IVF Coordinator

ESSENTIAL FUNCTIONS:

(In compliance with the American with Disabilities Act, ADA, this description identifies the essential components of the job required to be performed with or without reasonable accommodations. Requests for reasonable accommodations to facilitate the performance of these essential functions will be given careful consideration.)

Essential Functions:

1. Coordinate and schedule all IVF/FET cycles:
   1. Schedule patients for all appointments necessary for the completion of the IVF checklist (labs, saline sonogram, cultures, uterine sounding, SA, etc.).
   2. Responsible for who is starting and when, and if not starting, documenting why. Provide written protocol specific schedule for patient up to time of gonadotropin start.
   3. Register Patients for appropriate Online IVF class Engaged MD.
   4. Provide patients with all necessary educational materials; Including Patient Handbook, IVF checklist, reminders, and complementary services (genetic counselor, nutritionist, social worker).
   5. Ensure patient cycle medication pre-certification is initiated with Pre-cert coordinator. Confirm pre-certification is completed prior to calling in medications.
   6. Maintain channel of communication with finance department regarding patients financial clearance for IVF cycle prior to GND start. Alert finance coordinator of any changes in protocol or cycle status
   7. Schedule and review IVF checklist with patient to determine if completed
      1. Advise RN when chart is ready for final review and sign off
      2. Adhere to lab review SOP
      3. Enter proper lab orders into resource when scheduling patient for checklist screening
      4. Make sure all labs are current if patient cycling again
      5. If checklist not completed: track down labs, determine if they were drawn, etc.
   8. Distribute all necessary consents (IVF, ICSI, Embryo cryo, donor sperm, PGT, FET, etc.) and adhere to all policies for proper consent witnessing and processing. Counsel patients that consents should be completed prior to GND start.
   9. Arrange weekly IVF meeting with physician team for case review
      1. Prepare a list of patients to be discussed, both upcoming and in cycle, any problem or unusual case
      2. Enter data in resource chart:
         1. Protocol information
         2. Medication dosage established and documented
         3. TESE and other urology parameters reviewed by TESE Team
         4. Additional Details noted- med clearance, anesthesia clearance, MFM, outside referrals, etc.king environment
2. Responsible for RESource entries of any special cycle requirements and diagnosis as determined by physician at case review.

3. Coordinate with urology team and embryology managers regarding any IVF cycles requiring TESE

   1. Transfer all relevant data regarding male patient onto resource stimulation chart including order of plan for cases, anesthesia use, etc.

4. Meet regularly and work collaboratively with nursing staff to:

   1. Review upcoming IVF cycle
   2. Check charts for completion
   3. Make certain medications have been called in or prescriptions have been given to patient
   4. Confirm written protocol instructions for cycle have been prepared and sent to patient

5. Assist patients with understanding of ordering process when using donor sperm for their IVF cycles :

   1. Ensure patient has been given appropriate donor sperm ordering information and consents, and that patient receives instructions to return them prior to the delivery of donor sperm.

6. Provide emotional support to patients when speaking with them.

7. Create and maintain IVF database (IVF Scheduler). Review of starts should be done on a weekly basis to ensure accuracy and proper patient follow up.

8. Collaborate with team to collect pregnancy and cycle outcomes for SART Coordinator in the maintenance of SART data and statistics.

9. Coordinate all aspects of PGT cycles:
   1. Schedule patient/partner for pre-screening.
   2. Establish and maintain contacts with relevant labs
   3. Schedule cycle according to embryology lab guidelines
   4. Provide patient with appropriate consents
   5. Provide appropriate paperwork to PGT lab
   6. Refer patients to genetic counselor as needed
10. Coordinate all Egg Freezing cycles, including oncofertility cases.
    1. Schedule patients for checklist requirements
    2. Schedule cycle according to embryology lab guidelines
    3. Provide patients with appropriate consents
    4. Register patients for appropriate online class
    5. Work collaboratively with Extend Fertility, when necessary
11. Participate in the orientation of new IVF coordinators; Attend team meetings for updates
12. Work collaboratively with lab team to facilitate the transfer in of gametes to our embryology lab

CONFIDENTIAL AND SENSITIVE INFORMATION:

• Maintain patient confidence and protect operations by keeping all patient information confidential.

SCOPE OF FINANCIAL RESPONSIBILITY:

• Cooperate with all practice billing and reimbursement policies, especially by confirming that the correct referral/authorization for treatment and insurance verification sticker are in patients chart.
• Direct patients starting treatment to patient accounts department.
• Participate in cost containment by appropriate use of medical & office supplies, and other budget requirements as communicated by practice management.

EDUCATION/EXPERIENCE/PERFORMANCE FACTOR REQUIREMENTS:

• 4 year Bachelors Degree preferred
• Ability to access, input, and retrieve information from a computer.
• High level of listening skills. Ability to communicate accurately and concisely.
• Aptitude to work independently and demonstrate good judgment
• Knowledge of office procedure and office machines (i.e. computer, fax, copier, etc.).

PERSONAL ATTRIBUTES:

Interpersonal Skills

• Is enthusiastic and maintains a positive attitude.
• Develops positive working relationships with colleagues, promoting team spirit.
• Uses tact and skill in confronting difficult interpersonal situations; avoids unnecessary conflict.
• Works well with diverse personalities.
• Wins cooperation from others.

Work Ethic

• Exhibits honesty and integrity and develops trust.
• Volunteers for work when unassigned and makes productive use of unassigned time.
• Is a self-starter.
• Demonstrates a professional attitude and commitment and is an example to colleagues.
• Uses knowledge, experience, common sense and the highest ethical standards in dealing with sensitive situations.
• Follows through on commitments.
• Accepts share of less desirable assignments.

Leadership

• Demonstrates maturity, poise, and self-confidence in dealing with patients, physicians, management and staff.
• Is an effective role model.
• Takes responsibility for work product and demonstrates reliability.
• Communicates in a clear, confident, and effective manner.
• Deals effectively with stress and frustration.
• Earns respect of patients, physicians, management, and colleagues.
• Champions the mission and shared values through demonstrated action.
• Develops and is open to innovative ideas, approaches and viewpoints.
• Recognizes change as an opportunity to grow.
• Manages conflicting personal and professional requirements.
• Seeks opportunity to mentor colleagues as appropriate.

Writing Skills

• Communication is concise, well-organized, includes significant issues.

Speaking Skills

• Exhibits confidence and willingness to effectively communicate with patients, physicians, management and colleagues. Has refined verbal communication skills.

Presence

• Demonstrates maturity, poise, and self-confidence.
• Earns the professional respect of others.
• Dress, neatness of grooming, etc, projects an image of a competent professional.
• Shows pride in and actively promote its reputation, physicians and services.

Initiative & Motivation

• Acknowledges responsibility to ensure that assignments are satisfactorily completed.
• Demonstrates a personal commitment to her own professional development.
• Is a self-starter.
• Actively seeks out additional responsibilities; Persistent in overcoming obstacles.
• Responsive to formal and informal feedback.
• Is interested in opportunities within the Practice.
• Demonstrates energy, stamina, drive, and enthusiasm and is willing to work long hours when necessary.
• Understands her own strengths and weaknesses and, with the help of others, undertakes a program of self-development.

Teamwork

• Strong team player with a positive attitude toward the job and work being performed.
• Wins cooperation from others.
• Shows integrity, honesty, openness, and tact in dealing with others.
• Is proactive in developing relationships within the department and with other departments.
• Places team before individual goals and contribute to a positive working environment.

ADDITIONAL JOB SPECIFICATIONS:

Physical Requirements:

• Intermittent physical activity including walking, standing, sitting, lifting, and supporting patients. Grasping and feeling are necessary body movements.
• Sensory requirements of speech, touch, vision, and hearing to normal range, with or without correction.

Mental Requirements:

• Must have the ability to perform concentrated and complex mental activity.
• Must have the ability to work successfully under stressful conditions, and must be capable of adapting to varying workloads and work assignments on a frequent basis.
• Must have the ability to make sound, independent judgments, and also be able to collaborate with other multidisciplinary team members in an appropriate fashion.
• Must have the ability to comprehend and perform oral and written instructions.
• Must have effective reading and comprehension skills.
• Must have strong communication skills, written and verbal to work with and/or care for people of all professional and social levels.

Environmental Conditions:

• Will work in an inside environment with temperature control.
• Some electrical hazards working with equipment. Some examples of equipment used are computer terminal, calculator, copy machine, fax machine, telephone, and patient care items requiring electricity.
• Some overtime maybe required.
• Work routines/schedules are occasionally subject to change on short notice.

All RMA LIIVF employees must perform their respective functions to ensure the patient has the most positive experience at every point of contact with our practice.

This job description is not meant to be an all-inclusive statement of every duty and responsibility required by the jobholder. RMA LIIVF hopes each jobholder can react to reasonable change productively and handle other tasks assigned.

RMA LIIVF is a multi-site practice. There may be times you are requested to participate in assignments at other locations. Without causing undue hardship or significant personal inconvenience, RMA LIIVF proposes a solid team approach to our availability regarding the need and development of all our office locations.

This document does not create an employment contract, implied or otherwise, other than an at will relationship.

Salary : $21 - $23