Fertility Care Associate - Manhattan, OBGYN (IVF)

NYU Langone Health; New York (NY); On-site; USD 53,000 - 70,000; Full time

Job summary

NYU Langone Health's Fertility Care Associate role in Manhattan, OBGYN (IVF) supports patients through fertility treatments by coordinating scheduling, education, and collaboration across physicians, nursing, and external partners. This position serves as the main patient liaison throughout care.

The ideal candidate has 1–2 years of medical office experience in a fertility setting, strong communication skills, and proficiency with EMR systems (EPIC and related platforms).

Qualifications

• HS graduate with 1–2 years of medical office and patient experience in a fertility program.
• College degree preferred or experience substituted as appropriate.
• Outgoing, organized, detail oriented, able to multi-task, and compassionate.
• Excellent communication and interpersonal skills; professional demeanor.
• Experience with EMR/EPIC, CRMs, and online platforms is a plus.
• Ability to work independently and in a team with strong time management.
• Ability to handle weekend rotation if required.

Responsibilities

• Meet with patients after MD visit to communicate next steps in person, via email/portal or phone.
• Coordinate infertility testing and treatment plans including IVF/EF, Egg THAW and FET.
• Collaborate with physicians, nursing, billing, authorization, admin and laboratory staff to coordinate patient care.
• Assess appropriateness of reservations and cancellations; ensure proper support across departments.
• Provide patient education materials, treatment calendars and handouts.
• Work across multiple EMRs and online platforms (Epic, Fert, EngagedMD, NotifyMD).
• Answer patient calls, emails, portal messages promptly; route questions to appropriate staff.
• Review notes/orders to ensure labs and tests are scheduled; follow up on missing items.

Skills

Multitasking

Detail-oriented

Strong communication

Patient service

Team collaboration

Time management

Education

HS diploma

College degree or equivalent experience

Tools

Epic EMR

Fert

EngagedMD

NotifyMD

CRMs

Webex

Job description

Fertility Care Associate - Manhattan, OBGYN (IVF)

Administrative/Office Support

New York, NY

ID: 1165893_RR00122892

Full-Time/Regular

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health , the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

For more information, go to med.nyu.edu, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, X and Instagram.

Position Summary:

We have an exciting opportunity to join our team as a Fertility Care Associate - Manhattan, OBGYN (IVF).

The Fertility Care Associate, is an administrative role that serves as the patient liaison for treatments performed at the NYUL Fertility Center, a faculty group practice in the NYULangone Health system. The Associate champions the patient/family through their fertility experience, providing education, scheduling, coordination of all processes among the patient(s)/partners, physicians, genetics provider, nursing team, lab providers, and external partners- including finance and authorization teams. The Fertility Care Associate specifically provides timing information, requisitie testing information, reservation status, processes changes, responds to questions, and interacts with all members of the team on behalf of the patient.

Job Responsibilities:

• Meet with patients upon MD visit completion - in person, via email/portal and/or phone to clearly communicate detailed and individualized overview of next steps

Coordinate infertility testing and treatment plans, including IVF/EF, Egg THAW and FET

• Collaborate across various teams, including physicians, nursing, billing, authorization, admin and laboratory staff, to coordinate patient treatment and provide excellent patient care.
• Using knowledge make judgments regarding appropriateness of issuing reservations or cancelling reservations.
• Ensure patient has appropriate support from nursing, admins, financial, pharmaceutical and procedural processes
• Provide wellness information appropriate for patient needs
• Resolve conflict and manage expectations across the treatment protocol
• Review notes and orders/quickplan thoroughly to ensure labs and other prerequisite testing is scheduled and completed; regularly follow up with patients regarding missing items
• Communicate with patients to review their menstrual cycle schedule reservation for cycle start and orientation as needed
• Review outside labs if provided by patient and send abnormal labs to clinical staff for review
• Provide patient education materials, treatment calendars and handouts
• Assign consents and generate requisitions for PGT testing as directed in quickplan
• Work within multiple EMRs and online platforms, including Epic, Fert, EngagedMD, NotifyMD, intranet applications
• Schedule appointments for labs, morning monitoring, cycle start or checklist updates
• Track and confirm IVF/EF/FET reservations, adjust and change as needed within series calendar, internal scheduling system
• Act as a main point of contact for patients. Answer patient calls and voicemails; reply to emails, portal and answering service messages accurately and in a timely manner
• Route patient questions, problems and complaints to appropriate personnel
• Have basic knowledge of insurance and authorization requirements related to infertility
• Introduce and implement processes to ensure the set up and treatment runs smoothly for patients.
• Other duties as assigned

Additional Position Specific Responsibilities:

Coordinate infertility testing and treatment plans for specialized Third Party Reproduction, Donor Egg, Donor Sperm, Gestational Carriers and Intended Parents including FDA testing scheduling.

Minimum Qualifications:

• HS graduate with 1-2 years medical office and patient experience in a fertility program
• Preference:
• College degree - can be substituted for experience as per appropriate interests/work experience.
• Candidate should be outgoing, organized, extremely detail oriented, able to multi task, compassionate and enjoy working with people in a busy environment
• Interest/experience in reproductive medicine/ womens health / third party reproduction a plus
• Must be able to work independently as well as in a team and demonstrate good judgment and strong time management skills
• Excellent communications and interpersonal skills; professional and pleasant demeanor
• Demonstrated ability process info on technology databases and systems (EMR/EPIC, CRMs, databases, online platforms, webex, etc.)
• High productivity and flexibility for coverage, may incl. weekend rotation

Preferred Qualifications:

• Prior experience in IVF and Third Party Reproduction preferred, knowledge of FDA requirements strongly preferred.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

View Know Your Rights: Workplace discrimination is illegal.

NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $53,294.21 - $70,488.60 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.