What are the responsibilities and job description for the Donor / Medical Records Manager position at DCI Donor Services?
Summary of Function: The Donor Records Manager oversees the quality assurance (QA) review of cadaveric and birth tissue donor eligibility charts, ensuring that donor records are complete, accurate, and compliant with internal and external standards. This role is responsible for managing corrections, maintaining efficient workflows, and fostering collaboration with partner agencies. The position includes supervising and evaluating staff performance, managing communications with medical directors, and supporting strategic initiatives. The Donor Records Manager also leads process improvement efforts using data-driven methods to enhance overall quality and compliance.
MAJOR DUTIES AND RESPONSIBILITIES
- Manage of donor eligibility and donor record review team, identifying and addressing deficiencies, and ensuring timely completion of corrections.
- Oversee the review and completion of partner agency pending lists, ensuring timely communication on aged donor records and key performance metrics.
- Oversee chart disposition and ensure monthly chart metrics and goals by staff.
- Collaborate effectively with external agencies, maintaining strong communication regarding pending records and compliance.
- Exercise sound judgment and decision-making to provide quality solutions aligned with DCI Donor Services’ mission.
- Provide daily supervision of QA/QC staff, including training, accountability, scheduling, and performance evaluations.
- Ensure staff understand their job responsibilities and address any performance gaps through feedback, coaching, and disciplinary action when necessary. Promote employee growth through mentoring and formalizing plans when appropriate.
- Recruit, hire, and train personnel to maintain high-quality team performance.
- Facilitate timely communication with medical directors, ensuring records are reviewed for eligibility determination and seeking guidance on medical issues as needed.
- Acts as liaison between DCIDS Quality Assurance, Tissue Bank, Tissue Recovery, Ocular Recovery, other Affiliated Tissue Processors and Medical Directors on compliance initiatives.
- Build and maintain positive professional relationships with internal and external stakeholders.
- Uphold confidentiality of patient, donor, and company information.
- Assist in developing and maintaining the department's strategic plan, including setting key performance indicators (KPIs) and metrics for both the team and department.
- Attend industry workshops and meetings to stay current with quality, regulatory, and industry standards relevant to tissue and birth tissue recovery operations.
- Analyze cross-departmental data to identify trends and patterns, collaborating to improve processes and ensure regulatory compliance.
- Apply the PDSA (Plan-Do-Study-Act) model to support consistent and effective process improvement initiatives.
- Lead investigations into deviations and occurrence reports, conducting root cause analysis and ensuring proper documentation and communication with stakeholders.
- Perform other related duties as assigned.
Qualifications:
- Education: Bachelor's degree in a health-related field or equivalent experience in quality system management within an OPO (Organ Procurement Organization) or medical records management.
- Experience: Minimum of 5 years with medical records and 2 years leading staff.
- Licenses/Certifications: CQIA (Certified Quality Improvement Associate) or equivalent; CPTC (Certified Procurement Transplant Coordinator), CTBS (Certified Tissue Bank Specialist), or CEBT (Certified Eye Bank Technician) preferred.
- Skills: Proficiency in Microsoft Office (Word, PowerPoint, Excel). Strong communication, decision-making, and leadership skills.
