IVF Coordinator

The Fertility Institute of New Orleans•Metairie, LA

8d•Onsite

About The Position

The IVF Coordinator plays a critical role in guiding patients through their IVF journey by coordinating all administrative and clinical preparation for IVF, FET, egg freezing, and PGT cycles. This role works closely with physicians, nursing, embryology, billing, and outside laboratories to ensure patients are fully prepared, educated, financially cleared, and emotionally supported prior to treatment start. The ideal candidate is highly organized, compassionate, detail-oriented, and thrives in a fast-paced, deadline-driven healthcare environment.

Requirements

Current clinical licensure
Excellent interpersonal, written, and verbal communication skills
Ability to multitask in a fast-paced, deadline-driven environment
Strong computer skills and experience with electronic medical records
Willingness to work weekends, holidays, and on-call shifts as scheduled

Nice To Haves

Prior experience in Reproductive Endocrinology & Infertility (REI) and/or IVF

Responsibilities

Cycle Coordination & Scheduling Coordinate and schedule all IVF, FET, egg freezing, oncofertility, and PGT cycles
Schedule all checklist requirements (labs, saline sonograms, cultures, semen analysis, uterine sounding, etc.)
Track cycle starts, delays, and cancellations; document reasons when cycles do not proceed
Prepare and distribute physician-specific written protocols and cycle calendars prior to stimulation start
Patient Education & Communication Provide IVF checklists, educational materials, reminders, and written instructions
Register patients for appropriate online IVF education (EngagedMD)
Counsel patients on cycle plans, medication administration, and treatment timelines
Provide emotional support and maintain a positive, empathetic patient experience
Documentation & EMR Management Ensure all consents (IVF, ICSI, embryo cryopreservation, donor sperm, PGT, FET, etc.) are properly completed, witnessed, and uploaded into the EMR
Review charts and ensure all labs and documentation are current, especially for repeat cycles
Enter appropriate lab orders into eIVF and adhere to lab review SOPs
Monitor EMR correspondence and tasks throughout the workday and respond in a timely manner
Billing & Financial Coordination Initiate and track medication pre-authorizations
Confirm pre-certifications are completed prior to medication ordering
Maintain communication with the billing team to ensure financial clearance prior to cycle start
Direct patients to billing and notify billing of any protocol or cycle changes
Physician & Team Collaboration Meet regularly with physicians to review upcoming cycles and chart readiness
Confirm medications are ordered and written protocols are sent to patients
Work collaboratively with embryology and lab teams, including coordination of gamete transfers
Specialized Cycle Coordination Coordinate all PGT cycles, including lab coordination, genetic counseling referrals, and required documentation
Coordinate donor sperm cycles, ensuring all consents and delivery requirements are met
Assist with SART data collection, cycle outcomes tracking, and IVF scheduling databases
Team Support & Coverage Provide coverage for coordinator absences, vacations, or approved time off (travel may be required)
Attend required meetings, training, and professional development activities
Compliance & Professional Standards Maintain strict patient confidentiality and comply with all HIPAA regulations
Support the mission and values of the practice and uphold high standards of patient care