Position Overview:
We are seeking a dedicated and empathetic Third Party Coordinator to join our dynamic fertility team. This role is central to facilitating third-party reproduction journeys, including egg/sperm donation and gestational surrogacy. The ideal candidate will be a highly organized, compassionate, and proactive professional who serves as the crucial link between intended parents, donors, gestational carriers, and the clinical team. You will be responsible for ensuring seamless coordination, strict compliance, and exceptional support throughout the entire treatment cycle.
Key Responsibilities:
1. Patient & Third-Party Coordination
- Act as the primary point of contact and liaison for egg/sperm donors, gestational carriers, and intended parents.
- Coordinate all necessary screenings, medical tests, and psychological counseling sessions for donors and carriers, adhering to FDA regulations and clinic policies.
- Provide comprehensive education and guidance on IVF/FET protocols, medication administration, and treatment procedures.
2. Clinical Cycle Management
- Proactively schedule and manage all medical appointments, including lab tests, ultrasounds, and procedures for donors and carriers.
- Meticulously track medication schedules, cycle timing, and monitoring appointments to ensure protocol adherence.
- Communicate any cycle changes, updates, or critical alerts promptly to IVF physicians, nurses, and laboratory staff.
- Ensure all cycle-related documentation is complete, accurate, and properly filed within the Electronic Medical Record (EMR) system.
3. Compliance & Legal Coordination
- Maintain strict confidentiality and uphold HIPAA compliance for all patient and third-party information.
- Collaborate with legal teams and intended parents to facilitate the execution of contracts, informed consents, and documentation for parental rights establishment.
- Ensure all activities comply with regulatory and institutional policies, including FDA guidelines for tissue donation and local regulations.
4. Administrative Duties
- Maintain and update confidential donor and carrier databases and records.
- Prepare detailed cycle summaries, lab reports, and billing documentation for internal and external use.
- Track and process payments, stipends, and expense reimbursements for third-party participants.
- Assist in compiling data for reporting metrics and support quality improvement initiatives.
5. Patient Advocacy & Support
- Provide empathetic emotional support and facilitate referrals to counseling services when needed.
- Address questions, concerns, or complications promptly, professionally, and with the utmost sensitivity.
- Act as a dedicated advocate and communication bridge between patients/third parties and the clinical team to ensure a clear, supportive, and positive experience.
Qualifications and Skills:
- Bachelor’s degree in Nursing, Biology, Public Health, or a related field preferred.
- Previous experience in a fertility clinic, women's health, or a related clinical coordination role is highly desirable.
- Strong understanding of IVF processes, third-party reproduction, and associated medical terminology.
- Exceptional organizational, time-management, and multitasking skills with a keen attention to detail.
- Excellent interpersonal and communication skills, with the ability to interact compassionately with individuals in sensitive situations.
- Proficiency with Electronic Medical Records (EMR) and standard office software.
- Demonstrated knowledge of HIPAA regulations and a strong commitment to patient confidentiality.
Job Type: Full-time
Pay: $19.00 - $30.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
