Fertility Care Associate - Manhattan, OBGYN (IVF)

NYU Grossman School of Medicine; New York (NY); On-site; USD 53,000 - 70,000; Full time

Job summary

NYU Grossman School of Medicine invites applications for a Fertility Care Associate in Manhattan, OBGYN (IVF). This administrative role acts as the patient liaison for treatments at the NYUL Fertility Center, guiding patients through education, scheduling, and coordination with physicians, genetics, nursing, labs, and finance.

The ideal candidate has 1-2 years in a medical fertility setting with excellent communication, multitasking abilities, and proficiency with EMR/EPIC and related platforms.

Qualifications

• HS graduate with 1-2 years medical office and patient experience in a fertility program
• College degree preferred, can be substituted for experience
• Outgoing, organized, detail oriented, able to multi task, compassionate in a busy environment
• Experience in reproductive medicine/women's health/third party reproduction is a plus
• Able to work independently and in a team with good judgment and time management
• Excellent communications and interpersonal skills; professional demeanor
• Experience processing information in technology databases and systems (EMR/EPIC, CRMs, databases, online platforms)

Responsibilities

• Meet with patients after MD visit completion to communicate next steps
• Coordinate infertility testing and treatment plans (IVF/EF, Egg THAW, FET)
• Collaborate across physicians, nursing, billing, authorization and lab staff to coordinate care
• Judge appropriateness of reservations and changes when scheduling
• Ensure patient has support from nursing, admin, financial, pharmaceutical processes
• Provide wellness information and educational materials to patients
• Resolve conflicts and manage expectations in treatment protocol
• Review notes to ensure labs and prerequisites are scheduled
• Communicate cycle start and orientation to patients as needed
• Review outside labs and route abnormalities to clinical staff
• Provide patient education calendars and requisitions for PGT testing
• Work with EMRs and platforms (Epic, Fert, EngagedMD, NotifyMD)
• Schedule labs, morning monitoring, and cycle updates
• Track IVF/EF/FET reservations and adjust scheduling as needed
• Be main point of contact for patients via calls, emails, portals
• Route questions to appropriate personnel
• Know insurance and authorization requirements related to infertility
• Implement processes to ensure smooth setup and treatment
• Other duties as assigned

Skills

Communication skills

Interpersonal skills

Team collaboration

Education

High school diploma

Tools

EPIC EMR

CRM systems

WebEx

Job description

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

• To qualify you must have a o 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.

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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.

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