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Key Responsibilities and Required Skills for Donor Services Technician

💰 $ - $

HealthcarePhlebotomyBlood BankClinical Services

🎯 Role Definition

A Donor Services Technician is a front-line clinical professional responsible for safe, compliant blood and plasma collection and for delivering an exceptional donor experience. This role combines skilled phlebotomy and clinical screening with accurate documentation in Blood Establishment Computer Systems (BECS), strict adherence to AABB/FDA/CLIA/HIPAA standards, and prompt management of donor adverse events. The Donor Services Technician ensures traceability of collections, maintains equipment and supplies, and partners with clinical leadership to meet collection goals while protecting donor safety.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Phlebotomist / Certified Phlebotomy Technician
  • Medical Assistant or CNA with clinical experience
  • Laboratory Assistant or Blood Bank Assistant

Advancement To:

  • Senior Donor Services Technician / Lead Collector
  • Apheresis Specialist or Apheresis Technician
  • Donor Services Supervisor / Collection Site Coordinator
  • Blood Bank Manager / Clinical Services Manager

Lateral Moves:

  • Clinical Laboratory Technician (blood bank)
  • Phlebotomy Trainer / Education Specialist
  • Mobile Collection Coordinator / Community Outreach Specialist

Core Responsibilities

Primary Functions

  • Conduct comprehensive donor eligibility screening by reviewing medical history questionnaires, performing symptom and travel assessments, and applying AABB/FDA/organization-specific criteria to determine donor suitability prior to collection.
  • Perform phlebotomy and venipuncture for whole blood and automated collections (when trained), following aseptic technique and organizational policies to minimize donor discomfort and maintain specimen integrity.
  • Measure and document donor vital signs and pre-donation assessments — including blood pressure, pulse, temperature, and hemoglobin/hematocrit or point-of-care hemoglobin testing — and make eligibility determinations based on results.
  • Collect blood, plasma and platelet donations using manual and automated equipment (e.g., apheresis machines) while monitoring donor well-being and device performance throughout the procedure.
  • Accurately label, track and enter donor and unit data into the Blood Establishment Computer System (BECS) or electronic health record (EHR) to ensure traceability and regulatory compliance for each collection.
  • Recognize, document and respond quickly to donor adverse reactions (e.g., syncope, hematoma, allergic reactions), provide first-line care, initiate incident reporting, and escalate to the Medical Director or RN per policy.
  • Maintain strict compliance with AABB, FDA, CLIA, OSHA and HIPAA requirements — following SOPs for informed consent, confidentiality, infection control, sharps disposal, and biohazard handling.
  • Prepare, clean, and calibrate collection equipment and devices, perform quality control checks, and report deviations or maintenance needs to clinical engineering or supervision.
  • Process collected units per protocol: perform initial processing steps (e.g., centrifugation, separation), prepare units for transport or testing, and ensure proper storage conditions and cold chain management.
  • Manage and reconcile donor paperwork, consent forms, and signatures; verify donor identity using two identifiers and ensure all documentation aligns with product labeling requirements.
  • Provide donor education and counseling about donation eligibility, pre- and post-donation care, potential side effects, and lifestyle guidance to promote donor safety and retention.
  • Coordinate scheduling and registration for donors, confirm appointments, perform pre-registration checks, and assist with walk-in donors while optimizing throughput and donor flow.
  • Maintain inventory of supplies and disposables for collection sites and mobile drives, perform stock counts, place supply orders, and ensure expiration dates are monitored and rotated.
  • Support mobile and community blood drives by setting up collection sites, transporting equipment and supplies, and performing collections in off-site environments while maintaining quality and donor comfort.
  • Adhere to aseptic technique and sterile field procedures for product collection and tubing connections; document lot numbers, product codes and device serials to ensure full traceability.
  • Participate in quality assurance activities including internal audits, corrective action implementation, deviation reporting, and root cause analysis related to collection operations.
  • Train and mentor new collection staff and phlebotomists, demonstrate proper techniques, and provide feedback to ensure competence and consistent donor care across teams.
  • Complete and maintain required certifications and continuing education (e.g., phlebotomy certification, BLS/CPR) and participate in competency evaluations and proficiency assessments.
  • Communicate effectively with the blood center clinical team, laboratory technologists, logistics, and donor recruitment to resolve issues such as deferrals, testing discrepancies, or missing documentation.
  • Assist with component labeling and release documentation, ensuring that all collected units meet labeling, temperature, and storage criteria before shipping or transferring to processing labs.
  • Conduct post-donation donor follow-up communications as required for deferred donors, test notifications, or reaction reporting, maintaining compassionate and compliant communication practices.
  • Maintain accurate electronic and paper records of donor interactions, adverse events, collections and inventory to support traceability and regulatory inspections.

Secondary Functions

  • Support special projects such as process improvement initiatives, donor retention campaigns, and implementation of new collection technologies or BECS updates.
  • Contribute to data quality by assisting with audits, reconciling collection logs, and correcting data discrepancies in coordination with quality and IT teams.
  • Participate in community outreach and donor education events to promote blood donation and improve donor recruitment and retention metrics.
  • Assist supervisors with scheduling, daily staffing adjustments, and cross-training to meet fluctuating collection site demands.
  • Provide feedback on SOPs and standard work to improve donor experience, collection efficiency, and regulatory compliance.
  • Support emergency preparedness activities and drills for mass collection events or large-scale mobilizations.

Required Skills & Competencies

Hard Skills (Technical)

  • Certified phlebotomy and venipuncture skills for whole blood and apheresis collections with demonstrated best practices in sterile technique.
  • Donor screening and medical history assessment following AABB/FDA eligibility standards and organizational deferral criteria.
  • Proficiency with Blood Establishment Computer Systems (BECS) and electronic donor records; accurate data entry and unit tracking.
  • Point-of-care testing skills including hemoglobin/hematocrit or HemoCue operation, and basic CLIA-waived testing procedures.
  • Familiarity with apheresis equipment operation, troubleshooting, and monitoring (if applicable to role).
  • Knowledge of blood component processing basics: centrifugation, separation, labeling, and cold chain/storage requirements.
  • Strong understanding of regulatory requirements: AABB standards, FDA 21 CFR, CLIA, OSHA bloodborne pathogens rules, and HIPAA privacy regulations.
  • Ability to recognize and manage donor adverse events, provide first-aid interventions, and follow medical escalation protocols.
  • Equipment maintenance, QC checks, and supply/inventory management including expiration control and lot traceability.
  • Competency in documenting and reporting deviations, incident reports, and contributing to root cause investigations and CAPA activities.
  • Basic computer literacy including Microsoft Office, scheduling systems, and familiarity with scanning/barcoding systems.

Soft Skills

  • Exceptional customer service and donor-facing communication — clear, compassionate, and professional under pressure.
  • Strong attention to detail and accuracy to ensure regulatory compliance and safety of blood products.
  • Teamwork and collaboration: works effectively with clinical, lab, recruitment, and logistics teams.
  • Multitasking and time management to balance donor flow, documentation, and clinical monitoring.
  • Empathy and emotional intelligence for working with diverse donor populations and handling sensitive health information.
  • Problem-solving and situational judgment when assessing eligibility, equipment issues, or unexpected adverse reactions.
  • Adaptability in fast-paced, variable environments including mobile collection sites and community drives.
  • Teaching and coaching skills for training new staff and performing competency assessments.
  • Integrity and ethical judgment in handling confidential donor data and test result communications.
  • Resilience and stress management for repetitive tasks and high-volume collection days.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent plus completion of an accredited phlebotomy program or documented phlebotomy experience.

Preferred Education:

  • Associate degree in Clinical Laboratory Science, Medical Assisting, Nursing, or related health field.
  • Additional certifications (e.g., Certified Phlebotomy Technician, ASCP, NPA) are a plus.

Relevant Fields of Study:

  • Phlebotomy
  • Medical Assisting
  • Clinical Laboratory Science / Medical Laboratory Technology
  • Nursing (ADN/LPN/RN pathways)

Experience Requirements

Typical Experience Range:

  • 0–3 years of clinical/phlebotomy experience; many employers accept entry-level candidates with strong phlebotomy certification and customer service experience.

Preferred:

  • 1–3 years of direct blood or plasma donor collection experience, experience with BECS and AABB/FDA-regulated environments, prior mobile collection or apheresis exposure preferred.
  • BLS/CPR certification and evidence of ongoing continuing education in donor services and blood bank practices.
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