IVF Coordinator

Position Summary

The Registered Practical Nurse, IVF & Third-Party Programs and Clinical Quality Coordinator is responsible for supporting the coordination and delivery of fertility treatment services while maintaining high standards of patient care, regulatory compliance and clinical quality.

This multifaceted role combines IVF cycle coordination, donor gamete management, third-party reproductive program coordination, clinical policy and procedure oversight, and leadership in clinic inspections and accreditation activities.

The successful candidate will work collaboratively with physicians, nursing, embryology, administrative staff and clinic leadership to ensure safe, efficient and compliant clinical operations.

Key Responsibilities

1. IVF Cycle Coordination

• Coordinate and track IVF and frozen embryo transfer (FET) treatment cycles in collaboration with physicians, nursing and embryology teams.
• Review patient charts to ensure required investigations, screening, consents and documentation are completed prior to treatment.
• Coordinate IVF cycle preparation, nursing consultations, treatment instructions and patient education.
• Communicate with patients regarding treatment plans, medication instructions, monitoring schedules and next steps.
• Facilitate communication between physicians, nursing, laboratory and administrative departments to ensure timely cycle progression.
• Identify and escalate clinical concerns, missing documentation or potential treatment delays.
• Ensure accurate and timely documentation within the electronic medical record (eIVF).

2. Donor Gamete Bank Coordination

• Oversee the clinical coordination of donor sperm and donor oocytes obtained through external gamete banks.
• Review donor documentation, infectious disease screening, eligibility and supporting records in accordance with applicable Health Canada requirements.
• Collaborate with embryology to coordinate gamete ordering, shipment, receipt, storage and release for clinical use.
• Ensure appropriate patient education, counseling requirements, consents and physician approvals are completed.
• Maintain accurate donor documentation and traceability records.
• Liaise with external donor banks to resolve outstanding documentation or regulatory concerns.
• Support the development and maintenance of standardized donor gamete workflows.

3. Third-Party Reproduction Program

• Support the coordination and clinical oversight of RCC's known sperm donor, known egg donor and gestational carrier programs.
• Ensure third-party reproductive arrangements comply with applicable Health Canada regulations and RCC policies.
• Collaborate with the Medical Director, treating physicians, embryology and third-party coordinators to ensure program requirements are completed prior to treatment.
• Review donor eligibility documentation, medical suitability determinations and required communication-of-risk records.
• Maintain organized, accurate and inspection-ready third-party patient and donor records.
• Identify opportunities to improve program efficiency, patient communication and regulatory compliance.
• Serve as a clinical resource for nursing and administrative staff regarding third-party reproductive processes.

4. Clinical Policies and Procedures Management

• Coordinate the annual review of RCC's Clinical Policies and Procedures Manual, in collaboration with the Nurse Manager, Medical Director and relevant department leads.
• Review existing clinical policies to ensure alignment with current clinical practices, regulatory requirements and accreditation standards.
• Identify policies requiring revision, clarification or development.
• Coordinate policy updates, approval processes, version control and implementation.
• Ensure updated policies and procedures are communicated to relevant staff.
• Collaborate with department leads to coordinate staff education, training and acknowledgment of revised procedures.
• Maintain accurate records of policy reviews, approvals and staff training.
• Support the standardization of clinical workflows and documentation across departments.

5. Clinic Inspections, Accreditation and Regulatory Compliance

Act as the Clinical Inspection and Accreditation Lead, working collaboratively with clinic leadership to coordinate inspection readiness, regulatory compliance and accreditation activities.

Responsibilities include:

• Spearhead the planning, preparation and coordination of clinic inspections, accreditation assessments and regulatory reviews.
• Serve as a key internal point of contact during inspection and accreditation preparation.
• Coordinate readiness activities for Health Canada inspections, accreditation assessments and other applicable regulatory reviews.
• Maintain inspection and accreditation documentation, evidence files, compliance trackers and supporting records.
• Conduct internal clinical audits to identify documentation gaps, workflow deficiencies and opportunities for improvement.
• Collaborate with department leads to ensure required policies, procedures, training records and quality assurance documentation are current.
• Coordinate staff preparation and education ahead of scheduled inspections.
• Support inspectors and assessors during on-site visits, including retrieval and presentation of requested documentation.
• Track inspection observations, deficiencies, corrective actions and required follow-up.
• Coordinate the development and implementation of corrective and preventive action plans in collaboration with clinic leadership.
• Monitor completion of corrective actions and maintain evidence of compliance.
• Support ongoing inspection readiness rather than limiting preparation to scheduled inspections.
• Provide regular progress updates to clinic leadership regarding accreditation requirements, inspection readiness and outstanding compliance items.

Qualifications and Experience

Required Qualifications

• Registered Nurse (RPN) in good standing with the College of Nurses of Ontario (CNO).
• Minimum 3–5 years of nursing experience, preferably within reproductive medicine, fertility or women's health.
• Strong understanding of IVF treatment coordination and fertility clinic operations.
• Excellent organizational, documentation and communication skills.
• Ability to manage multiple responsibilities and competing priorities independently.
• Strong attention to detail and commitment to patient safety and regulatory compliance.
• Demonstrated ability to work collaboratively with multidisciplinary clinical teams.
• Proficiency with electronic medical records and Microsoft Office applications.

Preferred Qualifications

• Experience coordinating IVF and FET treatment cycles.
• Knowledge of donor sperm, donor oocyte and third-party reproductive programs.
• Familiarity with Health Canada's Safety of Sperm and Ova Regulations.
• Experience participating in clinical inspections, accreditation assessments or regulatory audits.
• Experience developing, reviewing or implementing clinical policies and standard operating procedures.
• Previous experience in clinical quality assurance, compliance or nursing coordination.
• Familiarity with eIVF electronic medical records.

Key Competencies

• Strong clinical judgment and patient-centered care
• Leadership and initiative
• Regulatory compliance and attention to detail
• Excellent time management and prioritization
• Effective interdisciplinary communication
• Problem-solving and process improvement
• Accountability and confidentiality
• Ability to work independently and collaboratively
• Strong documentation and organizational skills

Performance Expectations

Success in this role will be measured through:

1. IVF Coordination: Timely and accurate coordination of assigned IVF and FET cycles with minimal preventable delays.

1. Donor Gamete Compliance: Complete and accurate donor bank documentation, screening verification and traceability.

1. Third-Party Program: Consistent compliance with established screening, counseling, legal and regulatory requirements.

1. Policy Management: Completion of annual clinical policy and procedure reviews, with documented updates and staff education.

1. Inspection Readiness: Maintenance of organized, current and accessible clinical compliance documentation.

1. Accreditation Leadership: Effective coordination of accreditation preparation, assessment activities and corrective action follow-up.

Role Accountability

This position is expected to take ownership of assigned clinical coordination, policy management and inspection-readiness responsibilities while working within the Registered Nurse's professional scope of practice.

The role is responsible for coordinating and monitoring compliance activities; however, final clinical decisions, medical determinations and regulatory approvals remain with the appropriate physicians, Medical Director and designated clinic leadership.