MA IVF Coordinator

First Fertility; Plano (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Fertility Specialists of Texas (FST) is hiring a full-time Medical Assistant IVF Coordinator (Clinical Coordinator) in Plano, TX. You will manage patient cycles across TI, IUI, IVF, ET/FET, coordinate appointments, and document cycle data with physician and RN support.

You will handle donor and surrogate cases, maintain accurate records, and ensure HIPAA compliance while delivering patient-first care in a fast-paced clinical team.

Qualifications

• Minimum 3 years of experience in a medical office setting.
• Certified Medical Assistant or equivalent experience preferred.
• Current BLS/CPR certification.
• Strong organizational skills with detail-oriented cycle documentation and tracking in Excel.
• Excellent verbal and written communication skills with a professional, patient-first demeanor.
• Comfort with diverse patient populations including donors and surrogates.

Responsibilities

• Coordinate patient care across IVF cycles, appointments, procedures, and charting.
• Document cycle information and secure approvals for screening and eligibility.
• Support third-party cases with donors and gestational surrogates, coordinating with intended parents and agencies.
• Maintain accurate cycle records and reports as requested.
• Work with RN Coordinators, physicians, and staff to move cycles from screening to outcome.
• Follow up with patients by phone and email to gather cycle information.
• Assist physicians and nurses with direct patient care within scope, including phlebotomy.
• Prepare exam rooms and maintain logs, ensuring patient safety and HIPAA compliance.

Skills

Medical office experience

Excellent communication

Organizational skills

Phlebotomy

HIPAA compliance knowledge

Education

Certified Medical Assistant (CMA) or equivalent

BLS/CPR certification

Tools

Excel

Job description

Job Details: Job Location: FST Plano - Plano, TX 75024

ABOUT FST

Fertility Specialists of Texas (FST) provides compassionate, individualized fertility care to patients across the Dallas-Fort Worth area, with locations in Plano, Rockwall, and Frisco. Our physicians and clinical teams work side by side to guide patients through every stage of treatment, from initial evaluation through third-party reproduction, with the attentiveness of a smaller practice.

THE ROLE

FST is hiring a full-time MA IVF Coordinator (internally referred to as Clinical Coordinator) based out of our Plano office. This is a third-party role, working closely with donors, gestational surrogates, and patients throughout their treatment journey. This role suits a detail-driven multitasker who thrives in a fast-paced clinical team and takes pride in getting the details of patient care exactly right.

WHAT YOU'LL DO

• Coordinate patient care across TI, IUI, IVF, and ET/FET cycles, including appointments, procedures, and charting


• Obtain and document all pertinent patient cycle information, securing RN or physician approval of screening results and treatment eligibility


• Support third-party cases involving donors and gestational surrogates, coordinating with intended parents, agencies, and legal or medical requirements as needed


• Maintain accurate cycle records and spreadsheets, tracking data and preparing reports as requested


• Work closely with RN Coordinators, physicians, and medical assistants to keep patient cycles moving smoothly from screening through outcome


• Proactively follow up with patients by phone and email to gather information needed for their cycles


• Ensure proper handling and documentation of medications as ordered by physicians


• Assist physicians and nurses with direct patient care within your scope of practice, including escorting patients to exam and procedure rooms, preparing them for exams, and performing phlebotomy


• Clean and maintain exam rooms, treatment areas, and medical equipment, and keep accurate logs and records of procedures


• Maintain patient safety, confidentiality, and HIPAA compliance across all interactions

WHAT WE'RE LOOKING FOR

• Minimum 3 years of experience in a medical office setting


• Certified Medical Assistant or equivalent experience preferred


• Current BLS/CPR certification


• Strong organizational skills with the ability to manage detailed cycle documentation and Excel-based tracking


• Excellent verbal and written communication skills and a professional, patient-first demeanor


• Comfort and sensitivity working with a diverse patient population, including donors, gestational surrogates, and LGBTQ+ family-building patients


• Working knowledge of OSHA standards and HIPAA compliance

SCHEDULE

Full-time, Monday through Friday, 7:30 AM to 4:30 PM, plus a rotating Saturday shift approximately once every 6 to 8 weeks (generally 7:30 AM to around 12:00 PM, depending on schedule). This is an onsite role based out of our Plano office (approximately 99% of time), with occasional support at other FST locations as urgent need arises.

JOIN US

At FST, you'll be part of a supportive team where your work directly shapes the patient experience. We offer competitive pay and benefits along with the chance to grow your career in reproductive medicine alongside physicians and colleagues who value collaboration and clinical excellence.