Medical Administrative Coordinator

IVI RMA GLOBAL; East Palo Alto (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401K Plan

Paid Time Off

Job summary

IVIRMA Global’s Palo Alto team seeks a Medical Administrative Coordinator to streamline patient flow, coordinate care with nurses and physicians, and ensure complete documentation.

The role supports treatment readiness, enhances the patient experience, and covers administrative duties in a fast-paced women’s health and fertility setting. Schedule is Mon-Fri 8:00 AM–4:00 PM, in Palo Alto, CA.

Qualifications

• Minimum of two years’ experience in a multi-physician practice.
• Experience in women’s healthcare preferred.
• Knowledge of medical terminology.

Responsibilities

• Coordinate patient care with nurses and providers to support treatment readiness.
• Assist nurses with patient checklists and documentation.
• Utilize EMR to verify testing, consents, and progress notes are complete.
• Prepare patient letters and letters of medical necessity.
• Notarize practice documents as needed.
• Cover clinical assistant and patient services duties when required.
• Initiate prior authorizations with insurers for tests.
• Triage patient inquiries with high-quality service.

Skills

Microsoft Office

Typing 25 wpm

EMR software

Education

High School Diploma or GED

Associate degree

CMA certification

Tools

EMR systems

Job description

Join IVI RMA North America and play a vital role in helping patients achieve their family-building goals. We are seeking a detail-oriented and compassionate Medical Administrative Coordinator to join our Palo Alto team. In this role, you will work closely with nurses, providers, and patients to coordinate care, manage documentation, support treatment readiness, and ensure an exceptional patient experience. This is an excellent opportunity for someone who thrives in a fast-paced healthcare environment, enjoys administrative responsibilities, and is passionate about women's health and fertility care.

Location: Palo Alto, CA

Schedule: Monday through Friday, 8:00 AM to 4:00 PM

Job Purpose:

The Medical Administrative/REI Coordinator carries out administrative duties, assists nurses with patient checklists, and ensures all proper documentation for patients have been collected and more.

Essential Functions And Accountabilities

• Facilitates the planning and implementation of patient care with the other multidisciplinary teams to coordinate total patient care.
• Assists Nurses with completion of patient checklists.
• Utilizes EMR to make sure all required testing, cycle consents, consults and procedures have been done and that appropriate progress notes have been recorded or records uploaded to patient’s file.
• Writes patient letters and letters of medical necessity.
• Notarizes practice consents or documents as a complimentary service to the patients.
• Covers Clinical Assistant and Patient Services duties as needed.
• Initiates Prior Authorization with insurance companies for testing.
• Triages patient inquiries & provides patients with high level of customer service.

Academic Training

• High School Diploma acceptable with appropriate hands-on clinical experience
• Studies level: High School Diploma or equivalent (GED)
• Associate Degree and/or CMA certification – preferred
• Studies level: Associate's degree

or

• Studies level: Certification
• Studies area: Medical Assistant program

Position Requirements/Experience

• Minimum of two years’ experience in a multi-physician practice (three or more physicians) with proven work experience in both clinical and administrative areas
• Prior experience in women’s healthcare – preferred
• Knowledge of medical terminology

Technical Skills

• Proficient computer skills (Microsoft Office). Keyboard skills of 25 words required.
• Experience with medical office software program(s) (EMR’s) preferred.

IVI-RMA offers a comprehensive benefits package to all employees who work a minimum of 30 hours per week.

• Medical, Dental, Vision Insurance Options
• Retirement 401K Plan
• Paid Time Off & Paid Holidays
• Company Paid: Life Insurance & Long-Term Disability & AD&D
• Flexible Spending Accounts
• Employee Assistance Program
• Tuition Reimbursement

About IVIRMA Global

IVIRMA is the largest group in the world devoted exclusively to human Assisted Reproduction Technology. Along with the great privilege of providing fertility care to our patients, IVIRMA embraces the great responsibility of advancing the field of human reproduction. IVIRMA Innovation, as one of the pillars of IVIRMA Global, is a renowned leader in fertility research and science. Check out our websites at: https://rmanetwork.com/ & https://www.ivirma.com/

EEO

“IVIRMA is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: IVIRMA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at IVIRMA are based on business needs, job requirements and individual qualifications, without regard to race, color, religion and/or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. IVIRMA will not tolerate discrimination or harassment based on any of these characteristics. IVIRMA encourages applicants of all ages.”