• IVF Coordinator - REI/Fertility

    Billings Clinic (Bozeman, MT)


    You’ll want to join Billings Clinic for our outstanding quality of care, exciting environment, interesting cases from a vast geography, advanced technology and educational opportunities. We are in the top 1% of hospitals internationally for receiving Magnet® Recognition consecutively since 2006.

     

    And you’ll want to stay at Billings Clinic for the amazing teamwork, caring atmosphere, and a culture that values kindness, safety and courage. This is an incredible place to learn and grow. Billings, Montana, is a friendly, college community in the Rocky Mountains with great schools and abundant family activities. Amazing outdoor recreation is just minutes from home. Four seasons of sunshine!

     

    You can make a difference here.

    About Us

    Billings Clinic is a community-owned, not-for-profit, Physician-led health system based in Billings with more than 4,700 employees, including over 550 physicians and non-physician providers. Our integrated organization consists of a multi-specialty group practice and a 304-bed hospital.Learn more (https://www.billingsclinic.com/about-us/) about Billings Clinic (our organization, history, mission, leadership and regional locations) and how we are recognized nationally for our exceptional quality.

    Your Benefits

    We provide a comprehensive and competitive benefits package to all full- and part-time employees (minimum of 20 hours/week), including Medical, Dental, Vision, 403(b) Retirement Plan with employer matching, Defined Contribution Pension Plan, Paid Time Off, employee wellness program, and much more.Click here (https://www.billingsclinic.com/careers/employee-benefits/) for more information ordownload the Employee Benefits Guide (https://www.billingsclinic.com/app/files/public/8786e5d8-f08c-4b2a-89b8-16197604bfee/NEO/Staff Benefits Guide.pdf) .

    Magnet: Commitment to Nursing Excellence

    Billings Clinic is proud to be recognized for nursing excellence as a Magnet®-designated organization, joining only 97 other organizations worldwide that have achieved this honor four times. The re-designation process happens every four years. Click here (https://www.billingsclinic.com/campaign-landing-pages/magnet/) to learn more!

    Pre-Employment Requirements

    All new employees must complete several pre-employment requirements prior to starting. Click here (https://billingsclinic.csod.com/ats/careersite/search.aspx?site=15&c=billingsclinic) to learn more!

    IVF Coordinator - REI/Fertility - Bozeman

    REI/FERTILITY BOZEMAN - 600.7610 (BILLINGS CLINIC BOZEMAN AMBULATORY)

     

    req10927

    Shift: Day, Weekends

    Employment Status: Full-Time (.75 or greater)

     

    Hours per Pay Period: 1.00 = 80 hours every two weeks (Non-Exempt)

     

    Starting Wage DOE

     

    The IVF Coordinator is a professional-level role that provides comprehensive coordination of reproductive patient care. Ensures seamless coordination and continuity across complex, multistage IVF treatment cycles.

     

    Essential Job Functions

     

    + Coordinates the activities required to initiate and manage treatment plans (OI, IUI, IVF, FET, donor cycles).

    + Prepares and manages patient treatment calendars and maintain active cycle lists.

    + Serves as the primary point of contact for patient cycle communications (calls, portal messages, scheduling).

    + Coordinates with financial counselors to ensure clearance for patient procedure scheduling.

    + Collaborates with physicians and RN Navigators to ensure timely cycle progression and continuity of care.

    + Manages third-party reproduction involving egg donors, sperm donors, embryo donation, and gestational carriers and works in collaboration with RN IVF Navigator but focuses on non-clinical responsibilities.

    + Ensures FDA-required donor screening and testing are completed within required timeframes.

    + Reviews, tracks, and documents donor eligibility determinations in compliance with 21 CFR Part 1271.

    + Prepares for, and supports, FDA and state inspections, audits, and surveys.

    + Supports cross-functional initiatives during audits, DNV surveys, or internal compliance reviews.

    + Conducts Quality Assurance/Quality Control audits of donor records, test results, and documentation.

    + Drafts, revises, and maintains SOPs, policies, and job aids related to donor eligibility and cycle compliance.

    + Partners with the High Complexity Lab Director (HCLD) and compliance leadership to maintain adherence to all regulatory requirements.

    + Tracks and analyzes IVF cycle metrics, patient outcomes, and compliance data.

    + Prepares reports and dashboards for Reproductive Endocrinology Infertility (REI) leadership and quality committees.

    + Enters Society for Reproductive Assisted Technology (SART) data and accountability for accurate High Complexity Lab Director (HCLD) review and approval

    + Identifies workflow inefficiencies and recommends process improvements.

    + Supports internal audits and contributes to continuous quality improvement initiatives.

    + Mentors and trains new staff on cycle coordination, compliance documentation, and patient communication standards.

    + Serves as liaison with third-party agencies, external labs, and vendors to coordinate donor and compliance requirements.

    + Collaborates with clinical team, financial counselors, front office staff, and embryology team to ensure seamless patient onboarding and cycle management.

    + Supports and models behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.

    + Performs all other duties as assigned or as needed to meet the needs of the department/organization.

    Minimum Qualifications

    Education

    + 4 Year / Bachelors Degree Health Sciences, Biology, Public Health, or related field

    Experience

    + 1+ years experience in fertility, reproductive medicine, or tissue banking.

    + Experience in data tracking and Quality Assurance and Quality Control.

    + Experience with donor eligibility and/or regulatory compliance, preferred.

     

    Certifications and Licenses

     

    + Valid Montana Drivers License at hire. Ability to be insured to operate organizational vehicles, if required/needed.

     

    Billings Clinic is Montana’s largest health system serving Montana, Wyoming and the western Dakotas. A not-for-profit organization led by a physician CEO, the health system is governed by a board of community members, nurses and physicians. Billings Clinic includes an integrated multi-specialty group practice, tertiary care hospital and trauma center, based in Billings, Montana. Learn more atwww.billingsclinic.com/aboutus (https://www.billingsclinic.com/about-us/)

     

    Billings Clinic is committed to being an inclusive and welcoming employer, that strives to be kind, safe, and courageous in all we do. As an equal opportunity employer, our policies and processes are designed to achieve fair and equitable treatment of all employees and job applicants. All employees and job applicants will be provided the same treatment in all aspects of the employment relationship, regardless of race, color, religion, sex, gender identity, sexual orientation, pregnancy, marital status, national origin, age, genetic information, military status, and/or disability. To ensure we provide an accessible candidate experience for prospective employees, please let us know if you need any accommodations during the recruitment process.