Patient Services Coordinator

Ovation Fertility; Nashville (TN); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with company match

Tuition assistance and professional开发

Job summary

Ovation Fertility in Nashville is seeking a Patient Services Coordinator to support patient intake, consent processing, and records management within a fast-paced fertility clinic.

The role emphasizes HIPAA compliance, meticulous data handling, and collaborative work with physicians, nurses, and patient care teams to ensure timely, accurate care. Strong communication and organizational skills are essential.

Qualifications

• Must type 40 words per minute.
• 2+ years of work experience in an administrative capacity.
• 5+ years of experience in consenting or related position in a medical office facility preferred.
• Familiar with Assisted Reproductive Medicine / IVF laboratory procedures / Specimen handling preferred.
• Similar position experience such as patient intake clerk and patient admissions clerk preferred.
• Ability to manage, organize, and reconcile multiple sources of information with accuracy.
• Ability to handle multiple tasks and priorities effectively.
• Digitally competent (proficient with Office 365 programs).
• Excellent interpersonal skills; a team player.
• Ability to organize and prioritize tasks.
• Work simultaneously on multiple projects and complete documents according to tight timelines and shifting priorities/demands.
• Ability to discuss IVF laboratory procedures and consents with patients.
• Independently problem-solve and grasp new ideas and concepts quickly.
• Complete step-by-step tasks in an efficient, repeated manner.
• Maintain and file documents in an organized fashion.
• Accurately assign consents according to IVF cycle type.
• Anticipate the needs of others in order to ensure their seamless workflow.
• Demonstrate complete understanding of all our systems (Artisan EMR, EngagedMD, etc.).
• Build and facilitate good remote working relationships with staff at all levels of organization.
• Demonstrate sound judgment and discretion when handling sensitive and confidential information.
• Work independently under pressure and within deadlines.

Responsibilities

• Review and upload patient consent forms.
• Maintain accurate and confidential patient records in accordance with HIPAA requirements.
• Collect and process patient information accurately while maintaining attention to detail.
• Communicate effectively with physicians, nurses, patients, and other healthcare professionals.
• Assist with medical records requests and release of information procedures.
• Maintain inventory of office supplies.
• Order, receive, and organize office supplies.
• Assist with billing related administrative tasks.
• Maintain accurate logs, spreadsheets, reports, and office records.
• Perform general office duties such as filing, copying, cleaning, scanning, organizing, and answering phone calls.
• Respond to patient inquiries by phone or email.
• Perform all other duties as assigned.

Skills

Typing 40 wpm

Administrative experience

Consent handling in medical office

IVF / Assisted Reproductive Medicine

Office 365 proficiency

Interpersonal skills

Task prioritization

EMR proficiency (Artisan EMR)

Remote working coordination

Problem solving

Tools

Artisan EMR

EngagedMD

Office 365

Job description

Build What Matters Most—Families, Futures, and Your Career

Enjoy meaningful work while contributing to an organization that changes lives every day. US Fertility, the nation’s leading partnership of physician-led fertility practices, is redefining what it means to build a career in reproductive medicine.

Our team members choose to build their career home at US Fertility because of the hope we inspire in our patients, the lives we help bring into the world, and the culture of excellence we foster across our organization. We share a deep commitment to continuously improving the patient experience and advancing research and development in one of the most dynamic and impactful fields of medicine.

Through our national network of premier fertility centers—including Ovation Fertility—we combine clinical expertise, scientific innovation, and compassionate care. The work we do building families offers purpose, challenge, and personal reward—and we’re just getting started.

Opportunity Overview

We have an immediate opening for a Patient Services Coordinatorto join our team at Ovation Fertility in Nashville, Tennessee.

• Schedule: Monday through Friday, from 8:00 AM to 4:30 PM, with approximately 6 weekends and 2 holidays per year

This role provides the opportunity to grow within a nationally respected organization while remaining closely connected to the patients and teams you support every day.

How You’ll Contribute

At US Fertility, collaboration is fundamental to how we work. There is undeniable strength in numbers—and support is always within reach. Whether collaborating with more than 200 highly respected physicians nationwide or partnering with colleagues who are passionate about solving meaningful problems, you’ll be surrounded by a team committed to shared success.

In this role, the Patient Services Coordinator will:

• Review and upload patient consent forms
• Maintain accurate and confidential patient records in accordance with HIPAA requirements
• Collect and process patient information accurately while maintaining attention to detail
• Communicate effectively with physicians, nurses, patients, and other healthcare professionals
• Assist with medical records requests and release of information procedures
• Maintain inventory of office supplies
• Order, receive, and organize office supplies
• Assist with billing related administrative tasks
• Maintain accurate logs, spreadsheets, reports, and office records
• Perform general office duties such as filing, copying, cleaning, scanning, organizing, and answering phone calls
• Respond to patient inquiries by phone or email
• Perform all other duties as assigned

What You’ll Bring

We’re looking for professionals who bring both technical skill and a deep sense of responsibility to the care experience—individuals who thrive in environments where excellence, empathy, and accountability matter.

Qualifications and Skills Include:

• Must type 40 words per minute
• 2+ years of work experience in an administrative capacity
• 5+ years of previous experience in consenting or related position in a medical office facility preferred
• Familiar with Assisted Reproductive Medicine / IVF laboratory procedures / Specimen handling preferred
• Similar position experience such as patient intake clerk and patient admissions clerk preferred
• Ability to manage, organize, and reconcile multiple sources of information with accuracy
• Ability to handle multiple tasks and priorities effectively
• Digitally competent (proficient with Office 365 programs)
• Excellent interpersonal skills; a team player
• Ability to organize and prioritize tasks
• Work simultaneously on multiple projects and complete documents according to tight timelines and shifting priorities/demands
• Ability to discuss IVF laboratory procedures and consents with patients
• Independently problem-solve and grasp new ideas and concepts quickly
• Complete step-by-step tasks in an efficient, repeated manner
• Maintain and file documents in an organized fashion
• Accurately assign consents according to IVF cycle type
• Anticipate the needs of others in order to ensure their seamless workflow
• Demonstrate complete understanding of all our systems (Artisan EMR, EngagedMD, etc.)
• Build and facilitate good remote working relationships with staff at all levels of organization
• Demonstrate sound judgment and discretion when handling sensitive and confidential information
• Work independently under pressure and within deadlines

More important than any single credential, however, is theright person . Team members who are most successful at US Fertility embrace our mission, live our values, and remain committed to continuous improvement—for themselves, their colleagues, and the patients we serve.

What We Offer

US Fertility is proud to provide a competitive, comprehensive benefits package designed to support our team members—professionally and personally—across all employment types.

Full-Time Employees (30+ hours/week)

• Medical, dental, and vision insurance
• 401(k) with company match
• Tuition assistance and professional development support
• Performance-based bonus opportunities
• Generous paid time off, paid holidays, and paid parental leave
• Life and disability benefits
• Fertility Discount Program
• Employee wellness and recognition programs

Part-Time Employees

• 401(k) with company match
• Performance-based bonus opportunities
• Employee wellness and recognition programs
• 401(k) with company match
• Employee wellness and recognition programs

Our Commitment to Inclusion and Opportunity

US Fertility and its network partners believe that a diverse workforce is essential to fulfilling our mission of expanding patient access to the highest standards of fertility care. We are committed to equitable and inclusive hiring practices that ensure our clinical and operational teams reflect and support the diverse communities and patients we serve.

Across our national footprint, US Fertility is a leader in offering clinical, administrative, and operational career opportunities at locations throughout the United States. We are equally committed to developing individual strengths, promoting from within, and supporting long-term career growth.

This is a moment of growth, innovation, and impact.

Take the next step in your career with US Fertility—and help shape the future of fertility care.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.