The Center for Advanced Reproductive Services (CARS) has nearly four decades of experience treating fertility patients, and we are very proud of our success. Run by reproductive endocrinology experts, our results and reputation are among the best because we provide the most appropriate medical care in an environment that is sensitive to our patients’ needs.

We are seeking a professional and friendly Medical Insurance Coordinator to support our team by managing insurance authorizations, surgical scheduling, charge entry, and patient financial communications.

Responsibilities

Responsible for pre-certifying all services for the assigned team physician, including IUI, IVF, TESE, MESA, FET, PGT-A/PGT-M, donor and gestational carrier cycles, and related labs or procedures. Ensures authorization for visits, treatment plans, and medications at least two weeks before cycle start. Also handles precertification for andrology, storage, imaging, ultrasounds, biopsies, and in-office procedures, following practice guidelines and communicating coverage or self-pay details to patients.
Surgical scheduling (i.e. hysteroscopy, D&C) for the team physician- pre-certifying surgical procedures if applicable, along with scheduling a pre and post-operative visit if required. This includes coordinating schedules with the Farmington surgical center and JDH surgical scheduling, sending over pre-op forms and providing the FSC/JDH with benefit/auth info for each patient. Ensures that patient has been scheduled for any necessary testing prior to surgical procedure (IE Covid-19).
Communicates financial clearance to office staff by documenting insurance authorizations or self-pay details in Athena, including amounts and collection timing. Updates ReSource to inform the clinical team once clearance is confirmed.
Responsible for completing charge entry for all IVF cycles under the assigned team physician, with entries submitted daily and finalized by the end of each month. Monitors and maintains patient accounts throughout the cycle, ensuring final review and entry at cycle completion. Reviews outstanding balances with patients during check-out and monitors the physician and ultrasound schedules daily. Places appropriate notes in Quick View to alert PSRs to collect payments at check-in and check-out.
Regular follow up with patients to ensure payment of outstanding co-payments, balances, co-insurance, etc (reviewing schedules for Doctor/cycling patients on a daily basis) and communicating appropriately.
Reviews consents on patient's account to keep them accurate and up to date.
Maintains a strong rapport with the Central Billing Office (CBO), follows up on reports sent regarding auth issues, open consent lists, and communicates with CBO staff for guidance and assistance regarding challenging cases/issues. Provides refunds and adjustments to patients via the CBO.
Responds to all patient inquiries, via either phone, email or in person, regarding their account and insurance related matters.
Communicates with Virtual Assistants as needed in regards to benefit check status.
Responsible to cover the PSR/FSR positions for absences, vacations or any other requested time off. Travel may be required.
Reviews team physician schedule according to practice rules. Review schedule 2-3 days out for openings/issues and coordinate with PSR to keep schedules full and orderly.
Understands the requirements associated with HIPAA and Confidentiality for all patients.
Documents thoroughly, clearly, and accurately to ensure other staff can understand the status of a patient’s account.
Willing to support and train new FSR’s as needed to encourage a team driven work environment.

Qualifications

Ob/Gyn physician office experience.
Infertility office experience.
Passion for Women's health/ fertility.
Customer service training/experience.

Join Us
This role is an opportunity to make a meaningful impact in patients' lives by supporting them through their reproductive journeys. You’ll join a collaborative team committed to high standards of care and innovation in reproductive health. We offer competitive compensation, comprehensive benefits, and a collaborative team environment.

Compensation: $25-$30 per hour

Center for Advanced Reproductive Services

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Medical Insurance Coordinator