Overview

Registry Coordinator Jobs in Johannesburg Metropolitan Area at DKMS Africa

Title: Registry Coordinator

Company: DKMS Africa

Location: Johannesburg Metropolitan Area

ABOUT DKMS

DKMS is an international non-profit organisation dedicated to the fight against blood cancer and blood

disorders. Founded in Germany in 1991 by Dr Peter Harf, the mission at DKMS is to give as many patients as possible a second chance at life. Over the past three decades, DKMS has grown into the world’s leading

facilitator of unrelated blood stem cell transplants. With more than 13 million registered donors worldwide, the organisation has already provided over 125,000 patients with a lifesaving stem cell donation. Today, DKMS employs more than 1,600 people across its offices in Germany, the USA, Poland, the UK, Chile, India, and South Africa, working together to bring hope to patients around the globe.

As part of the global DKMS organisation, DKMS Africa is committed to giving hope and a second chance at life to patients across South Africa and the African continent. Our work focuses on building an ethnically diverse registry of blood stem cell donors, raising awareness, and supporting patients throughout their treatment journey. By connecting local expertise with DKMS’s international network of medical leaders, we ensure that both patients and doctors benefit from world-class knowledge and innovation in stem cell donation. Every patient deserves a match. Every match begins with someone willing to become a donor. At DKMS Africa, we are driven by that belief – together, we can make a lifesaving difference.

Patient Registry Department

The department is responsible for liaising with and providing support to our patients who have been identified as eligible stem cell transplant candidates through Transplant Centres and referral hospitals . The team manages and coordinates all processes from HLA typing (if via ATT programs) and International WMDA Donor Search all the way through to procurement/Collection and delivery of the Stem Cells to the Transplant Centre or processing laboratory. They guide and support the Transplant Centre at all stages and coordinate the communication between all involved international and national parties.

The Patient Registry team collaborates closely with Transplant Centres in order to identify their needs and tailor the service accordingly to ensure optimal efficiency and accuracy in coordination of the complex processes involved. The team collaborates with other departments to promote best outcomes for patients in South Africa

JOB PURPOSE

The Patient Registry Coordinator works as an integral member of the Medical Department, supporting the coordination of stem cell donations with unrelated donors.

KEY RESPONSIBILITIES

Key responsibilities will be to offer support to Transplant Centres in South Africa throughout their donor search and especially during stem cell product procurement. They collaborate closely with the search coordinators at DKMS Registry who are responsible for the donor selection advice towards the Transplant Centre. The common goal is to find the most suitable donor for patients in need of a blood stem cell transplant.

1) Screening and communication:

  • Screening, categorization and handling of incoming e-mails from South African Transplant Centers and DKMS Registry Search Coordinators.
  • Enter new search requests (new patient case) in the Hap-E Search software (only in case TC is not enabled).
  • Relay information from TCs about running searches to [email protected] (DKMS Registry search coordinators).
  • Support DKMS Registry search coordinators and transplant center coordinators in case of special requests or missing information (e.g., on forms).
  • Obtain all relevant information concerning invoicing of services where fees apply (e.g., non DKMS donors).
  • Document all information in a case-based patient file.

2) Medical Aid Administration:

  • Provide a pro forma invoice to the TC to obtain medical aid authorization.
  • Ensure medical aid authorization obtained prior to VT activation of non-DKMS donor.
  • Ensure medical aid authorization obtained prior to WU request activation.

3) Collaboration with Transplant centers and Donors (DKMS and Non DKMS)

  • DKMS donors: assist transplant centers in filling out workup forms and cost acceptance declaration in Hap-E Search if needed.
  • Non-DKMS donors: obtain filled workup forms and cost acceptance declaration form from TC and initiate request with international registry, referring to the case ID in Hap-E Search used for search and pre-workup requests.
  • Inquire with transplant center after transplantation to find out about customer satisfaction and potential problems.
  • TC supporting activities as required.

4) Communication/collabaration with stakeholders (internal and external)

  • Facilitate workup communication between international registry and DKMS Africa and inform TC about relevant steps throughout request initiation, TC information after information session with donor, physical examination, additional tube provision, study protocols (if applicable), donor clearance up to collection and transport • Request and obtain import/export permits timeously and send information to relevant parties. • Request and obtain customs clearance timeously and send information to relevant parties. • Organize courier services from company with trained personnel if not provided by international registry. • Assist with cryopreservation requests (obtain permission from international registry / DKMS DC, coordinate) if required. • Inform Finance after service completion so that medical aid reimbursement and outstanding payments can be handled • In case of cryopreservation: follow-up until product is used or take measures to ensure adequate handling of unused product. • Work closely with DKMS ZA stakeholders to manage the coordination of HLA typing, this includes hospitals, oncologists, clinical haematologists and DKMS international entities, ZA medical advisers and associated DKMS Labs. • Free Patient and Family Typing: Arrange process for local patient and/or family. • Free Sibling Typing: Arrange process for sibling living abroad with DKMS DE. • Work with the Team Lead to resolve any transplant centre complaints and respond as necessary • Collaborate with ATT and patient services to promote best outcomes for patients. • Collaborate with DR and Communications to ensure eligibility of patients access DR and Communications resources. • Build and maintain relationships with stakeholders, specifically Transplant Centres and Referral hospitals

5) Quality Management; Training and Registration

  • In case of product-related serious adverse events, collect information and ensure reporting to registry / DKMS DC providing the product and WMDA (if applicable).
  • Training of new users in the application of the registry software.
  • Support new users in the Hap-E Search registration process and in case of problems in the use of the software.
  • To assist in the creation and maintenance of departmental Standard Operating Procedures, as per required regulations.
  • Ad hoc activities including quality assurance and service improvement projects and any other duties as requested by the Team Lead: Patient Registry.

6) Compliance and ethical behaviour:

  • Ensure compliance with all standards, policies, procedures, and documentation requirements set by DKMS, registries, and regulatory authorities such as the Human Tissue Authority etc.
  • To comply with the organisation’s health and safety, confidentiality, data protection and other policies
  • To promote equality of opportunity and anti-discriminatory practices

EDUCATION, EXPERIENCE, AND KNOWLEDGE

  1. Relevant Bachelor’s Degree (or equivalent) or relevant vocational training.
  2. 2 plus years work experience, working in a high-pressure environment.
  3. Experience of working with large database/CRM systems.
  4. Ability to work in line with POPI and with an understanding of donor and patient confidentiality.
  5. Willingness to travel on occasions for training and workshops, both nationally and internationally.
  6. Experience within the medical field would be an added advantage
  7. Up to date with developments and learning in the field of stem cell donation.
  8. Knowledge of, or ability to understand, medical terminology, case-note documentation, medical history documentation.

SKILLS AND ABILITIES

  1. Relationship building
  2. Advanced English skills
  3. Exercise accuracy, attention to detail, confidentiality and act with a sense of urgency at all times
  4. Good IT skills, including use of MS Office (Outlook, Word, Excel and PowerPoint).
  5. Good knowledge of databases
  6. Planning and organising.
  7. Target and deadline driven 

CORE COMPETENCIES 

  1. Highest degree of empathy (tactfulness, friendliness, active listening, distinct empathy)
  2. Excellent interpersonal skills, including active listening skills and a good phone manner.
  3. High emotional resilience
  4. Very good organizational skills
  5. Excellent written and verbal communication skills.
  6. A strong team player.
  7. Customer service orientation.
  8. A high degree of sensitivity and empathy.
  9. Very proactive work ethic and ability to work on own initiative.
  10. Flexible approach with the ability to adapt to new and changing situations.
  11. Organisational knowledge and awareness.
  12. Willingness to become acquainted with a very specific discipline/branch of medical science.
  13. Strong passion for the DKMS mission and values

If you don’t hear from us within 10 business days after the closing date, please consider your

application unsuccessful.

Appointment will be made in line with our Employment Equity Plan, preference will be given to

Coloured and African Males, however, we encourage all persons from designated groups to apply.

Interested applicants are invited to submit their CV to [email protected]

CLOSING DATE: 12th July 2026

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