IVF Coordinator

Procrea Cliniques; Mississauga; On-site; CAD 45,000 - 55,000; Full time

Job summary

A medical clinic in Mississauga is seeking an experienced administrator to provide support for IVF cycles and manage patient inquiries. The ideal candidate will have at least 2 years of experience in a medical office and strong communication skills. This full-time position involves coordinating patient schedules and maintaining educational resources.

Qualifications

• Prior experience in office administration or reception, preferably in a medical office.
• Strong verbal and written communication skills.
• Ability to work under direction and coordinate with a team.

Responsibilities

• Coordinate all third-party and IVF cycles.
• Respond to patients’ emails and phone inquiries in a timely manner.
• Maintain the government-funded IVF waitlist.

Skills

Office administration

Patient communication

Multi-disciplinary teamwork

Computer proficiency

Interpersonal skills

Education

Minimum of 2 years' experience in a medical office

Tools

eIVF software

Job description

Overview

Provides administrative support to the clinical and operations teams to ensure excellent patient care. Acts as the primary point of contact for new and returning patients.

Responsibilities

Under the direction and coordination of the Administrative Manager:

• Manage and coordinate all third-party and IVF cycles.
• Follow up with patients requiring additional information to proceed with private IVF cycles:
• Plot patients on the IVF calendar (including LMP and required data).
• Contact patients and arrange nursing appointments, documenting a chart testing summary, and schedule financial appointments. Provide education and an overview of PGT-A testing.
• Send referrals to Genetic Counselling for PGT-A pre-IVF cycles.
• Order and arrange for third-party patients to complete Genetic Carrier Screening.
• Send referrals to Genetic Counselling for Donor Matching (all patients using third-party services).
• Provide patients with information regarding the third-party program (Legal, Counselling, Egg/Sperm banks, and donor embryos) and liaise with external donor processing centres.
• Track cycles and follow up with patients.
• Respond to patients’ emails and phone inquiries in a timely manner.
• Maintain the government-funded IVF waitlist and plan upcoming months:
• Contact patients 4–5 months prior to cycle start.
• Ensure required testing is up to date and arrange for follow-up meetings with the MRP.
• Maintain and update the Excel IVF calendar.
• Liaise with the nursing team for upcoming cycles.
• Provide patients with educational materials upon request.
• Provide coverage for clinical administration as needed.
• Perform additional duties as assigned by the Administrative Manager.

Experience / Education

Education and Experience

• Minimum of 2 years’ prior experience in office administration or reception, preferably in a medical office.
• Prior experience with patient booking software; eIVF is an asset.

Knowledge, Skills, and Abilities

• Ability to access, input, and retrieve information from a computer.
• Knowledge of office procedures and office equipment (computer, fax, copier, etc.).
• Ability to work as part of a multi-disciplinary team.
• Strong verbal and written communication skills.
• Excellent interpersonal skills.

Hours of Work and Working Conditions

• As required to fulfill duties and obligations.
• Full-time, 37.5 hours per week.