IVF Navigator - Reproductive Medicine Clinic

OU Health•Oklahoma City, OK

About The Position

The IVF Navigator is primarily responsible for overseeing the planning and coordination of patients for IVF and related procedures, including meeting all FDA regulations for third-party conception. This role involves coordinating and scheduling all Assisted Reproductive Technology (ART) patient appointments, serving as the primary coordinator for each patient’s ART plan of care, and ensuring seamless scheduling of procedures, medications, diagnostic testing, and required pre-procedure evaluations. The navigator proactively tracks patient progress, confirms completion of required testing and clearances, coordinates prescription orders, and maintains professional, supportive relationships with patients through frequent communication. They also order routine laboratory testing, monitor results, ensure compliance with FDA requirements for third-party reproduction, and serve as a patient liaison among various medical personnel. Additionally, the IVF Navigator observes patient status, communicates findings to physicians, completes and maintains ART documentation in the electronic health record (Epic), and provides exceptional service to patients and their families.

Requirements

High School Diploma or GED required
At least 3 years providing administrative support to IVF patients required
Proficient use of Microsoft Excel and Word to support documentation, data management, reporting, and administrative tasks.
Strong understanding of HIPAA regulations with the ability to maintain compliance in all activities.
Ability to support patients in stressful situations.
Strong knowledge of reproductive health terminology and processes.
Strong understanding of financial practices in the reproductive health discipline including insurance and patient paid expenses.

Responsibilities

Coordinates, schedules, and manages all Assisted Reproductive Technology (ART) patient appointments, including in vitro fertilization (IVF), egg freezing, frozen blastocyst transfers, egg and embryo donation, gestational carrier cycles, and fertility preservation.
Serves as the primary coordinator for each patient’s ART plan of care, ensuring seamless scheduling of procedures, medications, diagnostic testing, and required pre‑procedure evaluations in alignment with clinical protocols.
Proactively tracks patient progress and follows up to confirm completion of all required testing, documentation, and clinical clearances prior to scheduled procedures.
Coordinates the ordering of prescriptions with the in‑clinic pharmacy team and confirms timely medication delivery with patients to support cycle readiness.
Establishes and maintains professional, supportive relationships with patients by providing frequent communication regarding treatment plans, timelines, and expectations via phone, MyChart, and virtual visits.
Responds promptly and professionally to patient phone calls, voice messages, and electronic communications to ensure timely access to information and continuity of care.
Orders routine laboratory testing, medications, and hormone therapies per physician orders and insurance protocols, and monitors results to ensure clinical appropriateness and follow‑up.
Ensures compliance with FDA requirements for third‑party reproduction by verifying that all required appointments, testing, documentation, and timelines are met prior to treatment initiation.
Serves as a patient liaison among physicians, consulting specialists, embryologists, and Endocrine/Andrology laboratory personnel to facilitate coordinated, patient‑centered care.
Observes patient status, assesses concerns or changes in condition, and communicates relevant findings to supervising physicians to support safe and effective clinical decision‑making.
Completes and maintains all required ART documentation within the electronic health record (Epic), including episodes of care, REI cycle details, treatment checklists, and related clinical records.
Provides exceptional service to patients and their families providing a best-in-class experience.
Performs other duties as assigned.