Surrogacy Case Manager View role

Dynastyfamilyplanning; Orange (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Dynasty Family Planning seeks an experienced care coordinator to guide intended parents and surrogates through the full journey, from match through postpartum follow-up. You will own each case plan, maintain supportive relationships, and coordinate IVF clinics, law firms, and other partners with meticulous attention to detail.

You will serve as a steady point of contact, anticipate needs, navigate shifts in plans, and ensure documentation, approvals, and next steps move forward smoothly, with

Qualifications

• High school diploma or equivalent; bachelor’s degree preferred.
• Working knowledge of surrogacy, egg donation and IVF; strong communication and organization.
• Tech savvy with Egg Donor Connect, CRM systems, Google Workspace and Slack.
• Two+ years in IVF clinic or surrogacy coordination; bilingual preferred.

Responsibilities

• Review the match handoff; set goals, timelines, and responsibilities for each next step.
• Coordinate with law firms, genetic counselors, insurers; verify documents and clearances.
• Coordinate fertility treatment case management with IVF clinics; track changes.
• Maintain regular check-ins and communicate milestones to participants.
• Facilitate discussions on boundaries and expectations during pregnancy and birth.
• Route questions to finance and providers; escalate delays or urgent concerns.
• Maintain case checklists, consent records, and deadlines; ensure completion before milestones.

Skills

Communication

Customer service

Organization

Proactive follow-up

Attention to detail

Confidentiality

Inclusive service

Bilingual English/Spanish/Chinese

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Egg Donor Connect

CRM systems

Google Workspace (G Suite)

Slack

Case management tools

Job description

Guide intended parents and surrogates from an accepted match through screening, legal coordination, embryo transfer, pregnancy, delivery, and postpartum follow-up. Own the agency’s case plan, maintain supportive relationships, and coordinate the professionals and logistics involved in each journey. You will be a steady point of contact during a deeply personal experience, balancing empathy with exceptional attention to detail. Working closely with IVF clinics, law firms, genetic counselors, and other partners, you will keep treatment requirements, documents, and next steps moving forward. The ideal candidate anticipates needs, follows through on commitments, and helps people feel supported when plans change.

Key responsibilities

• Review the match handoff; establish goals, communication preferences, timelines, outstanding requirements, and responsibility for each next step.
• Coordinate with law firms, genetic counselors, mental health providers, insurers, and other partners; verify required evaluations, documentation, and written clearances are complete.
• Coordinate fertility treatment case management with IVF clinic teams, including screening, cycle preparation, monitoring, embryo transfer, and follow-up; track requirements and schedule changes.
• Maintain regular check-ins, explain upcoming milestones, and keep participants informed during waiting periods and delays.
• Facilitate respectful discussions about boundaries, expectations, appointment participation, and the relationship during pregnancy and after birth.
• Support participants through unsuccessful transfers, pregnancy loss, or changing plans; arrange referrals to qualified clinical or mental health professionals.
• Coordinate pregnancy updates, hospital contacts, delivery plans, international family logistics, and postpartum follow-up, respecting consent and hospital policies.
• Route reimbursement documentation, insurance questions, and outstanding bills to finance, account administrators, or other responsible professionals.
• Maintain detailed case checklists, consent records, deadlines, and coverage notes; follow up on missing items, verify completion before each milestone, and **escalate** delays or urgent concerns.
• Provide nonclinical support and process education; refer treatment decisions, legal advice, and coverage determinations to qualified professionals.

What success looks like

• Participants know their next step, who owns it, and when to expect an update.
• Clinic and external partner requirements are tracked, documented, and completed before the next milestone.
• Potential delays are identified early, and handoffs provide clear, accurate information.

Qualifications and preferred experience

• High school diploma or equivalent required; bachelor’s degree preferred.
• Working knowledge of surrogacy, egg donation, and IVF; excellent communication, customer service, organization, and proactive follow-up.
• Tech savvy and comfortable learning new platforms, including Egg Donor Connect, CRM systems, Google Workspace (G Suite), Slack, and related case management tools.
• Exceptional attention to detail, accurate records, confidentiality, sound judgment, and inclusive service.
• IVF clinic, surrogacy agency, pregnancy support, or related case coordination experience preferred; two or more years is a plus. Experienced surrogates with strong transferable professional skills are encouraged to apply.
• Bilingual English and Spanish or English and Chinese, particularly Mandarin, preferred. Please identify spoken and written proficiency.

Why join Dynasty

At Dynasty Family Planning, your work can have an impact that lasts a lifetime. You will help intended parents move toward the families they have dreamed of, supporting a journey that can lead to first embraces, everyday family moments, and connections across generations. Behind each application, appointment, and completed milestone is a person placing trust in our team. Helping turn the dream of parenthood into a family is at the heart of why we do this work.

We are an LGBTQIA+ Owned boutique surrogacy and egg donation agency serving families across backgrounds and borders, including international intended parents. We value the hopes of intended parents and the generosity, autonomy, and wellbeing of the surrogates and donors who make these journeys possible.

We are building a culture of open communication, mutual respect, accountability, and shared problem-solving. Colleagues are encouraged to ask questions, share expertise, raise concerns early, and contribute ideas that improve the experience for intended parents, surrogates, donors, and teammates. We value thoughtful service and recognize the effort behind dependable follow-through.

You will have meaningful ownership of the journey, build lasting relationships, and help shape practical case management processes as Dynasty grows. Your judgment and follow-through will make a visible difference.

Dynasty Family Planning is an equal opportunity employer. We consider qualified applicants without regard to any characteristic protected by applicable law and provide reasonable accommodations during the application process. To request an accommodation or an alternative way to submit your resume, please contact [e-mail] .