IVF Navigator - Reproductive Medicine Clinic

Position Title:

Department:

Job Description:

General Description:

Primary responsibility overseeing the planning and coordination of patients for IVF and related procedures including meeting all FDA regulations for third party conception.

Essential Responsibilities:

Responsibilities listed in this section are core to the position.  Inability to perform these responsibilities, with or without an accommodation, may result in disqualification from the position. 

• Coordinates, schedules, and manages all Assisted Reproductive Technology (ART) patient appointments, including in vitro fertilization (IVF), egg freezing, frozen blastocyst transfers, egg and embryo donation, gestational carrier cycles, and fertility preservation.

• Serves as the primary coordinator for each patient’s ART plan of care, ensuring seamless scheduling of procedures, medications, diagnostic testing, and required pre‑procedure evaluations in alignment with clinical protocols

• Proactively tracks patient progress and follows up to confirm completion of all required testing, documentation, and clinical clearances prior to scheduled procedures.

• Coordinates the ordering of prescriptions with the in‑clinic pharmacy team and confirms timely medication delivery with patients to support cycle readiness.

• Establishes and maintains professional, supportive relationships with patients by providing frequent communication regarding treatment plans, timelines, and expectations via phone, MyChart, and virtual visits.

• Responds promptly and professionally to patient phone calls, voice messages, and electronic communications to ensure timely access to information and continuity of care.

• Orders routine laboratory testing, medications, and hormone therapies per physician orders and insurance protocols, and monitors results to ensure clinical appropriateness and follow‑up.

• Ensures compliance with FDA requirements for third‑party reproduction by verifying that all required appointments, testing, documentation, and timelines are met prior to treatment initiation.

• Serves as a patient liaison among physicians, consulting specialists, embryologists, and Endocrine/Andrology laboratory personnel to facilitate coordinated, patient‑centered care.

• Observes patient status, assesses concerns or changes in condition, and communicates relevant findings to supervising physicians to support safe and effective clinical decision‑making.

• Completes and maintains all required ART documentation within the electronic health record (Epic), including episodes of care, REI cycle details, treatment checklists, and related clinical records.

• Provides exceptional service to patients and their families providing a best-in-class experience.

General Responsibilities:

• Performs other duties as assigned.

Minimum Qualifications:

Education: High School Diploma or GED required

Experience: At least 3 years providing administrative support to IVF patients required.

License(s)/Certification(s)/Registration(s) Required: None Required.

Knowledge, Skills and Abilities:  

• Proficient use of Microsoft Excel and Word to support documentation, data management, reporting, and administrative tasks.

• Strong understanding of HIPAA regulations with the ability to maintain compliance in all activities.

• Ability to support patients in stressful situations.

• Strong knowledge of reproductive health terminology and processes.

• Strong understanding of financial practices in the reproductive health discipline including insurance and patient paid expenses.

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OU Health is an equal opportunity employer. We offer a comprehensive benefits package, including PTO, 401(k), medical and dental plans, and many more. We know that a total benefits and compensation package, designed to meet your specific needs both inside and outside of the work environment, create peace of mind for you and your family.