Patient Services Coordinator

Build what matters most—families, futures, and your career. Enjoy meaningful work while contributing to an organization that changes lives every day. US Fertility, the nation’s leading partnership of physician-led fertility practices, is redefining what it means to build a career in reproductive medicine. Our team members choose to build their career home at US Fertility because of the hope we inspire in our patients, the lives we help bring into the world, and the culture of excellence we foster across our organization.

About the role

We have an immediate opening for a Patient Services Coordinator to join our team at Ovation Fertility in Nashville, Tennessee. This role provides the opportunity to grow within a nationally respected organization while remaining closely connected to the patients and teams you support every day.

At US Fertility, collaboration is fundamental to how we work. There is undeniable strength in numbers—and support is always within reach. Whether collaborating with more than 200 highly respected physicians nationwide or partnering with colleagues who are passionate about solving meaningful problems, you’ll be surrounded by a team committed to shared success.

Responsibilities

• Review and upload patient consent forms
• Maintain accurate and confidential patient records in accordance with HIPAA requirements
• Collect and process patient information accurately while maintaining attention to detail
• Communicate effectively with physicians, nurses, patients, and other healthcare professionals
• Assist with medical records requests and release of information procedures
• Maintain inventory of office supplies
• Order, receive, and organize office supplies
• Assist with billing related administrative tasks
• Maintain accurate logs, spreadsheets, reports, and office records
• Perform general office duties such as filing, copying, cleaning, scanning, organizing, and answering phone calls
• Respond to patient inquiries by phone or email
• Perform all other duties as assigned

Requirements

• Two-year Associate’s degree required; Bachelor's degree preferred
• Must type 40 words per minute
• 2+ years of work experience in an administrative capacity
• 5+ years of previous experience in consenting or related position in a medical office facility preferred
• Familiar with Assisted Reproductive Medicine / IVF laboratory procedures / Specimen handling preferred
• Similar position experience such as patient intake clerk and patient admissions clerk preferred

Skills

• Ability to manage, organize, and reconcile multiple sources of information with accuracy
• Ability to handle multiple tasks and priorities effectively
• Digitally competent (proficient with Office 365 programs)
• Excellent interpersonal skills; a team player
• Ability to organize and prioritize tasks
• Work simultaneously on multiple projects and complete documents according to tight timelines and shifting priorities/demands
• Ability to discuss IVF laboratory procedures and consents with patients
• Independently problem-solve and grasp new ideas and concepts quickly
• Complete step-by-step tasks in an efficient, repeated manner
• Maintain and file documents in an organized fashion
• Accurately assign consents according to IVF cycle type
• Anticipate the needs of others in order to ensure their seamless workflow
• Demonstrate complete understanding of all our systems (Artisan EMR, EngagedMD, etc.)
• Build and facilitate good remote working relationships with staff at all levels of organization
• Demonstrate sound judgment and discretion when handling sensitive and confidential information
• Work independently under pressure and within deadlines

Schedule

Monday through Friday, from 8:00 AM to 4:30 PM, with approximately 6 weekends and 2 holidays per year.

Benefits

Full-Time Employees (30+ hours/week)

• 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

Part-Time Employees

• 401(k) with company match
• Performance-based bonus opportunities
• Employee wellness and recognition programs

Per Diem Employees

• 401(k) with company match
• Employee wellness and recognition programs