Job Description
The Bone Marrow Transplant (BMT) Coordinator is responsible for coordination of the evaluation and preparation of patients for Hematopoietic Stem Cell (HSC) transplantation, cellular therapies, and long-term management of patients post-treatment. The BMT Coordinator is responsible for coordinating patient care across multiple areas –the outpatient clinics, the inpatient nursing unit and the community – in order to provide continuity of patient care across settings. The BMT Coordinator is also expected to serve as a clinical resource for other team members, patients/family/caregivers, referring case managers and community clinicians. Although supervision and direction are provided by the Sr. Director, Stem Cell Transplant and Cellular Therapy Program and physicians, the BMT Coordinator has wide latitude in decision making within written organizational and department policies and principles (i.e. Delegation Protocols and Clinical Program SOP Manual).
- Coordinates and promotes the clinical activities of adult autologous and allogeneic HSC transplantation, and other cellular therapies.
- Schedule patient appointments with referring physicians, obtaining necessary demographic, financial and medical information. Provide written notification of appointment to both patient and referring physician.
- Conduct pre-treatment interviews with prospective transplant/cellular therapy patients and families. Interpret eligibility criteria for patients, families, physicians and outside agencies. Obtain medical and social histories.
- Conduct donor searches and interpret Human Leukocyte Antigen (HLA) testing results for recipients and donors including presence of recipient HLA antibodies. With the HLA staff and medical team, help identify the best donors for patients.
- Schedule and coordinate pre-treatment testing of potential HSCT/cellular therapy candidates and/or donors. Provide written notification of testing schedule to patient/caregiver.
- Conduct pre-treatment evaluation of donors with the provider and educate regarding collection method.
- Secure insurance approval for all services scheduled, including transplant and cellular therapies. Prepare letter of medical necessity and pre-treatment evaluation results and submit to insurer. Work closely with Transplant Financial Coordinators and Case Managers to ensure insurance authorization is obtained for all transplants and cellular therapies.
- Prepare and analyze pre-treatment clinical data and collaborate with other medical personnel in preparation of patients and families for transplantation and cellular therapies.
- Educate patients and families/caregivers and donors regarding all aspects of transplantation/cellular therapy and serve as their advocate.
- Contribute to the collaborative development of the weekly transplant admission schedule, taking into account each patient's priority status as well as the availability of the Operating Rooms, Infusion Center, Radiation Oncology, Cell Processing Laboratory, nursing units and medical staff.
- Participate in the HSCT patient care conferences, working closely with the outpatient/inpatient medical, nursing and support staff personnel.
- Provide back-up support to peers (BMT coordinators).
- Provide telephone consultation and follow-up support to patients and their families. This requires the ability to recognize and assess patient problems and symptoms, apply appropriate medical interventions in compliance with written transplant/cellular therapy protocols and interpreting these to community physicians and health professionals involved in the care of transplant patients.
- Assist BMT Social Worker with completion and forwarding of insurance and disability forms for HSCT patients.
- Document appropriately in EPIC.
- Provide consultation to UTHSA Medical Faculty, other physicians, nurses and other health care professionals who provide health care to HSC transplant or cellular therapy patients.
- Provide patient status reports to community and referring physicians and third-party payors.
- Collaborate in the development and update of protocols and guidelines for the Clinical Program SOP Manual.
- Collaborate with HSCT/cellular therapy team members in the development of standardized treatment/admission orders and patient care protocols.
- Along with other Coordinators, develop, implement and evaluate comprehensive patient education literature and programs.
- Participate in the development and execution of quality improvement programs and projects.
- Provide program guidance to other professionals and staff within the HSCT/Cellular Therapy Program.
- Support the enrollment of transplant and cellular therapy patients in clinical trials by working collaboratively with the Research Coordinators.
- Foster continued BMT and cellular therapy research by complying with requests for patient schedules that accommodate research trials and providing data, as needed.
- Complete training required by the Mays Cancer Center and consent patients to trials involving the Center for International Blood and Marrow Transplant Research (CIBMTR).
- Complete paper or electronic data reporting forms for the CIBMTR and the National Marrow Donor program as needed.
- Participate in teaching activities within UTHSA for interdisciplinary team members and students and in the community for professional groups and referring practices.
- Assure appropriate orientation and training for new transplant coordinators.
- Maintain knowledge of current practices in transplantation/cellular therapy, oncology and hematology, including changes in SOPs, FACT standards (Foundation for the Accreditation of Cellular Therapy), workflows, guidelines, etc.
- Identify professional strengths and areas for growth and demonstrate professional development in formal and informal learning experiences.
- Participate in professional organizations in the area of hematopoietic stem cell transplantation/cellular therapy and other areas of professional interest.
- Participate in local, regional and national conferences on HSC transplantation or cellular therapies.
- Return telephone inquiries for patient referrals and information inquiries.
- Forward letter of medical necessity and supporting pre transplant/cellular therapy evaluation results to third party payors within 24 hours of completion of pre-treatment evaluation and/or at least 7-10 calendar days prior to planned start of treatment. Secure insurance approval prior to every transplant or cellular therapy.
- Collaborate weekly to provide HSCT team and allied health professionals of treatment schedule.
- Provide HSCT or cellular therapy information and consultation
- Attend SOP Manual development meetings and provide updates to SOPs within timeframes set by the team.
- Participate in ongoing discussions regarding standardized orders and treatment protocols.
- Maintain list of educational activities on a yearly basis.
- Attend and participate in discussions/tasks of the HSCT Performance Improvement Committee and monthly staff meetings/protocol discussions.
- Performs other job-related duties assigned
- Demonstrated knowledge of clinical needs of adults and/or children living with acute and chronic life- threatening illness, caregiver needs, and coordination of clinical care across disciplines and the care continuum
- Excellent communication skills and ability to work effectively within teams
- Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).
- Knowledge of stem cell transplant and cellular therapies
- Awareness of hematologic malignancies commonly treated with blood and bone marrow transplant
- Familiarity with Epic systems including medical records, ordering and scheduling is preferred
- Independent thinking and a high degree of problem solving and innovation are required to resolve complex and unanticipated problems, applying appropriate interventions to individual patients and patient problems while performing daily tasks.
- Knowledge and competence regarding the management and care of patients with oncologic and hematologic malignancies and other diseases that are treated with HSC transplantation and cellular therapies, including knowledge of disease pathophysiology, diagnostic testing, coordination and timing between completion of standard care and transplant/cellular therapy, treatment eligibility criteria, pre-treatment conditioning regimens, immunosuppressive regimens, side effects and supportive care protocols.
Education: Bachelor's of Science in Nursing required
The University of Texas at San Antonio (UT San Antonio) is a nationally recognized, top-tier public research university that unites the power of higher education, biomedical discovery and healthcare within one visionary institution. As the third-largest research university in Texas and a Carnegie R1-designated institution, UT San Antonio is a model of access and excellence — advancing knowledge, social mobility and public health across South Texas and beyond. UT San Antonio serves approximately 42,000 students in 320 academic programs spanning science, engineering, medicine, health, liberal arts, AI, cybersecurity, business, education and more. With 17,000 faculty and staff, UT San Antonio has been recognized by Forbes as one of America’s Best Employers for Company Culture
Benefits Overview
UT Health San Antonio offers an excellent benefits package for its employees. Employees who work at least 20 hours a week, with an appointment of at least 4.5 months, are eligible for benefits.
Medical - UT SELECT Medical insurance is offered free for employees and administered by Blue Cross and Blue Shield of Texas. Family members can be added to the plan through payroll deduction. Employees and their dependents can also receive discounted copays and coinsurance when using UT Health Physicians, a network of 800 premier physicians including more than 100 specialists. Employees receive $50,000 of group term life insurance and $50,000 of basic accidental death and dismemberment insurance for free, with options to purchase additional employee and dependent coverage for both at group rates.
Dental - Three dental insurance plan options are available for employees and their families through Delta Dental Insurance Company, two PPOs and one dental HMO plan. Both PPO plans allow employees to choose any licensed dentist.
Vision - Fully insured Vision Care benefits are offered by Superior Vision Services. Two vision plan options that offer either standard or enhanced vision benefits.
Disability - Employees can enroll in the Disability Insurance which provides income if a non-work related illness or injury prevents you from working.
FSAs - Employees can enroll in flexible spending accounts (FSAs) to set aside money from earnings before taxes for qualifying dependent day care expenses or out-of-pocket health care expenses.
Retirement - Employees are eligible for either the Teacher Retirement System (TRS) or the Optional Retirement Plan (ORP). TRS is a defined benefit retirement plan which UT Health matches employee contributions. ORP is for eligible faculty staff employees. Voluntary retirement programs are also available to invest before- or after-tax dollars with the choice of five quality retirement plan providers.
Time Off - A generous leave program offers multiple paid leave options:
- Front-loaded Paid Time Off: 128 to 208 hours (16 to 26 days) of Paid Time Off based on years of service, given at the start of each fiscal year. PTO may be prorated in year one based on date of hire.
- Extended Illness Bank: 8 hours (1 day) accrued per month which can be used for illness or injury after one day of Paid Time Off is taken.
- Paid Family Leave: Up to 240 hours (6 weeks) to care for a spouse, child, or parent after 6 months of consecutive employment.
- Holidays: 12 set paid holidays each year.
Discounts - Employees enjoy a range of discounts on services, tickets, and gym membership.
EEO Statement
UT Health San Antonio is an equal employment opportunity and affirmative action employer. It is our policy to promote and ensure equal employment opportunity for all individuals without regard to race, color, religion, sex, gender identity, national origin, age, sexual orientation, disability, or veteran status.
