IVF Coordinators
About The Position
CARE Fertility is seeking a dedicated and detail-oriented IVF Coordinator to guide patients through in-vitro fertilization (IVF) and frozen embryo transfer (FET) treatment cycles. The role coordinates clinical, administrative, and billing processes and requires strong organization, excellent communication, and a compassionate approach to patient care. The coordinator schedules treatment appointments, tracks clinical and administrative requirements, coordinates medications and consent forms, and confirms billing sign-offs. The position also supports different IVF and FET protocols, provides patients with instructions and resources, and coordinates additional procedures and care with relevant specialists. The role is based in Bedford, Texas.
Requirements
- At least 2 years of experience in a healthcare coordination role, preferably in fertility or reproductive medicine.
- Proficiency in Microsoft Excel, SharePoint, and electronic medical record (EMR) systems.
- Familiarity with IVF and FET processes, including clinical pre-cycle requirements, medication protocols, and billing procedures.
- Excellent verbal and written communication skills, with the ability to communicate compassionately with patients and collaborate with clinical and administrative teams.
- Strong organizational skills, meticulous attention to detail, and ability to manage multiple patient cases simultaneously.
- Ability to work collaboratively in a fast-paced environment with physicians, nurses, billing consultants, and lab staff.
- Ability to maintain patient confidentiality and adhere to HIPAA regulations.
- Flexibility to adapt to varying patient schedules and treatment plans.
- Willingness to learn and stay updated on fertility treatment protocols and procedures.
- Availability to work full-time, with potential for occasional extended hours to accommodate patient needs.
Nice To Haves
- Bachelor’s degree in a healthcare-related field or equivalent experience preferred.
- Experience with EngagedMD and CoverMyMeds is a plus.
Responsibilities
- Schedule patient appointments for IVF and FET cycles according to physician treatment plans and ensure pre-cycle clinical and administrative requirements are met.
- Maintain the CARE Fertility cycle tracker on SharePoint, including patient information, completion dates, sign-offs, and yearly tabs.
- Verify completion of clinical pre-cycle items, including diagnostic hysteroscopy, mock transfer, hormonal testing, infectious disease screening, genetic carrier screening, BMI/weight checks, cardiac clearance, and reproductive psychology consultations.
- Order medications according to physician treatment plans, submit prior authorizations, and arrange delivery to pharmacies that meet patient insurance requirements.
- Assign, track, and verify IVF and FET consent forms in EngagedMD, confirm patient and partner consent, and coordinate clinical reviewer sign-off.
- Confirm billing sign-offs and receipt of financial forms before scheduling treatment visits; direct patient financial inquiries to billing consultants.
- Coordinate IVF cycle types and FET cycles, and provide patients with injection instructions, calendars, and training videos.
- Schedule and coordinate CD138 and EMMA/ALICE biopsies, TESE, and cancer patient treatments; ensure checklist completion and coordinate with specialists such as urologists and oncologists.
- Communicate treatment plans, medication instructions, and appointment schedules clearly and compassionately while maintaining confidentiality and professionalism.
Benefits
- Competitive salary and comprehensive benefits package.
- Opportunity to make a meaningful impact on patients’ fertility journeys.
- Supportive and collaborative work environment with opportunities for professional growth.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
