Role & responsibilities

1. Job Purpose

To provide dedicated administrative, clerical, documentation, patient communication, and regulatory support to the Organ Transplant Coordination Department, ensuring timely and accurate completion of transplant-related records, government portal activities, registrations, and coordination requirements.The position will support the Transplant Coordinator in managing administrative responsibilities and maintaining the quality, compliance, and efficiency of organ donation and transplantation services.
1. Key Responsibilities

A. Patient Communication and Coordination
- Make regular telephone calls to patients, organ donors, and relatives as directed by the Transplant Coordinator.
- Coordinate patient and relative communication regarding appointments, documentation, investigations, transplant-related requirements, and follow-up.
- Maintain accurate records of patient communication and follow-up activities.
- Support urgent communication and coordination requirements related to organ donation and transplantation.
- Be available to work 247 as per departmental requirements, including urgent transplant-related calls and activities beyond regular working hours, in accordance with hospital policies.

B. Documentation and Clerical Support
- Prepare, organize, verify, and maintain transplant-related documents and records.
- Assist in the preparation of applications, renewal documents, correspondence, reports, and supporting documentation.
- Maintain transplant registers, files, records, and departmental documentation.
- Compile documents and follow up on pending information from concerned departments.
- Ensure proper filing and timely availability of required documents for audits, renewals, and regulatory compliance.
- Support the preparation of documentation for liver and heart transplant licence renewals and other related applications.

C. Government Portal Data Entry and Documentation
- Undertake data entry, updating, and documentation on government and regulatory portals.
- Prepare and submit information through relevant government portals, including:




- NOTTO (National Organ & Tissue Transplant Organisation)
- SOTTO (State Organ & Tissue Transplant Organisation)
- ZTCC (Zonal Transplant Coordination Centre) related registrations and documentation
- Aaple Sarkar ( ) government portal
- Other applicable government and regulatory platforms.
- Assist in organ donation-related online applications, registration, reporting, and data submission.
- Maintain accurate and updated records of portal submissions, registrations, applications, and renewal activities.
- Follow up on pending submissions, corrections, and documentation requirements with relevant authorities.

D. ZTCC, NOTTO & SOTTO Support
- Assist in the preparation and submission of registration-related documents for ZTCC, NOTTO, and SOTTO.
- Maintain records related to organ donation and transplantation registrations.
- Support coordination and documentation for organ donation alerts, transplant cases, and related reporting requirements.
- Assist in compiling information requested by regulatory and transplant coordination authorities.
- Ensure timely communication of administrative updates and pending documentation to the Transplant Coordinator.

E. Organ Donation and Transplant Administrative Support
- Provide clerical assistance for organ donation and transplant coordination activities.
- Support communication and follow-up with clinical departments, patients, relatives, and external stakeholders.
- Assist with documentation for organ donor consent, organ donation activities, and transplant-related processes as directed by authorized personnel.
- Maintain confidentiality of patient information, donor details, and sensitive medical and regulatory documents.
- Assist in preparing departmental reports, statistics,



and documentation for management review.

1. 247 Availability and Work Requirements

- Willingness to work beyond regular office hours, including nights, weekends, and holidays, as per operational requirements and hospital policy.
- Ability to respond to urgent administrative and communication requirements related to organ donation and transplantation.
- Flexibility to support time-sensitive regulatory submissions, patient communication, and transplant coordination activities.
- Maintain professional communication and timely response during assigned duties and approved on-call arrangements.

4. Educational Qualifications

- MSW in any discipline from a recognized institution.
- Diploma or certification in computer applications, office administration, healthcare administration, or a related field will be an advantage.
- Proficiency in English and Marathi; knowledge of Hindi is desirable.

5. Experience and Preferred Qualifications

- Previous experience in medical social worker in hospital , administration, medical documentation, clerical work, or organ transplant coordination is preferred.
- Prior experience in organ donation, organ transplantation, transplant coordination, or related administrative activities will be highly preferred.
- Experience in government portal data entry, online applications, documentation, and regulatory reporting is desirable.
- Familiarity with ZTCC, NOTTO, SOTTO, and organ donation-related procedures will be an advantage.
- Experience in patient communication, follow-up, and maintaining confidential medical records is preferred.

Preferred candidate profile

- Valuable working knowledge of MS Office (Word, Excel, and Outlook).
- Ability to perform accurate data entry and maintain electronic records.
- Basic knowledge of online government portals and application submission.
- Good documentation, filing, and record-management skills.
- Ability to prepare reports, letters, and official correspondence.
- Strong attention to detail and accuracy in regulatory documentation.

📌 Opening For Organ Transplant Coordinator with Ruby Hall Clinic Pune
🏢 Ruby Hall Clinic (RHC)
📍 Pune