SART Coordinator

Are you passionate about helping create families? Reproductive Partners Medical Group / Fertility Centers of Orange County (RPMG/FCOC) is seeking a full-time SART Coordinator to join our Long Beach location!

JOB SUMMARY: The SART Coordinator focuses on managing assisted reproductive technology (ART) data reporting, regulatory compliance, and cycle tracking in fertility clinics for SART/CDC and any other platform that the IVF clinics need to report to.

ESSENTIAL JOB FUNCTION:

1. Adhere to RPMG Policies and Procedures.
2. Performs duties and job responsibilities in a fashion which coincides with the service management philosophy of RPMG including the demonstration of the basics of service excellence towards patients, visitors, staff, peers, physicians, and other departments within the practice.
3. Regulatory & Data Reporting: Ensure accurate closing and outcome reporting of ART cycles according to SART, CDC, and NASS standards, while maintaining IVF databases and assisting with annual statistical submissions.
4. Cycle & Clinical Administration: Handle delivery outcome requests, manage patient portal outcome tracking, and route necessary forms to clinical teams.
5. Compliance & Program Management: Oversee daily entries for the Prescription Monitoring Program (PMP) registry, respond to state inquiries, and collaborate with billing and finance teams on cycle authorizations.
6. Communication & Support: Facilitate information flow between physicians, nurses, embryologists, and clinical leadership to distribute lab reports and administrative updates.
7. Collect, manage, and maintain all data and statistics required for compliance with SART regulations
8. Stay current on all SART guidelines and implement updates as requirements evolve
9. Collaborate with nursing and embryology teams to ensure accurate and timely data entry into Resource/FERT and other reporting systems
10. Monitor all clinics flowsheets and correct daily
11. Make calls to all patients to get outcomes for all of our clinics
12. Coordinate and report all required data and outcome statistics to meet California regulations related to donor egg and donor sperm use in IVF and IUI
13. Ensure compliance with four-day prospective reporting requirements to SART
14. Accurately close ART cycles and report outcomes in accordance with SART standards
15. Maintain adherence to SART, CDC, and NASS (National ART Surveillance System) guidelines, ensuring timely and accurate reporting
16. Prepare and submit delivery outcome requests to clinical teams based on practice needs
17. Provide administrative support to the Chief Nursing Officer/Chief Operating Officer.
18. Obtain and distribute laboratory reports requested by clinical staff
19. Manage the Prescription Monitoring Program (PMP) Registry, including entering all controlled substance prescriptions on a daily basis and responding to New York State inquiries regarding patient prescriptions
20. Oversee the WIN Fertility Patient Portal and treatment outcomes processes, including receiving and routine treatment request forms to patient coordinators, completing treatment outcome forms as requests, and partnering with the Finance team to ensure accurate billing
21. Coordinate Progyny treatment outcome requests and provide necessary medical records to the Progyny coordinator
22. Support additional clinical compliance projects and initiatives as needed
23. Performs other duties as assigned

KNOWLEDGE SKILLS AND ABILITIES:

· Possesses interpersonal and communication skills necessary to interface with patients, physicians, and staff from various departments.

· Possesses excellent organizational skills and be able to accurately perform multiple tasks, prioritize, be detail oriented and work with constant interruptions.

· Able to perform basic computer functions such as creating word documents, spreadsheets, and email. Has the ability to learn and master an electronic medical software application as it may pertain to job responsibilities.

· Able to maintain proficiency regarding job requirements as determined by annual assessment of job competency.

· Demonstrate the ability to be a team player and possess a willingness to perform duties that are assigned or delegated to him/her as well as a willingness to perform duties of other employees as needed.

· Support RPMG vision and mission

· Maintain confidentiality of all work information, clinic information and patient information.

· Participates in identifying problems and suggesting solutions

MINIMUM QUALIFICATIONS:

· Bachelor’s degree and or 2 to 4 years of related experience, or an equivalent combination of education and experience

· Strong interpersonal, communication (verbal and written), and organizational skills, with the ability to interact effectively at all levels

· High level of professionalism, discretion, and ability to handle sensitive and confidential information

· Proficiency in Microsoft Office (Word, Excel, PowerPoint), general computer skills, and experience with electronic medical record (EMR) systems

· Strong data entry, record-keeping accuracy, and attention to detail

· Excellent time management and multi-tasking abilities in a fast-paced, dynamic environment; adaptable and self-motivated

· Sound judgment, problem-solving ability, and commitment to high ethical standards

· Proven ability to work collaboratively in a multidisciplinary team, build effective relationships, and support team performance

· Customer service–oriented with a results-driven mindset; reliable and accountable

· Experience with continuous quality improvement and team development preferred

· Healthcare experience preferred

WORKING CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

o Requires working under stressful conditions or working irregular hours.

o Requires exposure to communicable diseases or body fluids.

o Requires flexibility in changing patient census

o Requires patience. compassion, and the ability to work successfully with a variety of patients, families and employee staff with positive results

o May require critical thinking skills and the ability to work successfully independently or in a team

o Requires the ability to adapt to, and follow established protocols and adjusting requirements

o Noise level in the work environment is usually moderate.

PHYSICAL REQUIREMENTS:

Adequate to perform job duties in person and over the telephone. Must be able to communicate clearly to patients in person and over the phone. Requires bending,

reaching, repetitive hand movements, and standing, walking, with some heavy lifting, pushing, and pulling exerted regularly throughout a regular work.