Clinical Coordinator

The Clinical Coordinator serves as a primary liaison for patients throughout their fertility journey, ensuring a seamless, supportive, and high-quality care experience. This role coordinates clinical services, manages patient communication, and collaborates closely with physicians, nurses, embryologists, financial counselors, and administrative teams to ensure efficient and compliant care delivery. The Clinical Coordinator is responsible for guiding patients through treatment plans, coordinating required testing and documentation, and maintaining accurate records within the electronic medical record (EMR). This position requires strong organizational skills, attention to detail, sound judgment, and the ability to communicate complex medical information with clarity and compassion. Key Responsibilities Provide compassionate, patient-centered support and deliver an exceptional customer service experience. Serve as a primary point of contact for patients, responding promptly and professionally to inquiries via phone, email, and in person. Coordinate and schedule appointments, procedures, and required pre-cycle testing. Educate patients on treatment protocols, medication administration (including injections), timelines, and follow-up care requirements. Ensure all required consents, documentation, and pre-treatment requirements are completed in accordance with clinic protocols and regulatory standards. Accurately document patient interactions, care plans, and clinical updates within the EMR. Proactively follow up on pending labs, imaging, financial clearance, and outstanding requirements to prevent delays in treatment. Communicate changes in treatment plans, scheduling, or requirements clearly and efficiently to all relevant parties. Collaborate effectively with physicians and multidisciplinary team members to support individualized treatment plans. Maintain strict confidentiality and compliance with HIPAA, professional standards, and applicable regulations. Provide appropriate referrals and community resources when needed. Maintain accurate and timely entry of all required SART data, including patient demographics, cycle information, retrievals, fertilization, embryo development, transfers, and outcomes, in accordance with SART reporting standards and deadlines. Track and document pregnancy outcomes, including positive pregnancy tests, ultrasounds, fetal heart activity, pregnancy progression, and final outcomes (live birth, miscarriage, ectopic, or other outcomes). Perform regular audits and reconciliation of SART data against the EMR, lab systems, and internal reports to ensure accuracy, completeness, and regulatory compliance. Ensure timely submission of data required reports to SART, CDC, and other regulatory bodies, maintaining compliance with all accreditation and reporting requirements. Support internal reporting and quality initiatives by providing accurate cycle and outcome data for performance tracking, accreditation, and operational review. Qualifications Minimum of 1 years of experience in a healthcare setting required; fertility or reproductive medicine experience strongly preferred. Demonstrated ability to deliver exceptional patient service in a fast-paced clinical environment. Strong organizational and time-management skills with the ability to manage multiple patients and priorities simultaneously. Excellent verbal and written communication skills with the ability to explain complex medical information clearly and empathetically. Experience in care coordination, case management, or patient navigation preferred. Proficiency in electronic medical records and related systems, including Microsoft Office, Google Workspace, DocuSign (or similar platforms), and secure electronic fax systems. Ability to interpret laboratory reports, clinical documentation, and data with accuracy and attention to detail. Self-motivated, accountable, and able to work both independently and collaboratively within a multidisciplinary team. Professional and composed presence with the ability to navigate sensitive conversations thoughtfully and respectfully. #J-18808-Ljbffr Ultimate Staffing