LeMaitre — Donor Tissue Processing Workflow

Swimlane mapping of roles, forms, and systems across the end-to-end tissue lifecycle

Recovery Partner
Screening Staff
Processing Team
QA Staff
Medical Director
Finance
Sales
Form/Document
Activity/System
Role ↓ / Phase →
1Donor Screening
2Recovery & Intake
3DIN Assignment
4Tissue Processing
5Quality Review
6Eligibility & Sign-Off
7Inventory & Freezer
8Sales & Distribution
9Chart Closure
🏥
Recovery PartnerOPO / Recovery Org
Call screening line 1-855-277-6776 (24/7)
7033F
Tissue Recovery Form
Completed & sent with tissue; includes tissue types, ischemic times, technician info
7117F
Heart Request Form
If heart for valves — pathology, slides, return tissue requests
Submit authorization Upload to Partner Portal or email to TissueIn@lemaitre.com
Respond to queries Document corrections per 7043F requests
📞
Screening StaffLeslie / On-call
MS Form
Initial Screening Call Capture
25 questions: age, sex, COD, med hx, tissue accept/defer per type (HV, AI, FM, SV)
7060F
Donor Eligibility Criteria
10-page reference: 100+ conditions, accept/reject by tissue type
🔬
Processing TeamTommy's team
7002F
Tissue Receipt Report
Receipt of tissue & ppwk; links recovery partner ID → LMAT DIN
Verify shipment Acceptance criteria per SOP 1014G
Assign DIN Generate in RepliTracs; apply stickers to all docs & tissue
RepliTracs
Create folders S drive, labels, pre-approval status
7027F
Tissue Processing Form
Manual: measurements, images, supplies, lot #s — handwritten
7126F
Common Processing Form
Cross-processing activities; if no yield, documentation stops here
7148F
Equipment Selection Sheet
Equipment used + handwritten strip stapled to page 2
Spec Sheets
Quality Spec Sheets
7036F (SV), 7057F (AI), 7112F (Asc. Aorta), 7113F (PA), 7115F (Patch)
Yield determination Green folder = yielded, Red folder = discard
Google Sheet cols A–V
✅
QA StaffTim, Liza, Admin, RNs
7044F
Donor Chart Checklist
6 sections: receipt, procurement, processing, med records, lab testing, eligibility
7059F
Plasma Dilution Worksheet
Blood/colloid/crystalloid volumes; manual BV/PV calculations
7043F
Document Request Form
Query recovery partner for missing/corrected records
7073F
Donor Chart Notes
Free-text notes on donor chart
Synodex OCR review Reduce 200+ pg charts → 7–15 pg summaries; sepsis table
Synodex
Manual calculations Warm & cold ischemic time, fluid volumes
7096F
DocuSign Checklist
16-item checklist before sending to Medical Director
7121F
UK Eligibility Form
Supplemental UK screening (HTLV, prions, immunosuppressants, etc.)
7130F
Germany Checklist
Country-specific eligibility criteria
Eligibility forms Complete 7045F (Approval) & 7042F (Summary of Records)
DocuSign
Update systems Status → "Available" / "Finished Goods"
D365
Vitals
Freezer log entry Manual spreadsheet: location, slot
ISBT labeling T-codes assigned, barcodes generated
7092F
Allograft Distribution Form
Full release — all manually entered
Final release verification Package insert (7038F), spec sheets QA approved
Close donor chart Archive to Iron Mountain or retain if tissue pending
QA Q&A spreadsheet Admin completes; RNs decide review items
👨‍⚕️
Medical DirectorFinal sign-off
Review chart summary Synodex-generated summary (7–15 pages)
Sign eligibility 7045F (Donor Chart Approval) + 7042F (Summary of Records)
DocuSign
💰
FinanceRyan's team
Enter T-codes & billing Assess donor/tissue value; PO generation
D365
QURFA
Invoicing Scan docs → PDF → email to recovery partners every 2–3 days
Scrap/discard entries Manual removal from systems & freezer log
D365
📦
Sales TeamField reps
Browse available inventory Filter by tissue type, size, attributes
Vitals
D365
7105F
Request for Distribution
Select allograft for surgeon; completed in Vitals (field)
Generate shipment Bill of Lading; up to 4 tissues per shipper
Airspace / Quick Intl