Gestational Carrier Program Admin Assistant/Case Manager

Job Description

Job Description

Come join CCRM Fertility, a global pioneer in fertility treatment, research, science, specializing in IVF, fertility testing, egg freezing, preimplantation genetic testing, third party reproduction and egg donation. As a member of CCRM Fertility’s diverse team of professionals, you will be a part of helping families grow and changing lives. We take pride in providing our employees with meaningful employment, a supportive culture, and a well-balanced personal & work life alignment. For more information, visit

What You Will Do: The Gestational Carrier (GC) Program Administrative Assistant/Case Manager demonstrates knowledge and skills in the coordination of administrative duties related to the third party reproduction team. The GC Program Administrative Assistant/Case Manager is one of the first people that will communicate with the patient, whether in person or on the telephone. This person will answer questions, provide general information, or may direct a patient to a person who can provide more specific information. This position reports to the GC Agency Director:

• Responsible for scheduling patients, accurately and in a timely manner.

• Responsible for maintenance of a patient’s electronic medical record (EMR), creating a chart in EMR, including updating patient demographic information, as needed.

• Responsible to send out medical releases, request and track incoming medical records and send those medical records for medical review.

• Responsible for scanning documents/past medical records into the patient’s EMR, organizing them and sending them to the medical review team.

• Responsible for notifying the manager of any missing documents or information.

• Responsible to track all GC applications and assist the patient with the application process, when needed.

• Responsible to collect insurance card information and work with insurance company for review of coverage for patient’s treatment plan.

• Responsible to conduct an FDA phone screen with patient.

• Responsible to answer the telephone and triage phone calls to the appropriate person in a timely manner.

• Responsible for preparing patient information packets and assisting patient in meeting their one-day workup appointments.

• Responsible for the mailings/letters to GC patients.

• Responsible to coordinate all initial phone inquiries from potential GC patients and forward them in a timely manner to the manager.

• Provide verbal and written information to potential new patients about CCRM and the services offered.

• Responsible to assist with travel plans for out of town GC applicants.

• Maintain positive relationships with other departments.

• Responsible to check email and voicemail frequently throughout the day and check postal mail and distribute appropriately.

• Assist with social media postings and marketing efforts

• Assist with planning and execution of GC events

• Other duties as assigned.

REQUIRED FUNCTIONS:

• No license required.

• High School diploma or GED required.

• Associates degree or Bachelor’s degree preferred.

• Administrative course work or prior experience preferred.

• Minimum of 1 year of customer service experience preferred.

• Previous medical receptionist experience preferred.

• Excel skills required.

• Strong computer skills, ability to use basic office equipment and have the ability to schedule patient appointments in an accurate and timely manner.

• Strong ability to follow procedures is essential.

• Must be organized, with a strong ability to multi-task, prioritize and have a strong attention to detail and a strong ability to utilize time efficiently.

• Must have a strong ability to act independently while under the supervision of the managers and physicians.

• Must have excellent customer service skills, exhibiting courteous, compassionate and respectful treatment of internal and external customers at all times.

• Must consistently display a positive attitude and flexibility in changing situations.

• Must have excellent communication skills and make it a priority to consistently communicate positively and professionally with all staff members and patients.

• Demonstrate the ability to be a team player and possess a willingness to perform duties that are assigned or delegated within a timely manner.

• Participate in identifying problems and suggesting solutions.

• Maintain confidentiality for all work information.

• Maintain strict confidentiality for all patient and clinic information, consistent with established security and confidentiality policies and HIPAA regulations at all times.

Working Conditions: The physical demands described here are representative of those which should be met, with or without reasonable accommodation (IAW ADA Guidelines), by an employee to successfully perform the essential functions of this job. This job operates in a professional office, clinical and/or laboratory setting. This role routinely uses standard office equipment such as computers, including computer keyboards and mice; telephones; photocopiers; scanners; filing cabinets. While performing the duties of this job, the employee will interact with others and ensure compliance with medical regulations, ethical guidelines, and organizational policies to maintain the highest standards of care and patient and staff safety.

CCRM’s Compensation: The salary range represents the national average compensation for this position. The base salary offered will vary based on location, experience, skills, and knowledge. The pay range does not reflect the total compensation package. Our rewards may include an annual bonus, flexible work arrangements, and many other region-specific benefits.

Pre-Employment Requirements: All offers of employment are conditional upon the successful completion of the CCRM Fertility onboarding process, including verification of eligibility and authorization to work in the United States. This employer participates in the E-Verify Program in order to verify the identity and work authorization of all newly hired employees.

Equal Employment/Anti-Discrimination : We are an equal-opportunity employer. In all aspects of employment, including the decision to hire, promote, discipline, or discharge, the choice will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.