IVF Coordinator

Procrea Cliniques; Mississauga; On-site; CAD 40,000 - 55,000; Full time

Job summary

Procrea Cliniques in Mississauga, Ontario, is seeking an experienced administrative professional to support clinical and operations teams. You will be the first point of contact for new and returning patients and coordinate IVF cycles, calendars, and nursing appointments.

Responsibilities include managing patient inquiries, updating the IVF calendar, coordinating tests and financial appointments, and providing patient education materials.

Qualifications

• 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.

Responsibilities

• Provide administrative support to clinical and operations teams to ensure patient care.
• Act as primary contact for new and returning patients.
• Manage IVF calendar and coordinate cycles and appointments.
• Respond to patient inquiries via email and phone in a timely manner.
• Maintain waitlists and plan upcoming months with required testing and follow-ups.
• Liaise with nursing team and provide patient education materials.
• Cover clinical administration as needed.

Skills

Administrative support

Patient booking software

eIVF knowledge

Communication skills

Team collaboration

Education

2 years office administration experience

Medical office experience preferred

Tools

eIVF

Job description

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.

Functional Areas

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 / Position Requirements

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.