Third-Party & Patient Services Coordinator 115 E 57th St, 11th FL, New York, NY, 10022

Third-Party & Patient Services Coordinator

115 E 57th St, 11th FL, New York, NY, 10022

Employment Type: Full-Time
Department: Third Party& PatientServices Coordinator
Reports To: Founders and/or Associate Director of Clinical Operations

Salary $75,000annually
Overtime Exempt
Bonus:$500– Each timefour separatedonorsactively cycle(stimulation, monitoring, egg retrieval)in a6-weekperiod, meetingallnecessarycriteria (donorscannotbe countedin consecutive cycles within the six-week period)

Schedule: Five days per week, includingrotating Saturdays.Participate in required weekend shifts and occasional evening or holiday coverage.

Level II – Review in 6 months from signing, with salary review and potential $5,000 increaseifresponsibilitiesmet and expectations achieved

Level III —Review in 1 year from signing, with salary review and potential $8,000 increase if Level II responsibilities are met and expectations areachieved

Job Summary

The Third-Party & Patient Services Coordinator serves as the lead for the clinic's Third-Party Reproduction Program, overseeing the coordination of alldonor, gestational carrier, and third-party fertility cases frominitialinquiry through treatment completion. This role combines patient advocacy, clinical coordination, donor recruitment, operational leadership, and cross-functional collaboration to deliver an exceptional experience for patients, donors, agencies, and providers while ensuring regulatory compliance and program growth.

Key Responsibilities

• Excellent written and verbal communication skills, with the ability to convey complex information clearly and empathetically.
• Demonstrated emotional intelligence and interpersonal skills, providing support and reassurance to patients, egg and sperm donors, and gestational carriers.
• Ability to triage patient and donor calls and emails promptly and effectively.
• Skilled at distributing educational materials and consent forms, ensuring patients understand treatments and procedures.
• Collect and document patient histories, treatment goals, preferences, and concerns for physician and clinical team review.
• Serve as the primary nonclinical point of contact for patients throughout the third-party journey, providingtimelyfollow-up and relationship-based support.

Technical Skills

• Proficiencyin Excel and Google Sheets for tracking donor applications, cycles, and schedules.
• Experience with Electronic Medical Record (EMR) systems foraccuratedocumentation of patient and donor data.
• Ability to coordinate complex schedules for multiple patients, donors, and providers simultaneously.
• Knowledge of FDA regulations and ensure compliance requirements related to donor and third-party programs are met.
• Competence in performing clerical and administrative tasks, including dictation, faxing, phone communication, referrals, and preparation of operative reports.
• Ensure all required screening and testing protocols for patients, egg and sperm donors, and gestational carriers are completed accurately and on schedule.
• Utilize approved AI tools to support theinitialscreening and review of donor profiles,identifypotential eligibility concerns, and improve workflow efficiency, while ensuring all final determinations are reviewedin accordance withclinical, regulatory, and organizational requirements.
• Maintainaccuratecase checklists, timelines, consents, clearances, and documentation to ensuretreatmentreadiness.
• Monitor outstanding clinical, legal, financial, and psychological requirements and elevate concerns to theappropriate teammembers.
• Track patient inquiries, donor recruitment activity, program metrics, and conversion data to support operational and marketing initiatives.

Marketing & Donor Recruitment

• Collaborate closely with the Marketing team to develop and execute strategies that attract high-quality egg and sperm donors.
• Serve as a knowledgeable and enthusiastic ambassador for the donor program, effectively communicating the benefits, process, and mission to prospective donors.
• Build trust with potential donors through empathetic communication, education, and relationship-building to encourage participation in the program.
• Provide feedback to the Marketing teamregardingdonor inquiries, campaign effectiveness, and opportunities to improve recruitment and conversion.
• Represent the organization's brand and values in all donor-facing interactions, ensuring a professional, compassionate, and informative experience.
• Manage prospective patient and donor inquiries frominitialcontact through enrollment, matching, andtreatmentreadiness.
• Support patient education initiatives, referral relationships, webinars, and outreach activities to promote program growth.

Third-Party Program Leadership & Patient Services Management

• Serve as the primary lead for all third-party reproduction cases, including egg donation, sperm donation, gestational carrier, and embryo donation cycles.
• Oversee all patient service coordination under the direction of the Third-Party Director.
• Oversee the progression of all third-party cases frominitialinquiry through cycle completion, ensuring timelines, documentation, and milestones are met.
• Coordinate and delegate responsibilities to other Third-Party team members, ensuring clear ownership, accountability, andtimelycompletion of all required tasks.
• Conduct regular reviews of active cases toidentifydelays, resolve barriers, and proactively communicate updates to physicians, laboratory staff, clinical teams, patients, donors, and agencies.
• Maintain oversight of third-party case workflows to ensure consistency, efficiency, regulatory compliance, and an exceptional patient experience.
• Participate directly in the clinical coordination of third-party cases, including donor, recipient, and gestational carrier consultations,monitoringappointments, education sessions, and physician visits asappropriate.
• Partner closely with physicians, nurses, embryologists, financial coordinators, outside agencies, attorneys, psychologists, genetic counselors, and laboratory teams tofacilitateseamless coordination throughout each third-party treatment cycle.
• Guide patients through donor and gestational carrier matching while ensuring a concierge-level patient experience.
• Assistin developing, refining, and implementing workflows, standard operating procedures (SOPs), and quality improvement initiatives for the Third-Party Program.
• Participate in approved research initiatives, data collection, and quality improvement projects to support ongoing program development.

Organizational & Workflow Skills

• Strong attention to detail and commitment to accuracy in documentation and record-keeping.
• Ability to manage multiple tasks and priorities in a fast-paced clinical environment.
• Effective workflow management, coordinating between providers, lab staff, clinical staff, and administrative teams tooptimizepatient care.
• Experience collecting and organizing data for quality reporting and continuous improvement initiatives.

Professionalism & Compliance

• Maintains confidentiality and discretion in allpatient,donor, and clinic communications.
• Demonstrates professionalism, empathy, and ethical judgment in all interactions.
• Knowledge of office safety protocols in a clinical setting.
• Willingness to adapt and take onadditionalresponsibilities as needed.
• This is a nonclinical role. While responsible for education, coordination, and patient support, the employee may notprovidemedical advice, interpret diagnostic results, recommend treatment, or make clinical eligibility decisions.

Salary Range

$75,000 - $75,000 USD