Fertility IVF Care Coordinator

About the role

The role of Fertility Care Coordinator at RMA of New York is a full-time position available immediately. The location will be determined post-training and will be located at one of our four practice locations: Eastside, Westside, Downtown, or Brooklyn. The schedule is Monday through Friday, between 8:00 AM to 6:00 PM Eastern Time. Compensation is $23.08 per hour (commensurate with experience).

Responsibilities

• Collapse
  • Coordinate and schedule all IVF/FET cycles
  • Schedule patients for all appointments necessary for the completion of the IVF/EF checklist (labs, saline sonogram, cultures, uterine sounding, SA, etc.)
  • Ensure patient cycle medication pre-certification is initiated with patient services or financial coordinator
  • Confirm precertification completed for medications
  • Maintain channel of communication with finance department regarding patient financial clearance for IVF cycle prior to GND start; Alert finance department of any changes in protocol or cycle status
  • Schedule and review IVF checklist with patient to determine if completed; identify lab completion and ensure recent completion
  • Adhere to lab review SOP
  • Advise RN when chart is ready for final review
  • Distribute all necessary consents (IVF, cryo, donor sperm, assisted hatching, ICSI, FET, etc.) and adhere to all policies for proper consent witnessing and processing
  • Counsel patients that consents should be completed at IVF class or no later than by GND start
  • Arrange IVF meeting with physicians and IVF nurse for case review: Prepare a list of patients to be discussed, both upcoming and in cycle, any problem or unusual case
  • Enter data in EMR chart
  • Responsible for EMR entries of any special cycle requirements and diagnosis as determined by physician and/or Nurse at case review
  • Collaborate with urology team and embryology regarding any IVF cycles requiring TESE
  • Transfer all relevant data regarding male patient onto EMR stimulation chart
  • Attend TESE team meetings
  • Meet regularly and work collaboratively with nursing staff to: Review upcoming IVF cycle, check charts for completion, confirm written protocol instructions for cycle have been prepared and sent to patient
  • Aid patients with understanding of ordering process when using donor sperm for their IVF cycles: 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
  • Provide emotional support to patients when speaking with them
  • Create and maintain IVF database (IVF Scheduler)
  • Collaborate with Research Data Coordinator in the maintenance of SART data and statistics; function as back-up person to Research Data Coordinator when Research Data Coordinator is unavailable or on vacation
  • Coordinate all aspects of PGT cycles: Schedule patient/partner for pre-screening, if required; Establish contacts with relevant labs; Schedule cycle according to embryology lab guidelines; Provide patient with appropriate consents; Provide appropriate paperwork to PGT lab
  • Assist with the coordination of Egg Freezing Patients: Schedule patients for pre-screening, if required; Schedule cycle according to embryology lab guidelines; Provide patients with appropriate consents; Coordinate and schedule patients for Orientation class
  • Work collaboratively with internal and external Fertility partners, when necessary
  • Participate in the orientation of new IVF coordinators
  • Work collaboratively with Transfer In team to facilitate the transfer in of gametes to our embryology lab

Qualifications and Skills

• Bachelor's degree in biology, Human Biology, Chemistry, Anatomy & Physiology, Biochemistry or other related sciences is required, and 1-2 years of related experience preferred
• Organized, critical thinkers, detail-oriented, self-motivator, adaptable and able to multitask, compassionate, and have an interest in reproductive medicine/women’s health
• Able to work independently as well as in a team environment
• Proficiency in MS Word, Excel, Outlook, and medical database software is required
• Excellent communications and interpersonal skills are required
• Ability to learn new terminology and systems is required; A thorough teaching of reproductive anatomy will be part of initial training for this position, and understanding will be needed to excel
• Travel to our various satellites may be required

Training

Training is on-site at our Eastside office, with placement on a team at any of our NYC (Eastside, Westside, Downtown) or Brooklyn locations.

What You’ll Bring

We're looking for professionals who bring both technical skill and a deep sense of responsibility to the care experience—individuals who thrive in environments where excellence, empathy, and accountability matter. Team members who are most successful at US Fertility embrace our mission, live our values, and remain committed to continuous improvement—for themselves, their colleagues, and the patients we serve.

What We Offer

• Competitive, comprehensive benefits package designed to support our team members—professionally and personally—across all employment types
• Medical, dental, and vision insurance
• 401(k) with company match
• Tuition assistance and professional development support
• Performance-based bonus opportunities
• Generous paid time off, paid holidays, and paid parental leave
• Life and disability benefits
• Fertility Discount Program
• Employee wellness and recognition programs

Our Commitment to Inclusion and Opportunity

US Fertility and its network partners believe that a diverse workforce is essential to fulfilling our mission of expanding patient access to the highest standards of fertility care. We are committed to equitable and inclusive hiring practices that ensure our clinical and operational teams reflect and support the diverse communities and patients we serve. Across our national footprint, US Fertility is a leader in offering clinical, administrative, and operational career opportunities at locations throughout the United States. We are equally committed to developing individual strengths, promoting from within, and supporting long-term career growth.