Assistant Egg Donor Coordinator

**Egg Donor Coordinator**
HHH’s Egg Donor Coordinator acts as a key communicator and educator for the company’s matched egg donors helping a family reach parenthood through the gift of egg donation. The Donor Coordinator provides information, guidance, and support to those interested in learning about HHH’s services. They act as ambassadors, counsellors, and educators with industry partners such as nursing teams, doctors, lawyers, Psychologists, etc.

**RESPONSIBILITIES**

**Egg Donors**:

- Reviews client records to ensure they are complete, accurate and up-to-date.
- Monitor the egg donor’s cycle and update the workflow in Orchid accordingly.
- Protect and maintain the confidentiality of donor and client private information.
- Document all conversations, progress, and interactions with clients in Orchid and/or Slack.
- Education donors on the information of medical nature, including but not limited to an explanation of hormone medication, injections, medical testing, and surgical procedures.
- Be available for emotional and educational support during the cycle as needed, i.e. video calls to help with medications.

**Intended Parents**:

- Schedule and arrange intake calls for IPs to determine client requirements.
- Provide education to ensure clients understand the process and financial obligations.
- Give guidance on genetic carrier testing.
- Assist IPs with selecting donors. (be familiar with available donors, send profiles, give expense estimates, and facilitate donor/IP meet and greet calls)
- Process donor egg selection and communicate IP donor selection to clinics.
- Generate legal contract guide to send to client’s lawyers, review contracts for completion/answer any questions, and save to client files.
- Address any issues encountered and provide timely feedback regarding client concerns or recommendations.
- Contact and follow up with clients to inform them of payment methods available and contracts to be signed.
- Communicate with SeedTrust regarding payment disbursement.
- Issues invoices and receipts.
- Update IPs with information that the clinic shares.
- Review IP records to ensure they are complete, accurate and up-to-date before finalizing a match.

**Case Management**:

- Once the intended parents match with an egg donor, act as the main point of contact for the intended parents until the donor recovers from her retrieval.
- Ensures all steps are completed before a cycle starts.
- Provide support during the IVF cycle (as needed) and follow up on any missing items.
- Respond to client emergencies in a timely manner.
- Ensure consent forms and other cycle-related documents are completed and archived in Orchid.
- Consults with patients/donors to discuss the cycle plan and create an anticipated calendar, review necessary consents, provide patient information as required and consistent with the permissible scope of practice, and refer to consultants as needed.

**Clinics**:

- Maintain positive relationships with nurses, doctors and clinics.
- Follow-up with clinic/lab/lawyer/therapist/other to ensure timely receipt of the necessary information, i.e. donor’s match sheet, agreement, profile, labs, etc.
- Coordinating and communicating with clinics regularly to keep the clinic, IPs and

Donors informed and on the same page.
- Advocate for the care of donors during the cycle, including arranging satellite monitoring, advocating for appropriate medication use, and follow-up appointments as needed.
- Send Medical Release and Follow-Up to obtain a Summary of Records.

**Other Duties**:

- Serve as point of contact for Egg Donors, Recipients, and all outside parties involved.
- Recognize opportunities for increased efficiency and provide timely feedback to
Katie regarding service failures or client concerns.
- Contribute to team effort by maintaining an excellent rapport and working relationship, internally and externally.
- Manage emotional or complex client situations with clients and network partners promptly and professionally.
- Work within a team to create efficient systems and workflows within the department as needed.
- Additional tasks/projects related to the role
- Strong attention to detail in composing, typing and proofing materials
- Participate in professional development activities and staff meetings

**SKILLS/QUALIFICATIONS**:

- High school diploma or equivalent required, Bachelor's degree preferred and one-year post-college work experience in case management, customer service, or
IVF/Third Party Reproduction or related experience
- High attention to detail and ability to multitask/prioritize
- Ability to work in a fast-paced environment with time-sensitive work deadlines; skilled at maintaining a calm demeanour during stressful situations
- Proficiency in Microsoft Office and familiarity with utilizing client databases
- Previous Egg Donation experience preferred
- Admin, health care, nursing or social work experience preferred. Students in those fields are also welcome