IVF Navigator - Reproductive Medicine Clinic

About the role

Department: Reproductive Medicine Clinic

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.

Additional information

This is a Safety Sensitive position under 63 0.S. 427.8 and is subject to a zero-tolerance drug and alcohol standard in compliance with Oklahoma law.

Current OU Health Employees - Please click HERE to login.