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Insurance Coordinator

Surrogacy Is -
Remote

Apply Now

Job Details

Part-time
$25 - $28 an hour

Benefits

Paid holidays
Paid time off
401(k) matching

Qualifications

Affordable Care Act (ACA)
Health insurance policy knowledge
Schedule management
Vendor relationship management

Full Job Description

The Insurance Coordinator is responsible for overseeing all insurance-related aspects of gestational carrier journeys from intake through delivery. This role serves as the primary point of contact for surrogate health insurance and is responsible for coordinating insurance reviews, tracking insurance timelines, managing policy placement, monitoring premium payments, and ensuring every gestational carrier has appropriate pregnancy coverage prior to embryo transfer. The Insurance Coordinator partners closely with Journey Coordinators, Finance, and external insurance vendors to proactively manage insurance requirements, minimize delays, and provide an exceptional client experience throughout the surrogacy journey.

About Surrogacy Is

Surrogacy Is exists to protect and empower women who want to help build families, and to guide intended parents with care, honesty, and heart. Through education and transparency, we support both surrogates and intended parents on one of life’s most meaningful journeys, rejecting industry shortcuts and prioritizing human connection every step of the way.

Description

Essential Duties & Responsibilities

Insurance Review Coordination

Coordinate and manage insurance reviews for all gestational carrier candidates.
Submit insurance policies and supporting documentation to ART Risk or other approved insurance review vendors.
Track insurance review requests from submission through completion.
Review insurance determinations and communicate findings and recommendations to Journey Coordinators and internal stakeholders.
Maintain expected turnaround times by proactively following up with insurance vendors.
Ensure all required insurance reviews are completed prior to medical clearance.

Insurance Planning & Coverage Coordination

Coordinate with ART Risk and other approved insurance vendors to facilitate insurance reviews for all gestational carriers.
Monitor the progress of insurance reviews and proactively follow up to ensure timely completion.
Review completed insurance review reports for accuracy, completeness, and any required follow-up items.
Communicate insurance review outcomes and recommendations to Journey Coordinators and other internal stakeholders.
Coordinate the appropriate insurance pathway based on vendor recommendations, including:
Existing surrogate-friendly insurance
ACA Marketplace enrollment during Open Enrollment
Lloyd's or other maternity insurance policies when applicable
Partner with insurance vendors to resolve questions, obtain clarification, or address incomplete or conflicting information.

ACA Marketplace & Open Enrollment Coordination

Track annual Open Enrollment periods for gestational carriers requiring new insurance coverage.
Coordinate ACA Marketplace enrollment timelines.
Communicate enrollment deadlines with Coordinators and Managers
Attended ArtRisk Webinars.
Assist with collecting required enrollment documentation.
Monitor policy effective dates and activation.

Maternity Insurance Coordination

When traditional insurance is unavailable or does not provide surrogate coverage:

Coordinate the procurement of Lloyd's or other approved interim maternity insurance policies (e.g., NLA).
Collect and submit all required documentation to the appropriate insurance vendor.
Track policy applications, approvals, and issuance through completion.
Monitor policy timelines and effective dates to ensure coverage aligns with the gestational carrier's treatment plan.
Coordinate with ART Risk upon confirmation of pregnancy (heartbeat confirmation) to finalize and activate the interim maternity insurance policy.
Obtain the finalized monthly premium and deductible information once the policy has been activated.

Premium & Invoice Management

Review all insurance-related invoices for accuracy.
Coordinate premium payment requests with the Finance Department.
Track premium due dates.
Verify premiums have been paid timely.
Maintain documentation of all insurance payments.
Prevent lapses in insurance coverage due to missed payments.

Insurance Timeline Management

Maintain and monitor tracking for:

Insurance review requests
Insurance review completion dates
Open Enrollment opportunities
ACA enrollment timelines
Policy effective dates
Premium due dates
Invoice payments
Coverage activation dates
Medical clearance deadlines
Embryo transfer readiness
Policy expiration dates
Insurance renewal requirements

Proactively identify upcoming deadlines that could impact a client's journey and communicate potential risks to the appropriate team members.

Vendor & Carrier Management

Serve as the primary liaison between Surrogacy Is and insurance vendors, including but not limited to:

ART Risk
IFI
Additional insurance partners as assigned

Develop and maintain professional relationships while ensuring timely communication and issue resolution.

Documentation & Recordkeeping

Maintain complete insurance documentation within each client record.
Ensure all insurance files are organized, accurate, and audit-ready.
Upload insurance documentation into internal systems.
Maintain insurance tracking through internal, proprietary Journey Management system
Document all insurance communications, determinations, approvals, and policy changes.

Process Improvement

Participate in the development of and maintain Standard Operating Procedures (SOPs) related to insurance processes.
Identify opportunities to improve insurance workflows and reduce delays.
Create and maintain tracking tools and reporting dashboards.
Assist with training Journey Coordinators on insurance processes and best practices.
Recommend process improvements that enhance efficiency and improve the client experience.

Qualifications

Required

Associate's degree or equivalent professional experience.
Two (2) or more years of experience in insurance coordination, healthcare administration, case management, fertility, surrogacy, or a related field.
Exceptional organizational and time management skills.
Strong attention to detail and accuracy.
Experience working within the surrogacy or fertility industry.
Knowledge of surrogate-friendly insurance policies and maternity coverage.
Experience working with ART Risk or similar insurance review organizations.
Familiarity with ACA Marketplace enrollment.
Experience coordinating insurance vendors and carriers.

Perks & Benefits

401K with 100% company match up to 4% of pay
PTO/Sick time
12 paid holidays
1 week paid rest break for winter holidays (in addition to PTO and holidays)
Company retreats and ongoing education opportunities

Salary

$25 - $28 per hour

Apply Now

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About Surrogacy Is

Description

Essential Duties & Responsibilities

Insurance Review Coordination

Insurance Planning & Coverage Coordination

ACA Marketplace & Open Enrollment Coordination

Maternity Insurance Coordination

Premium & Invoice Management

Insurance Timeline Management

Vendor & Carrier Management

Documentation & Recordkeeping

Process Improvement

Qualifications

Required

Salary