IVF Navigator - Reproductive Medicine Clinic

OU Health; Oklahoma City (OK); On-site; USD 42,000 - 56,000; Full time

Job summary

OU Health is seeking an IVF Navigator for the Reproductive Medicine Clinic. This role oversees planning and coordination of IVF procedures, including scheduling ART appointments, monitoring progress and ensuring compliance with FDA third-party reproduction requirements.

The incumbent will communicate with patients via phone, MyChart and virtual visits, coordinate prescriptions, and maintain Epic documentation while supporting a best-in-class patient experience.

Qualifications

• Proficient use of Microsoft Excel and Word for documentation and data management.
• Strong understanding of HIPAA regulations and compliance.

Responsibilities

• Coordinate ART patient appointments for IVF-related procedures.
• Act as patient liaison between physicians, embryology and lab staff.
• Communicate treatment plans, timelines and expectations to patients.
• Ensure preprocedure testing, documentation and medical clearances are completed.

Skills

Microsoft Excel

Microsoft Word

HIPAA compliance

Patient support

Communication

Education

High School Diploma or GED

Job description

Position Title: IVF Navigator - Reproductive Medicine Clinic

Department: Reproductive Medicine Clinic

Job Description:

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 preprocedure 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 inclinic 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 followup.

• Ensures compliance with FDA requirements for thirdparty 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, patientcentered care.

• Observes patient status, assesses concerns or changes in condition, and communicates relevant findings to supervising physicians to support safe and effective clinical decisionmaking.

• 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.

OU Health is an equal opportunity employer. We offer a comprehensive benefits package, including PTO, 401(k), medical and dental plans, and many more. We know that a total benefits and compensation package, designed to meet your specific needs both inside and outside of the work environment, create peace of mind for you and your family.