity and shows
reverence for life.
3. Responsible for obtaining guidance from appropriate personnel (such as ARORA or hospital
personnel) as referral situation requires.
4. Maintains confidentiality of referral/donor information in accordance with ARORA policies.
5. Responsible for clear communication with hospital staff and physicians so that they have a
clear understanding of the needs of the potential donor, the donor family, and ARORA.
6. Works in collaboration with ARORA staff and hospital personnel during referral to ensure
environment is optimum for maximizing donation potential.
7. Donation after circulatory death (DCD) assessment specific to the donor’s cause of injury and
past medical history is performed and communicated accurately with the administrator on call.
8. Responsible for family support interventions promptly and appropriately in periods of extreme
9. Assesses the need for sending initial serological and HLA samples to appropriate laboratories
in a manner that expedites testing and progression of the donation process.
10. Participates in daily meetings and departmental meetings to receive updates on donor activity
and provides information on case follow‐up.
1. Assists hospital teams understanding of brain death declaration needs or processes by which a patient could become a DCD donor.
2. Maintains communication (written or verbal) as necessary with all appropriate members of the
ARORA team to ensure:
a. Administrator on call is aware of changes in patient’s status so on‐going assessment of
donation potential occurs.
b. All appropriate members of ARORA team are aware of imminent donation opportunities, patient’s plan of care, and any changes with donation potential.
c. Team members are aware of any difficulties, challenges, or need for intervention to
facilitate optimal donation processes within hospitals in their coverage area.
3. Assists with the transfer of donors as required.
1. Maintains regular and punctual attendance at assigned work location. a. Accurately document timekeeping records.
2. Completes and maintains appropriate documentation in a timely and thorough manner including activities. Examples include training documentation, mileage, expenses, electronic schedule of ARORA events, and other forms.
a. Proofs work for accuracy and completeness.
3. Exhibits and models ARORA’s conduct standards, mission, and organizational clarity (core
purpose, core values, business definition, and strategic anchors) in all job functions and
interactions both internal and external to ARORA.
a. Utilize the ARORA strategic anchors: Creating a Culture of Donation, Financially Sound and
Quality during work activities and in the decision‐making process.
4. Attendance at staff meetings, training programs, and/or in‐services meetings, as required.
5. Demonstrates professional appearance, behavior and standards in all business dealings and
6. Demonstrates professional conduct and behavior reflective of ARORA’s respect, honor,
admiration and reverence for the donor and donor family.
7. Fosters effective relationships with client representatives.
8. With the approval of division Director, serves on national committees.
9. Performs other duties as assigned.
Potential Risk Factors:
1. Risk Exposure to Blood/Body Fluids: While performing some essential functions of your
position, you may be exposed to blood or body fluids. Established procedures identify the
appropriate personal protective measures that you should use when performing essential functions of your position. The ARORA Safety program will provide you with the appropriate procedures and guidelines in which you should perform the essential duties of your job. If you need additional training or resources, please see your supervisor or the ARORA Safety Officer.
2. Repetitive Motion: While performing some essential functions of your position, you may be
required to perform some functions repeatedly. When such tasks are not performed properly, injury can result.
3. Minimum Weightlifting Requirement: While performing some essential functions of your position, you may be required to do some lifting, moving, pushing, or pulling. When such tasks are not performed properly, injury can result. Must have the ability to lift minimum weight of 55 lbs.
4. Prolonged Sitting, Standing, and Bending: While performing some essential functions of your
position, you may be required to sit, stand, or bend for an extended period of time. When such
tasks are not performed properly, injury can result. Precautions and/or equipment should be used
when performing this task.
5. Competency Evaluation: Competency evaluations are required for this position. Your supervisor will notify you when your evaluation is to be conducted.
6. Training: You may need additional training to better understand the performance requirements of your essential job functions. Training classes are available and can be requested and/or assigned. Your attendance at such classes is mandatory.
1. Works in various locations, including normal office environment, hospital, and other locations
as essential and secondary functions necessitates.
2. Required to carry a cellular telephone for business purposes.
3. Frequent travel required by personal vehicle to fulfill the duties and responsibilities of the
4. May require travel by commercial or chartered aircraft.
5. Non‐smoking office.
6. Drug Free Workplace.
ARORA is a 24/7 operation and will require this position to work various shifts. Referral Response
Coordinator participates in a rotating call schedule and maintains an on‐call schedule in 12‐hour
shifts. This position must be available evenings, holidays, and weekends as required.
Minimum Job Requirements
1. Paramedic, EMT, or higher licensure or certification. Previous OPO experience in substantially
similar role could substitute for education or years’ experience.
2. Maintain a valid driver’s license, reliable automobile, and proof of automobile insurance.
3. Must maintain required vaccination and/or health screenings to minimize the potential for
4. Proficient in concurrent documentation in electronic medical records.
5. Consistent demonstration of attention to detail, precision, accuracy, and customer
6. Possess strong prioritization skills and the ability to effectively manage multiple projects
7. Excellent problem solving, conflict resolution and interpersonal skills (i.e., has the ability
to make decisions based on situational circumstance, company policy and customer relations).
8. Ability to utilize general office equipment, software, and must be proficient in Microsoft
Preferred Qualifications: Bachelor’s degree in medical related field, hospital experience, crisis
intervention, and/or grief support. Certification in donation‐related role.
This position is responsible for acquiring and managing confidential records and ensuring that
information is protected according to the recognized standards, regulations, and standards for maintaining patient records.