The Third-Party Administrator plays a critical role in supporting the seamless operation of our fertility clinic and surrogacy coordination efforts, in conjunction with Hatch, our surrogacy agency partner. This position is designed to manage a significant portion of the administrative workload related to patient treatment cycles, allowing IVF coordinators to focus more on providing personalized and specialized care to Intended Parents (IPs), Surrogates (SURRs), and Egg Donors (EDs). Responsibilities include managing documentation, communications, and coordinating with external agencies. This role is essential for ensuring that each step of the patient’s journey is handled with efficiency, accuracy, and care, contributing to the overall success of fertility treatments and surrogacy arrangements while mitigating potential risks and ensuring compliance with all relevant guidelines and regulations.
Primary Responsibilities
Comprehensive Agency Liaison:
- Serve as the main point of contact for Hatch and other agencies, overseeing the collection, review, and management of records and profiles for potential donors and surrogates. Maintain clear, timely, and accurate communication to ensure all parties are well-informed.
Thorough Medical Document Coordination:
- Facilitate and support the distribution of medical records and profile reviews from potential donors and surrogates to our medical staff, ensuring all documents are up-to-date and accurate. Communicate promptly with agencies regarding the status of approvals or denials.
Detailed Document Management:
- Ensure the accurate processing and entry of all matching documents into the ED/SURR chart, maintaining strict attention to detail and a high standard of accuracy.
Efficient Financial Clearance Coordination:
- Partner and collaborate with the billing department to facilitate the financial clearance of matches, ensuring that donors/surrogates are promptly cleared. Coordinate with scheduling to book necessary medical screening appointments. Note: This responsibility does not apply to Hatch.
Proactive Medical Screening Tracking:
- Oversee all medical screening results, ensuring that medical clearances are obtained and communicated to agencies in a timely manner.
Diligent Legal Clearance Request and Coordination:
- Liaise with Hatch and other agencies to request and track legal clearances, updating the IVF coordinator on the status of ED/SURR’s medical and legal clearances. Ensure all legal documentation is entered into the patient’s chart upon receipt.
Monitoring Visit and Communication Coordination:
- Update Hatch, other agencies / partners, and IPs on ED/SURR monitoring visit outcomes and subsequent appointments, ensuring all communications are conducted post-review of labs and treatment plan finalization by the IVF coordinator.
Medication Coordination:
- Send medications per MD order to the pharmacy.
Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Minimum Education/Experience
- A deep understanding of clinical workflows and EMR systems, specifically nAble
- Excellent customer service
- Excellent interpersonal and communication skills to facilitate effective training and collaborative teamwork
- Experience in medical protocol development and implementation
- Ability to work independently and lead initiatives in a complex, dynamic environment
- Medical Assistant preferred
Job Type: Full-time
Pay: $27.00 - $35.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Application Question(s):
- Do you have a Medical Assistant Certification?
Experience:
- IVF Third Party Administration: 1 year (Preferred)
Ability to Commute:
- Los Angeles, CA 90024 (Required)
Ability to Relocate:
- Los Angeles, CA 90024: Relocate before starting work (Required)
Work Location: In person
