Description

Interview Description

We are seeking a compassionate, highly organized Medical Practice Office Manager to lead the daily administrative and operational functions of our infertility clinic. This role is vital in supporting both our clinical team and patients as they navigate complex and emotionally sensitive fertility treatment journeys.

We value candidates who have direct experience working in an infertility or reproductive health environment, or who have personally undergone infertility treatment, as this perspective enhances empathy, communication, and patient-centered care.

What the Interview Will Focus On

The interview will assess the candidate’s ability to manage clinic operations while fostering a supportive, respectful, and confidential environment for patients undergoing fertility treatment.

Requirements:

Infertility Clinic Operations

• Scheduling and coordination of high-volume, time-sensitive appointments (monitoring, procedures, labs)
• Managing patient flow across clinical, laboratory, and administrative teams
• Understanding fertility treatment cycles and urgency

Staff Leadership & Team Support staff

• Supporting staff in managing emotionally charged patient interactions
• HR Coordination and Payroll
• Hiring staff and evaluating new recruits

Billing, Insurance & Financial Coordination

• Fertility-specific insurance benefits, authorizations, and self-pay packages
• Coordination of treatment estimates, financial counseling, and collections
• Familiarity with fertility billing, coding, and third-party financing preferred
• HR coordination with Paychex
• Hiring staff and evaluating new recruits

Compliance & Confidentiality

• HIPAA, OSHA, and reproductive health regulatory compliance
• Maintaining patient privacy and discretion in sensitive situations
• Policy development and quality assurance

Patient Experience & Communication

• Handling complex patient concerns with empathy and professionalism
• Supporting patients through treatment delays, outcomes, and scheduling changes
• Ensuring a welcoming, supportive clinic environment

Technology & Systems

• Experience with EHR/EMR and fertility practice management systems. EIVF
• Data accuracy, reporting, and coordination with labs and providers

Interview Format May Include

• Behavioral and situational interview questions
• Scenario-based discussions specific to fertility care
• Review of leadership approach and emotional intelligence
• Discussion of infertility clinic experience or personal insight

Ideal Candidate Profile

• Experience in infertility, IVF, reproductive endocrinology, or women’s health setting or personal infertility treatment experience
• Strong leadership, organizational, and problem-solving skills
• High emotional intelligence and patient advocacy mindset
• Knowledge of fertility insurance, scheduling, and compliance standards
• Excellent communication skills with patients, staff, and providers