JOB DESCRIPTION – LIVER TRANSPLANT COORDINATOR

GEM HOSPITALS | HUMAN RESOURCE DEPARTMENT

Experienced Position: Clinical Coordination

Full-Time

Designation : Liver Transplant Coordinator

Department : Liver Transplant / Gastroenterology

Reporting To : Head – Liver Transplant Programme / HOD – Gastroenterology

Administrative Reporting/ Hospital Administration / HR, as applicable

Experience :3–7 years

Preferred Experience : Minimum 3 years in liver transplant coordination

Qualification : B.Sc. Nursing / GNM / B.Sc. Allied Health Sciences / relevant Life Sciences qualification

Additional Qualification : Postgraduate qualification in Healthcare Management or Transplant Coordination preferred

Job Location : GEM Hospitals, Coimbatore

Employment Type : Full-Time

2. Job Purpose

To coordinate and manage the complete liver transplant patient journey, from initial patient registration and evaluation through transplant surgery, post-transplant care and long-term follow-up.

The Liver Transplant Coordinator acts as the central communication link between transplant surgeons, hepatologists, anaesthetists, intensivists, nursing teams, patients, donors, families and external transplant authorities.

The role ensures efficient coordination, patient safety, regulatory compliance, documentation, timely communication and continuity of care throughout the transplant process.

3. Key Roles and Responsibilities

A. Pre-Transplant Patient Coordination

- Coordinate the registration and initial assessment of patients requiring liver transplantation.
- Collect and maintain patient medical records, investigation reports and referral documents.
- Coordinate consultations with hepatologists, liver transplant surgeons, anaesthetists, cardiologists and other specialists.
- Arrange pre-transplant investigations, including:
- Liver function tests and other relevant laboratory investigations.
- Blood grouping and cross-matching.
- Viral markers and infectious disease screening.
- CT/MRI imaging and Doppler studies.
- Cardiac and pulmonary fitness assessments.
- Other investigations as advised by the transplant team.
- Coordinate MELD score assessment and ensure that relevant clinical information is updated.
- Monitor completion of the pre-transplant evaluation checklist.
- Coordinate living donor evaluation and investigations in accordance with applicable regulations.
- Maintain a transplant candidate tracking register and follow up on pending investigations.
- Explain the evaluation process, hospital procedures and appointment schedules to patients and families.

B. Donor Coordination

- Coordinate donor-related investigations and appointments.
- Ensure donor evaluation is conducted independently and ethically.
- Facilitate communication between donor candidates, transplant specialists and the transplant team.
- Coordinate documentation relating to donor consent and medical evaluation.
- Ensure that donor-related approvals and legal documentation are completed before transplantation.
- Maintain confidentiality of donor medical information.
- Ensure that donor autonomy and freedom from coercion are protected.
- Coordinate with the authorised transplant committee and appropriate government authorities for statutory approvals.

C. Transplant Procedure Coordination

- Coordinate transplant surgery scheduling with the transplant surgeon and operating theatre team.
- Ensure availability of required clinical reports, blood products, equipment and surgical arrangements.
- Coordinate with ICU, OT, anaesthesia, blood bank, laboratory, radiology and pharmacy departments.




- Ensure completion of the pre-operative transplant checklist.
- Coordinate admission formalities and bed allocation.
- Facilitate communication between the clinical team and patient attendants.
- Monitor the transplant schedule and communicate changes to all concerned departments.
- Assist the transplant team in ensuring that all mandatory approvals and documents are available before surgery.

D. Post-Transplant Coordination

- Coordinate post-transplant care with ICU, hepatology, surgery and nursing teams.
- Track the patient's clinical progress and facilitate timely specialist reviews.
- Coordinate laboratory investigations and follow-up assessments.
- Ensure that immunosuppressive medication counselling is provided by the treating team.
- Educate patients and caregivers regarding:
- Medication adherence.
- Infection prevention.
- Personal hygiene and nutrition.
- Warning signs of rejection and infection.
- Follow-up schedules.
- Lifestyle modifications.
- Coordinate discharge planning and ensure discharge instructions are communicated.
- Maintain post-transplant patient follow-up records.
- Track missed appointments and coordinate patient recalls.
- Escalate any reported complications or warning signs immediately to the treating transplant team.

E. Regulatory Compliance and Documentation

- Ensure compliance with the Transplantation of Human Organs and Tissues Act (THOTA), 1994, as amended, and applicable Rules.
- Coordinate documentation required for transplant authorisation and statutory approvals.
- Maintain transplant-related records, registers and checklists.
- Ensure that patient and donor consent documentation is properly maintained.
- Coordinate with the Authorisation Committee, Appropriate Authority and other regulatory bodies as applicable.
- Ensure compliance with hospital policies, NABH standards and patient confidentiality requirements.
- Maintain records of transplant evaluations, procedures and follow-up outcomes.
- Support internal and external audits and regulatory inspections.

F. Patient and Family Counselling & Communication

- Serve as the primary coordination contact for transplant patients and their families.
- Explain the transplant process, timelines and administrative requirements.
- Provide emotional support and facilitate counselling referrals when required.
- Coordinate financial counselling and insurance/TPA approvals with the billing and insurance departments.
- Address patient queries and coordinate timely responses from the concerned specialists.
- Maintain professional, empathetic and culturally sensitive communication.
- Ensure patients and families understand the importance of long-term follow-up.

G. Interdepartmental Coordination

Coordinate effectively with:

- Gastroenterology and Hepatology.
- Liver Transplant Surgery.
- Anaesthesia Department.
- Intensive Care Unit (ICU).
- Operation Theatre (OT).
- Blood Bank.
- Laboratory Services.
- Radiology and Imaging.
- Pharmacy.
- Nursing Services.
- Medical Records Department.
- Billing and Insurance.
- Hospital Administration.
- External transplant authorities.

4. Qualifications and Experience

Essential qualifications





- Bachelor's degree in Nursing or an appropriate healthcare-related discipline.
- Minimum 3 years of relevant experience in liver transplant coordination or transplant programme management.
- Good knowledge of liver diseases and liver transplantation processes.
- Knowledge of pre-transplant evaluation, donor evaluation and post-transplant follow-up.
- Understanding of transplant-related statutory requirements and documentation.

Desirable qualifications

- Experience in a high-volume liver transplant centre.
- Training or certification in transplant coordination.
- Knowledge of MELD scoring and transplant protocols.
- Knowledge of NABH standards and hospital quality systems.
- Computer proficiency and experience with Hospital Information Systems (HIS).

5. Essential Skills and Competencies

Competency

Expected Level

Liver transplant process knowledge

Excellent

Patient coordination

Excellent

Clinical documentation

Excellent

Communication skills

Excellent

Regulatory compliance

Good

Crisis management

Excellent

Interdepartmental coordination

Excellent

Counselling and patient handling

Good

Computer and HIS skills

Good

Confidentiality and ethics

Excellent

Time management

Excellent

6. Key Performance Indicators (KPIs)

Note: Targets are suggested internal operational targets. Clinical outcomes such as graft survival, mortality and rejection rates should be evaluated by the transplant clinical leadership, not attributed solely to the coordinator.

7. Authority and Responsibilities

The Liver Transplant Coordinator is authorised to:

- Coordinate patient appointments and investigations.
- Follow up with departments for pending reports and documentation.
- Coordinate transplant-related meetings and clinical reviews.
- Maintain and update transplant databases and registers.
- Escalate clinical and administrative delays to the transplant team.
- Coordinate regulatory submissions through authorised personnel.

Limitations of authority:

- Cannot independently make transplant eligibility decisions.
- Cannot independently approve or reject donors.
- Cannot provide medical advice or prescribe medications.
- Cannot independently authorise transplant procedures.
- Cannot influence donor consent or statutory approval processes.
- Cannot disclose confidential patient or donor information without proper authorisation.

8. NABH and Statutory Compliance

The coordinator shall support compliance with applicable NABH 6th Edition requirements relating to:

- Patient assessment and continuity of care.
- Patient rights and responsibilities.
- Patient and family education.
- Clinical records and documentation.
- Medication management.
- Infection prevention and control.
- Quality improvement and patient safety.
- Human resource competency and training.
- Legal and regulatory requirements.

The role must also comply with applicable THOTA provisions and current transplant-related government notifications and procedures.

9. Working Conditions

- Full-time hospital-based position.
- Availability for coordination during transplant-related emergencies and scheduled procedures.
- Flexibility to work extended hours when transplant procedures are scheduled.
- On-call availability as per the hospital's approved roster.
- Strict adherence to patient confidentiality and skilled conduct.

10. Reporting Structure

Medical Director / Hospital Management

Head – Liver Transplant Programme

Liver Transplant Coordinator

Coordination with Clinical and Non-Clinical Departments

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits:

- Provident Fund

Work Location: In person

📌 LIVER TRANSPLANT COORDINATOR (Ramanathapuram)
🏢 Gem Hospital & Research Centre
📍 Ramanathapuram