Posting Note: Position: Transplant Assistant
Department: Renal Transplant Program
Schedule: Monday – Friday, 7:00 AM – 3:30 PM

Overview:
Our Transplant Program is seeking an experienced and highly motivated Transplant Assistant to join our multidisciplinary team. This role supports our kidney transplant population and requires strong clinical, organizational, and communication skills. The ideal candidate is proactive, dependable, and able to “hit the ground running” in a fast-paced environment.


Key Responsibilities:

Perform daily phlebotomy duties — must be confident and highly skilled in both injections and phlebotomy

Assist with patient rooming, vital signs, and medication reconciliation

Handle patient and parent phone calls and assist with scheduling

Partner closely with RN coordinators and other clinical staff to support patient care

Learn and maintain competency in the transplant database and data entry processes

Provide compassionate, efficient, and culturally sensitive care to a diverse patient population


Required Qualifications:

Certification: Medical Assistant (MA) diploma

Education: High School diploma or equivalent

Experience: Minimum 3 years of experience in a medical practice or similar clinical environment with strong phlebotomy experience

Skills: Strong communication, multitasking, and teamwork abilities


Additional Information:
This role is ideal for a seasoned MA who thrives in a collaborative clinical setting and is passionate about supporting transplant patients through all stages of their care journey.

The Transplant Assistant provides assistance to the Transplant Coordinators in the pre, peri and post-transplant phases of care. In order to minimize errors and risk from non-adherence, the duties are performed with a demonstrated understanding of the regulations and requirements governing the specific transplant program.

• Clinical Care, Scheduling and Prior authorization
  
  a. Collects laboratory specimens, performs point of care testing and disposes of bio-hazardous materials.
  b. Demonstrates infection control standards related to handwashing and standard precautions.
  c. Prepares and administers medications, communicates telephone prescriptions to pharmacies, and processes medication refills as directed by provider.
  d. Prepares and instructs patients about examinations, diagnostic tests, medications, special diets, and health maintenance.
  e. Records and communicates patient related information, including vital signs, growth parameters, medical histories, signs and symptoms to the provider or licensed health care provider.
  f. Requests medical records and ensures their availability to the transplant team as required.
  g.  In partnership with the transplant coordinator, ensures timely medication refills for patient population.
  h.  Responsible for initiating actions based on transplant program specific protocols, based on progress of a patient through the transplant process and directly supports and assists the transplant coordinator in the management of patients as required.
  i. Coordinates the scheduling required for the evaluation of the transplant candidate and/or donor based on transplant specific protocols.
  j. Coordinates the scheduling for follow-up visits as required by the program.
  k. Coordinates the scheduling of follow-up labs and testing as required by the program.
  l. Participates in prior authorization workflow for the program.
• Administrative and Data Entry
  
  a. Filing.
  b. Mailing.
  c. Copies, faxes, scans and compiles documents as per protocol or as requested.
  d. Generates correspondence following templates and program specific protocols to maintain communication with patients, families, referring providers, payors and regulatory agencies.
  e. Ordering and maintaining supplies required by the transplant program.
  f. Transcribing and publishing minutes from transplant team meetings .
  g. Preparing information for transplant specific meetings as directed by the clinical team.
  h. Transcribing clinical data, under the direction of the transplant coordinator, into transplant pertinent databases and records.
  i. Completes data entry responsibilities in a timely manner, ensuring compliance with regulatory guidance for the specific transplant program and defined workflow for the role and program.
  j. Prepares transplant specific documentation tools, documents, and education materials as required by the transplant program.
  k. Requests medical records and ensures their availability to the transplant team as required.
• Communication
  
  a. Attends transplant specific meetings as required by the program – including but not limited to: Patient Selection Committee, Patient Care Meetings, and huddles.
  b. Triage's patient and family calls, as well as consulting department and provider calls - prioritizing these calls for the transplant coordinator and independently researches and presents identified information to the callers and coordinators within the scope of the role.
  c. Communicates with patients and family according to transplant program protocols to ensure compliance with clinical protocols.
  d. Communicates with patients, donors, referring providers, payors, and other entities who interact with the transplant program, displaying a knowledge and understanding of the uniqueness of the transplant patient and process.
  e. Communicates the clinical scheduling for patients with the clinical team and the patient/family in a timely and appropriate manner.
• Quality and Compliance
  
  a. Attends program specific quality meetings.
  b. Identifies key documents required for regulatory compliance review as required by the transplant program.
  c. Identifies missing regulatory documents and communicates findings to identified staff as appropriate.
  d. Assists team with quality metrics specific to the transplant program.
  e. Responsible for policy, procedure, protocol publication as directed by the transplant program and transplant coordinators.
• Professional Development
  
  a. Assumes responsibility for improving and maintaining current level of skills and knowledge including attending patient meetings, educational offerings, and self- directed reading.
  b. Attends a minimum of one educational meetings/webinars specific to the role and transplant program annually.
• Performs miscellaneous job related duties as requested.
  

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