Location: Onsite 5 days a week at our Westwood and Glendale, CA clinics
Hourly Rate: $29-$39
Role: Full-time
Company Description
Pacific Fertility Center Los Angeles (PFCLA), established in 1991, is a pioneer in in-vitro fertilization and social infertility. With nearly three decades of expertise, PFCLA continues to set international standards for compassionate care and innovative infertility treatments. A trusted global destination, PFCLA is renowned for its dedication to helping individuals and couples from diverse backgrounds achieve their dream of starting a family, including through specialized surrogacy and egg donation programs. The organization's mission is rooted in inclusivity, ensuring that everyone has the opportunity to become parents, regardless of gender or sexual orientation.
Role Description
The Clinical Coordinator serves as a primary liaison for patients throughout their fertility journey, ensuring a seamless, supportive, and high-quality care experience. This role coordinates clinical services, manages patient communication, and collaborates closely with physicians, nurses, embryologists, financial counselors, and administrative teams to ensure efficient and compliant care delivery.
The Clinical Coordinator is responsible for guiding patients through treatment plans, coordinating required testing and documentation, and maintaining accurate records within the electronic medical record (EMR). This position requires strong organizational skills, attention to detail, sound judgment, and the ability to communicate complex medical information with clarity and compassion.
Key Responsibilities
- Provide compassionate, patient-centered support and deliver an exceptional customer service experience.
- Serve as a primary point of contact for patients, responding promptly and professionally to inquiries via phone, email, and in person.
- Coordinate and schedule appointments, procedures, and required pre-cycle testing.
- Educate patients on treatment protocols, medication administration (including injections), timelines, and follow-up care requirements.
- Ensure all required consents, documentation, and pre-treatment requirements are completed in accordance with clinic protocols and regulatory standards.
- Accurately document patient interactions, care plans, and clinical updates within the EMR.
- Proactively follow up on pending labs, imaging, financial clearance, and outstanding requirements to prevent delays in treatment.
- Anticipate patient needs and provide clear guidance on next steps to ensure a smooth and organized care experience.
- Maintain accurate tracking systems to manage case timelines and ensure timely completion of all cycle milestones.
- Communicate changes in treatment plans, scheduling, or requirements clearly and efficiently to all relevant parties.
- Demonstrate professionalism and accountability in managing high-volume caseloads while maintaining attention to detail.
- Collaborate effectively with physicians and multidisciplinary team members to support individualized treatment plans.
- Monitor patient progress and proactively address barriers to timely cycle progression.
- Maintain strict confidentiality and compliance with HIPAA, professional standards, and applicable regulations.
- Support quality assurance initiatives and contribute to ongoing process improvement efforts.
- Provide appropriate referrals and community resources when needed.
- Perform additional duties as assigned to support clinic operations and patient care excellence.
- Provide ongoing administrative support to the Third-Party Coordinator and multidisciplinary team to ensure efficient, compliant, and well-coordinated case management.
- Maintain accurate and timely entry of all required SART data, including patient demographics, cycle information, retrievals, fertilization, embryo development, transfers, and outcomes, in accordance with SART reporting standards and deadlines.
- Track and document pregnancy outcomes, including positive pregnancy tests, ultrasounds, fetal heart activity, pregnancy progression, and final outcomes (live birth, miscarriage, ectopic, or other outcomes).
- Coordinate with clinical, lab, and front office teams to ensure complete and accurate data capture across all stages of the patient journey, from consult through final outcome.
- Perform regular audits and reconciliation of SART data against the EMR, lab systems, and internal reports to ensure accuracy, completeness, and regulatory compliance.
- Ensure timely submission of data required reports to SART, CDC, and other regulatory bodies, maintaining compliance with all accreditation and reporting requirements.
- Support internal reporting and quality initiatives by providing accurate cycle and outcome data for performance tracking, accreditation, and operational review.
This job description is not intended to be an exhaustive list of duties. Responsibilities may change based on clinic needs.
Qualifications
- Minimum of 1 years of experience in a healthcare setting required; fertility or reproductive medicine experience strongly preferred.
- Demonstrated ability to deliver exceptional patient service in a fast-paced clinical environment.
- Strong organizational and time-management skills with the ability to manage multiple patients and priorities simultaneously.
- Excellent verbal and written communication skills with the ability to explain complex medical information clearly and empathetically.
- Experience in care coordination, case management, or patient navigation preferred.
- Proficiency in electronic medical records and related systems, including Microsoft Office, Google Workspace, DocuSign (or similar platforms), and secure electronic fax systems.
- Ability to interpret laboratory reports, clinical documentation, and data with accuracy and attention to detail.
- Self-motivated, accountable, and able to work both independently and collaboratively within a multidisciplinary team.
- Professional and composed presence with the ability to navigate sensitive conversations thoughtfully and respectfully.
Physical Demands and Work Environment
- Regularly operates a computer and other standard office equipment, including telephones, printers, scanners, and electronic medical record systems.
- Remains in a stationary position for extended periods, approximately 70–80% of the workday.
- Frequently communicates with patients and clinical team members and must be able to exchange accurate information in these interactions.
- Moves throughout the clinic as needed to support patient flow, care coordination, and operational needs.
- Occasionally lifts or transports materials weighing up to 15 pounds.
- Works in a professional medical office and fertility clinic environment, including exam and procedure areas.
- Adheres to infection prevention and control protocols, including appropriate use of personal protective equipment (PPE).
Job Type: Full-time
Pay: $29.00 - $39.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Free parking
- Health insurance
- Paid sick time
- Paid time off
- Vision insurance
Application Question(s):
- Do you have at lease 1 year experience working in a healthcare setting?
- Are you fluent in speaking Armenian?
- Do you have fertility or reproductive medicine experience?
- Are you comfortable commuting to both Westwood and Glendale clinic 5 days a week?
Work Location: In person
