Labryo Fertility Center Third Party Coordinator (Fertility) Newport Beach, CA · Full time

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At Labryo Fertility Center, we believe that starting a family is a precious moment and we strive to provide our patients the best care once they make that decision. Our center is focused not just on the success of the patient, but also the patient experience as well. We are building a team to help drive success of our clinic and provide patient centric treatment. From our unique lab technologies to packages that are designed for the best results for our patients, Labryo Fertility Center is innovative and looking for talent that can match our mission. We empower our patients to achieve their goals and we are looking for top talent to stand behind that mission.

Key Responsibilities

The Coordinator will serve as the central point of contact for all third-party reproduction logistics, ensuring efficiency, compliance, and compassionate patient/donor support.

Essential Functions (Donor Management)

• Donor Screening & Education: Review donor profiles and conduct pre-screening assessments, ensuring a positive experience. Explain the process in a digestible manner, giving an overview of guidelines and expectations.
• Documentation: Obtain all required applications, consents, and contracts for donors and surrogates. Review documents for completeness and conduct follow-ups as needed.
• Platform & Database Management: Manage Oma Fertility's online donor platform and maintain a detailed database, tracking the donor pre-screening process and outcome.
• Coordination & Support: Communicate and provide support for donors, clinical staff, and outside agency teams to expedite the approval process. Aid in the coordination of testing and screening appointments.
• Compliance & Efficiency: Work closely with management to ensure the success of egg donor recruitment, recognizing opportunities for increased efficiency and making recommendations.
• Regulatory Adherence: Ensure compliance with industry standards, policies, and practices. Assist with regulatory audits when needed. Learn, follow, and keep up to date with FDA regulations for Human Cells, Tissues, and Cellular and Tissue-Based Products (HCT/Ps) and ASRM guidelines related to Third-Party Reproduction.
• Confidentiality: Handle all interactions and information with utmost privacy and discretion. Ensuring information is kept strictly confidential is critical for the safety of our patients and donors.

Job Functions and Responsibilities

This role involves extensive coordination and hands-on clinical support, working closely with Physicians and management.

Primary Responsibilities (Coordination & Case Management)

• 3rd Party Practices: Coordinate and provide training on third-party practices, including clinical policies, protocols, and clinical staff scheduling.
• Flow Management: Establish and maintain a streamlined patient/information flow.
• Patient Consultation: Meet with potential patients to review the third-party process, options, and expectations.
• Treatment Coordination: Coordinate the activities required to initiate the treatment plan (i.e., surgery, IUI, IVF, PGT, etc.).
• Cycle Management: Prepare IVF cycle start lists, create calendar/schedules for patients, and coordinate IVF cycles, communicating with agencies and other third-party representatives.
• Record Keeping: Maintain patient/couple medical records, including consents, legal clearance, lab results, and authorizations.
• Patient Education: Provide patient education and health teaching as appropriate, including injection technique.
• Medication Oversight: medication orders for IVF cycles.

Secondary Responsibilities (Clinical Support)

• Physician Assistance: Assist the physician with office procedures, including diagnostic and monitoring ultrasounds and diagnostic procedures.
• Procedure Support: Set up equipment/room for procedures.
• Clinical Procedures: Perform venipuncture, start and manage IVs (if licensed/certified), and administer medications.
• Patient Contact: Meet with cycling patients to review instructions, answer questions, and confirm appropriate medications/prescriptions.
• Communication & Scheduling: Assist the physician in providing informative and effective communication with patient/couples. Schedule procedures, tests, and office visits. Provide pre/post-operative surgical teaching and embryo transfer instructions. Manage patient phone calls, including afternoon callbacks with test results/instructions.
• Documentation & Reporting: Maintain SART worksheets. File normal lab results and report abnormal results to the primary physician.
• Logistics & Maintenance: Maintain current inventory of supplies and medications. Maintain medical equipment in good condition, arrange for necessary repair, and keep a log of all maintenance/dates of service. Clean/turn over rooms if necessary.
• Team Support: Provide coverage for other nursing team members during vacations or illness.
• Other Duties: Take vital signs, schedule/coordinate out-patient surgeries, assist with procedures, and perform other duties as assigned.

Desired Skills and Qualifications

The ideal candidate will be an independent, creative thinker who requires minimal supervision. They must possess strong interpersonal and problem-solving skills and be able to handle intricate and highly sensitive subjects with professionalism and compassion.

Excellent computer knowledge is required, including proficiency in Word and Excel. The candidate must demonstrate the ability to quickly learn Electronic Medical Records (EMR) systems and any new applications needed for the position. Detail and organizational skills are a must, and the candidate must be a team player.

Required Experience and Education

The candidate must have a minimum of 3-5 years of experience in the fertility field, specifically with Third-Party Reproduction. They must be knowledgeable of FDA regulations and guidelines related to fertility practices.

A Bachelor's degree in public health, health administration, or a related field is strongly preferred. Experience in the fertility or medical field is essential, particularly with third party reproduction processes.