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Air and Ground Transportation (1.10)

Air and Ground Transportation (1.10) - Policies, Administrative, UWHC, Department Specific, UW Organ and Tissue Donation

1.10



POLICY
Established Date: May 2012
Effective Date: January 2018
Title: Air and Ground Transportation Policy Number: 1.10

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 1 of 3
PURPOSE

The purpose of this policy is to define transportation options for University of Wisconsin Organ and Tissue
Donation (UW OTD) staff and non-local recovery teams.

POLICY

Identifying Transportation Service Providers
A. UW OTD leadership will identify transportation service providers that will meet the needs of the
organization as well as meet industry standards relating to travel.
B. When necessary, a Request For Information (RFI) will be sent to qualified transportation service
providers to evaluate the provider.
C. UW OTD leadership will assess service providers based on criteria.
D. UW OTD leadership will approve all service providers.
E. The service providers will notify UW OTD of any relevant and applicable changes or updates.

Transportation Options
A. UW OTD organ recovery teams will use a turbo prop for all flights less than 400 nautical miles in
one direction. In the event there is no turbo prop available for the flight, a jet may be used.
B. UW OTD organ recovery teams will use a service provider such as NORA, a UW OTD fleet car, a
taxi, or an emergency vehicle for ground travel.
C. Lights and sirens in a state approved emergency vehicle will be used in the following situations:
1. A solid thoracic organ intended for transplant is being transported.
2. Traveling to a donor hospital when a medically eligible donor is unstable and there is the
potential for loss of organs for transplantation as determined by the recovering surgeon
and/or UW OTD medical director on call (MOC).
3. When a Donation after Circulatory Death (DCD) liver intended for transplantation is
being transported.
4. Traveling from a donor hospital when organ function is compromised for transplantation
due to an unacceptable amount of cold ischemic time as determined by the recovering
surgeon and/or UW OTD MOC.
D. Visiting transplant teams will be responsible for arranging their own air transportation.
E. UW OTD staff will be responsible for ensuring that non-local recovering teams have
transportation to and from the local airport per UNOS Policy 16.7.A.



POLICY
Established Date: May 2012
Effective Date: January 2018
Title: Air and Ground Transportation Policy Number: 1.10

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 2 of 3
F. If deceased donor kidneys and associated tissue typing materials are shipped without any other
organs, then UW OTD is responsible for all transportation costs per UNOS Policy 16.7.B.
G. For all non-renal organs and tissue typing materials from deceased or living donors, including
kidney-pancreas, transportation costs are the responsibility of the transplant center receiving the organ. If
an organ or tissue typing material is forwarded to another transplant center for any reason, the transplant
center that finally receives the organ or tissue typing material is responsible for transportation costs unless
otherwise agreed upon by the parties involved per UNOS Policy 16.7.D.
Transportation for Donation Support Specialist (DSS) Staff
H. DSS staff will use discretion when selecting a travel method that is safe and appropriate on a
case by case basis. The following guidelines will be followed when possible:
1. DSS staff will use a service provider such as NORA for travel outside of Dane county or
within Dane country during inclement weather.
2. DSS staff will use a UW OTD fleet car, a rental car, or a personal vehicle for work-related
travel within Dane county on a case by case basis. UWHC Policy 1.14 and UWHC Policy
1.17 will be followed if using a rental car or personal vehicle that requires
reimbursement.
3. DSS staff may travel by air in unique circumstances. The AOC will approve all air travel
on a case by case basis.
4. DSS staff will make their own travel arrangements when possible.
5. Any variances in travel arrangements will be discussed with the AOC in advance or as
soon as it is possible.

Transportation Options for All Other Staff
I. UW OTD staff will use a UW OTD fleet car, a rental car, or a personal vehicle for work related
travel. UWHC Policy 1.14 and UWHC Policy 1.17 will be followed if using a rental car or personal
vehicle that requires reimbursement.
J. UW OTD staff may require air travel which will be approved by the AOC on a case by case basis.
K. In the event of inclement weather, UW OTD staff will contact their respective manager or the
AOC to discuss alternative travel.

REFERENCES

UWHC Policy 1.14
UWHC Policy 1.17



POLICY
Established Date: May 2012
Effective Date: January 2018
Title: Air and Ground Transportation Policy Number: 1.10

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 3 of 3
UNOS Policy 16.7.A
UNOS Policy 16.7.B
UNOS Policy 16.7.D