IVF Coordinators

Job Description

Job Description

IVF CoordinatorLocation

Bedford, TX

Full-time

CARE Fertility is seeking a dedicated and detail-oriented IVF Coordinator to join our team. The IVF Coordinator plays a critical role in guiding patients through their in-vitro fertilization (IVF) and frozen embryo transfer (FET) treatment cycles, ensuring seamless coordination of clinical, administrative, and billing processes. This position requires strong organizational skills, excellent communication, and a compassionate approach to patient care.

• Patient Coordination : Schedule patient appointments for IVF and FET cycles based on physician treatment plans, ensuring all pre-cycle clinical and administrative requirements are met.

• Tracker Maintenance : Update and maintain the CARE Fertility cycle tracker on SharePoint, inputting patient information, updating completion dates for diagnostic tests, medications, consents, and billing sign-offs, and creating new yearly tabs as needed.

• Pre-Cycle Checklist Management : 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 third-party reproductive psychology consultations.

• Medication Coordination : Order medications based on physician treatment plans, submit prior authorizations through platforms like CoverMyMeds, and ensure medications are sent to the appropriate pharmacy per patient insurance requirements.

• Consent Management : Utilize EngagedMD to assign, track, and verify completion of IVF and FET consent forms, ensuring both patient and partner provide informed consent and coordinating with clinical reviewers for sign-off.

• Billing Coordination : Confirm billing sign-offs with billing consultants to ensure patients are paid in full and financial forms are received before scheduling treatment cycle visits, while directing patient financial inquiries to billing consultants.

• Cycle-Specific Support : Coordinate various IVF cycle types (Effortless IVF, Lupron Flare, hCG Trigger, Lupron Trigger) and FET cycles (Traditional, Effortless, Modified Natural, Lupron Down Reg), providing patients with injection instructions, calendars, and training videos.

• Additional Procedures : Schedule and coordinate procedures such as CD138 and EMMA/ALICE biopsies, testicular sperm extraction (TESE), and cancer patient treatments, ensuring all checklist items are completed and coordinating with relevant specialists (e.g., urologists, oncologists).

• Patient Communication : Provide clear and compassionate communication to patients regarding their treatment plans, medication instructions, and appointment schedules, while maintaining confidentiality and professionalism.

• Education : Bachelor’s degree in a healthcare-related field or equivalent experience preferred.

• Experience : Minimum of 2 years of experience in a healthcare coordination role, preferably in fertility or reproductive medicine.

• Technical Skills : Proficiency in Microsoft Excel, SharePoint, and electronic medical record (EMR) systems; experience with EngagedMD and CoverMyMeds is a plus.

• Knowledge : Familiarity with IVF and FET processes, including clinical pre-cycle requirements, medication protocols, and billing procedures.

• Communication : Excellent verbal and written communication skills, with the ability to interact compassionately with patients and collaborate effectively with clinical and administrative teams.

• Organization : Strong organizational skills with meticulous attention to detail and the ability to manage multiple patient cases simultaneously.

• Teamwork : 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.

• 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.

CARE Fertility is a leading fertility practice committed to providing personalized, compassionate care to patients pursuing their dreams of parenthood. Our team of experienced professionals works together to deliver exceptional outcomes through advanced reproductive technologies and patient-centered support.