IVF Coordinator

Overview

Location:

Metairie

Department:
Nursing

Reports To:

Nurse Team Leader & Nursing Manager

Schedule:

Full-time; includes weekends, holidays, and on-call as scheduled

The IVF Coordinator plays a critical role in guiding patients through their IVF journey by coordinating all administrative and clinical preparation for IVF, FET, egg freezing, and PGT cycles. This role works closely with physicians, nursing, embryology, billing, and outside laboratories to ensure patients are fully prepared, educated, financially cleared, and emotionally supported prior to treatment start.

The ideal candidate is highly organized, compassionate, detail-oriented, and thrives in a fast-paced, deadline-driven healthcare environment.

• Coordinate and schedule all IVF, FET, egg freezing, oncofertility, and PGT cycles
• Schedule all checklist requirements (labs, saline sonograms, cultures, semen analysis, uterine sounding, etc.)
• Track cycle starts, delays, and cancellations; document reasons when cycles do not proceed
• Prepare and distribute physician-specific written protocols and cycle calendars prior to stimulation start

• Provide IVF checklists, educational materials, reminders, and written instructions
• Register patients for appropriate online IVF education (Engaged
  
  MD)
• Counsel patients on cycle plans, medication administration, and treatment timelines
• Provide emotional support and maintain a positive, empathetic patient experience

• Ensure all consents (IVF, ICSI, embryo cryopreservation, donor sperm, PGT, FET, etc.) are properly completed, witnessed, and uploaded into the EMR
• Review charts and ensure all labs and documentation are current, especially for repeat cycles
• Enter appropriate lab orders into eIVF and adhere to lab review SOPs
• Monitor EMR correspondence and tasks throughout the workday and respond in a timely manner

• Initiate and track medication pre-authorizations
• Confirm pre-certifications are completed prior to medication ordering
• Maintain communication with the billing team to ensure financial clearance prior to cycle start
• Direct patients to billing and notify billing of any protocol or cycle changes

• Meet regularly with physicians to review upcoming cycles and chart readiness
• Confirm medications are ordered and written protocols are sent to patients
• Work collaboratively with embryology and lab teams, including coordination of gamete transfers

• Coordinate all PGT cycles, including lab coordination, genetic counseling referrals, and required documentation
• Coordinate donor sperm cycles, ensuring all consents and delivery requirements are met
• Assist with SART data collection, cycle outcomes tracking, and IVF scheduling databases

• Provide coverage for coordinator absences, vacations, or approved time off (travel may be required)
• Attend required meetings, training, and professional development activities

• Maintain strict patient confidentiality and comply with all HIPAA regulations
• Support the mission and values of the practice and uphold high standards of patient care

• Current clinical licensure
• Excellent interpersonal, written, and verbal communication skills
• Ability to multitask in a fast-paced, deadline-driven environment
• Strong computer skills and experience with electronic medical records
• Willingness to work weekends, holidays, and on-call shifts as scheduled

• Prior experience in Reproductive Endocrinology & Infertility (REI) and/or IVF

• Ability to remain stationary approximately 50% of the time
• Ability to move throughout the office to access files, equipment, and patient areas
• Ability to lift up to 10 pounds
• Ability to operate standard medical and office equipment

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.