Key Responsibilities and Required Skills for IVF Planner

🎯 Role Definition

The IVF Planner coordinates assisted reproductive technology (ART) cycles from initial consultation through embryo transfer and cryopreservation, ensuring patient safety, regulatory compliance (ASRM, local regulations, HIPAA), seamless communication across medical teams (REI physicians, embryologists, nurses), accurate documentation in electronic medical records (e.g., eIVF, Epic), and an exceptional patient experience. The ideal candidate blends clinical knowledge of IVF protocols and medications with strong organizational, scheduling, and counseling abilities to drive timely, efficient, and patient-centered fertility care.

📈 Career Progression

Typical Career Path

Entry Point From:

IVF Scheduling Coordinator, Fertility Clinic Receptionist, or Medical Assistant with ART exposure
Registered Nurse (RN) or Licensed Practical Nurse (LPN) transitioning into reproductive medicine
Embryology Technician, Laboratory Support Staff, or Clinical Research Coordinator in reproductive health

Advancement To:

IVF Program Manager / Fertility Clinic Operations Manager
Clinical Coordinator Lead or Nurse Manager, Reproductive Endocrinology
Director of IVF Services or Clinic Director, Reproductive Medicine

Lateral Moves:

Patient Navigator / Patient Experience Manager for fertility services
Clinical Research Coordinator for ART clinical trials
Donor Program Coordinator (oocyte/sperm/embryo donation programs)

Core Responsibilities

Primary Functions

Coordinate end-to-end IVF treatment cycles including initial intake, baseline monitoring, ovarian stimulation scheduling, egg retrieval logistics, embryo transfer planning, and cryopreservation follow-up, ensuring all clinical milestones are met on time and in accordance with physician instructions.
Provide comprehensive patient counseling and education on IVF treatment plans, medication administration (self-injection training), side-effect management, timeline expectations, and fertility preservation options, ensuring informed consent and psychological support throughout the cycle.
Manage complex medication protocols and dosing schedules by preparing and verifying medication calendars with patients, reconciling pharmacy orders, tracking patient adherence, and escalating deviations or adverse reactions to clinical staff promptly.
Maintain and update accurate patient records in electronic medical record systems (e.g., eIVF, Epic, Athenahealth), including cycle plans, medication logs, ultrasound and lab results, consent forms, and cryo inventory documentation to ensure complete regulatory and clinical traceability.
Serve as the primary liaison between patients, reproductive endocrinologists, embryology lab staff, surgical scheduling, and anesthesia teams to coordinate retrieval/transfer OR bookings, lab staffing, and specimen transport in accordance with chain-of-custody protocols.
Execute quality assurance tasks related to embryo and gamete handling logistics by confirming identification protocols, lab labels, transport conditions, and cryostorage documentation to reduce risk of specimen mismatch or protocol deviation.
Triage inbound clinical calls and messages related to cycle emergencies, medication queries, or scheduling conflicts; assess urgency, provide evidence-based guidance within scope, and escalate to physicians or nursing for clinical interventions.
Prepare and audit cycle-specific consent documentation, donor/recipient matching paperwork, third-party reproduction agreements, and legal forms, working with clinic legal or compliance teams as needed to ensure regulatory adherence.
Monitor laboratory and clinical performance metrics such as cycle start-to-transfer intervals, cancellation rates, fertilization rates, and pregnancy outcomes; compile reports and present insights for continuous improvement initiatives.
Coordinate third-party reproductive services including donor coordination, gestational carrier logistics, sperm procurement, and international patient facilitation, ensuring compliance with clinic protocols and local legal requirements.
Handle cryopreservation scheduling and retrievals, ensuring cryo-thaw windows are booked, transport containers are prepared to temperature specifications, and documentation for sample disposition is completed precisely.
Facilitate pre-procedural testing and screening (infectious disease testing, hormonal labs, semen analysis, genetic screening) by tracking required results, notifying patients of missing labs, and preventing procedure delays due to incomplete workups.
Oversee cycle-based inventory management for medications, injection supplies, needles, and patient starter kits; liaise with pharmacy and supply chain to forecast needs and prevent shortages that could impact treatment timelines.
Implement and maintain clinic standard operating procedures (SOPs) and checklists for cycle coordination, medication reconciliation, specimen handling, and patient handoffs to ensure consistency and reduce clinical risk.
Conduct patient financial verifications related to IVF cycles, authorize billing codes (IVF, ICSI, PGT), coordinate pre-authorization steps with billing teams, and explain estimated out-of-pocket costs and payment timelines to patients.
Educate and train new staff on IVF cycle workflows, EMR documentation standards, cryostorage tracking protocols, and patient communication best practices, acting as a subject matter expert for cycle logistics.
Participate in multidisciplinary case reviews, morbidity and mortality meetings, and root cause analyses for adverse events or cycle cancellations; contribute actionable recommendations and implement corrective action plans.
Schedule and coordinate follow-up care and outcome tracking, including pregnancy confirmation, early obstetric handoffs, and long-term embryo disposition counseling to capture outcome metrics and support patient decision-making.
Maintain strict compliance with HIPAA, ASRM guidelines, national registries reporting (when applicable), and local laboratory licensing requirements; prepare documentation for audits and accreditation assessments.
Provide culturally competent, empathetic patient support for diverse populations, including international patients and those pursuing donor or gestational carrier pathways, ensuring clarity on legal, medical, and logistical complexities.
Manage special cases such as fertility preservation for oncology patients by expediting consultations, arranging urgent cryopreservation, and coordinating with oncology teams to minimize delays to systemic therapy.
Support research operations by assisting with patient recruitment for ART clinical trials, collecting cycle-specific data, obtaining informed consents for studies, and maintaining study documentation integrity.
Coordinate procedure-day logistics including pre-op instructions, fasting status confirmation, anesthesia coordination, and post-procedure recovery scheduling to optimize throughput and patient safety.
Implement infection control practices and clinic safety protocols in collaboration with nursing and lab leadership, ensuring sterile handling of specimens and minimizing risk of contamination during cycle-critical steps.
Monitor and reconcile chain-of-custody documentation during specimen transfers between clinic and external labs or cryo-storage facilities, ensuring traceability and legal defensibility of specimen handling.
Facilitate telehealth visits and remote monitoring workflows for patients undergoing stimulation cycles, integrating virtual check-ins with local lab and ultrasound results to reduce travel burden when appropriate.
Support ad-hoc data requests and exploratory data analysis to identify operational bottlenecks, patient satisfaction drivers, and opportunities to improve cycle efficiency and outcomes.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis.
Contribute to the organization's data strategy and roadmap.
Collaborate with business units to translate data needs into engineering requirements.
Participate in sprint planning and agile ceremonies within the data engineering team.
Assist marketing and patient outreach teams by providing clinical expertise for content, FAQs, and campaign accuracy related to IVF services.
Participate in community outreach and patient education events to represent the clinic and expand patient access to fertility services.
Maintain professional certifications and attend continuing education focused on ART advances, lab technologies, and patient counseling techniques.

Required Skills & Competencies

Hard Skills (Technical)

In-depth knowledge of assisted reproductive technology (ART) workflows including ovarian stimulation, egg retrieval, ICSI, embryo culture, blastocyst transfer, and cryopreservation.
Proficiency with electronic medical record (EMR) and IVF-specific practice management systems (e.g., eIVF, EmbryoCyte, Epic Fertility modules) for scheduling, documentation, and outcome tracking.
Experience preparing and interpreting cycle medication calendars, protocols, injection instructions, and ability to identify deviations from physician orders.
Familiarity with laboratory chain-of-custody procedures, specimen labeling standards, and cryogenic storage practices to ensure specimen integrity.
Understanding of regulatory frameworks and professional guidelines (ASRM, SART reporting, local laboratory licensing, FDA considerations for donor gametes) and ability to prepare documentation for audits.
Basic data literacy: ability to extract clinic metrics, compile outcome reports (pregnancy rates, cancellation reasons), and present findings to leadership.
Competence in coordinating surgical and anesthetic logistics for retrievals and transfers, including pre-op clearances and post-procedure recovery planning.
Knowledge of fertility-related genetic testing workflows (PGT/PGT-A), and required sample submission and consent procedures.
Experience with billing and authorization workflows specific to reproductive services, including knowledge of common CPT/ICD codes and third-party payer nuances.
Proficiency with telehealth platforms and remote monitoring workflows for fertility patients.

Soft Skills

Exceptional patient-centered communication skills with the ability to explain complex medical protocols, medications, and outcomes in empathetic, plain language.
Strong organizational and time-management skills for juggling multiple concurrent cycles, urgent changes, and last-minute scheduling shifts.
High attention to detail and accuracy in documentation to minimize clinical risk and ensure legal/compliance integrity.
Collaborative team player able to work across clinical, laboratory, administrative, and external vendor teams to coordinate care.
Problem-solving mindset: ability to quickly triage unexpected events (cycle cancellations, medication errors, specimen issues) and execute corrective actions.
Cultural sensitivity and emotional intelligence to support patients through high-stress, emotionally charged fertility journeys.
Resilience and stress tolerance for working in time-sensitive procedure-driven environments with frequent overnight or early-morning coordination needs.
Training and mentorship skills for onboarding new coordinators and cross-training staff on IVF workflows.
Critical thinking for interpreting lab and ultrasound data in concert with physicians’ plans and modifying scheduling accordingly.
Strong written communication for preparing SOPs, patient instructions, and regulatory documentation.

Education & Experience

Educational Background

Minimum Education:

Associate degree in a health-related field or equivalent clinical/administrative experience in reproductive medicine; or
Registered Nurse (RN) or Bachelor’s degree preferred depending on clinic structure.

Preferred Education:

Bachelor of Science (BS/BA) in Nursing (BSN), Biology, Reproductive Science, Healthcare Administration, or related field.
Advanced certification or coursework in reproductive endocrinology, ART, clinical coordination, or health informatics is a plus.

Relevant Fields of Study:

Nursing (RN/BSN)
Biology, Human Reproduction, or Reproductive Science
Healthcare Administration or Health Information Management
Clinical Research or Public Health

Experience Requirements

Typical Experience Range: 2–5+ years of direct experience coordinating IVF/ART cycles, fertility clinic operations, or equivalent clinical coordination in reproductive health.

Preferred:

3+ years coordinating assisted reproductive technology cycles, with demonstrated proficiency in EMR-based cycle management (e.g., eIVF, Epic Fertility).
Prior experience working closely with embryology labs, REI physicians, and surgical scheduling for IVF procedures.
History of managing complex cases such as donor cycles, gestational carrier coordination, or fertility preservation for oncology patients.