This dual role is responsible for
end-to-end transplant coordination across
Bone Marrow Transplant (BMT), Renal Transplant, and GI Transplant programs and the
complete academic administration of Fellowship/DNB programs.
The role ensures seamless clinical coordination, regulatory compliance, patient counselling, donor management, cadaveric allocation workflows, and smooth functioning of academic training programs as per NMC/NBE guidelines
Patient Coordination & Counselling
- Act as the primary liaison for transplant patients and families.
- Provide pre- and post-transplant counselling (medical, financial, logistical).
- Explain transplant workflow, consent processes, timelines, risks, and expected outcomes.
- Support patients through workups, investigations, insurance approvals, and documentation
Donor Coordination
- Coordinate donor evaluation, screening, and compatibility testing (HLA, crossmatch).
- Maintain communication with voluntary donors, siblings, and unrelated registries (DATRI, NMDP where applicable).
- Ensure donor consent, safety, and required reporting
Interdepartmental Coordination
- Ensure seamless coordination between
- Track pre-op fitness, scheduling, and day-wise clinical milestones.
Documentation & Regulatory Compliance
- Maintain case files, transplant checklists, clinical logs, audit records.
- Ensure compliance with: Human Organ Transplant Act (HOTA), Transplant Authorization Committee guidelines, NMC / NABH standards, Hospital SOPs
- Prepare documents for internal & external audits.
- Prepare documents for internal & external audits.
Cadaveric Transplant Coordination (Renal/GI)
- Liaise with Jeeva Sarthakathe (Karnataka) or equivalent state transplant authority.
- Manage: Recipient listing, Status updates, Organ allocation workflow, Transport & logistics
- Coordinate with ICU, retrieval teams, and transport agency when needed.
Post-Transplant Follow-Up
- Maintain patient follow-up calendar.
- Track OPD visits, lab monitoring, complications, and reminders.
- Assist transplant physicians in outcome reporting
ACADEMIC COORDINATION
Program Administration
- End-to-end academic handling of DNB / Fellowship programs including: Admission & induction, Rotation planning, Attendance, log books & competency assessments, Faculty coordination,
Compliance & Accreditation
- Maintain compliance with NBE / NMC norms.
- Prepare and update:
- Coordinate with inspectors during NBE/NMC audits
Teaching & Training Support
- Schedule academic sessions, seminars, mortality meetings, audits, and journal clubs.
- Ensure documentation of academic hours and evaluation sheets.
- Maintain academic calendars, teaching-learning resources, and training materials
Student Services & Coordination
- Support fellows/residents with onboarding, ID cards, leaves, stipend coordination (with HR).
- Act as the first point of contact for resolving academic queries
Data & Reporting
- Maintain academic dashboards.
- Submit monthly/quarterly reports to NBE/NMC or institutional academic board.
- Handle program correspondence, notices, and meeting minutes.
Qualifications
Qualification:
- B.Sc. / M.Sc. in Life Sciences, Nursing, or allied fields
- PG Diploma / Certification in Transplant Coordination preferred
- Training in hospital administration or academic administration added advantage
Experience
- 25 years in transplant coordination (BMT/Renal/GI) or oncology/critical care setting.
- Experience in academic program coordination is a strong advantage
Must have skills
- Working knowledge of transplant workflows
- Familiarity with donor matching
- HLA coordination
- transplant SOPs
- Understanding of clinical documentation
- audits, and consent processes
- Strong academic coordination capability
- Excellent documentation and reporting skills
- Ability to handle accreditation processes & regulatory norms
- Empathy & patient-centred communication
- Multitasking
- time management
- Ability to coordinate with multiple clinical & non-clinical teams
- High professionalism
- confidentiality,
- ethical conduct
