IVF Coordinator

Job DetailsJob Location: FINO Metairie - Metairie, LA 70001 IVF Coordinator Location: Metairie Department: Nursing Reports To: Nurse Team Leader & Nursing Manager Schedule: Full-time; includes weekends, holidays, and on-call as scheduled Position Overview 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.

Key Responsibilities:

Cycle Coordination & Scheduling 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 Patient

Education:

& Communication Provide IVF checklists,

education:

al materials, reminders, and written instructions Register patients for appropriate online IVF

education:

(EngagedMD) Counsel patients on cycle plans, medication administration, and treatment timelines Provide emotional support and maintain a positive, empathetic patient

experience:

• Documentation & EMR Management 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 Billing & Financial Coordination 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 Physician & Team Collaboration 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 Specialized Cycle Coordination 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 Team Support & Coverage Provide coverage for coordinator absences, vacations, or approved time off (travel may be required) Attend required meetings, training, and professional development activities Compliance & Professional Standards 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

Required Qualifications:

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

Preferred Qualifications:

Prior

experience:

in Reproductive Endocrinology & Infertility (REI) and/or IVF Physical & Work

Requirements:

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.