Reproductive Medicine Associates (RMA Network)

Account Executive

• Develop and implement strategic initiatives to drive physician relationship development across Boston and the surrounding areas
• Increase referral activity and support organizational goals and objectives within the IVI RMA Boston IVF territory
• Develop new physician relationships, promote programs and services, and analyze data to identify growth opportunities
• Educate regional physicians and practices about IVI RMA's Boston IVF fertility treatment services
• Cover Southern and Western MA, plus Rhode Island
• Routinely visit with local physician community (in-person and virtual) to educate clinical staff and build/maintain relationships
• Build relationships with OBGYN, PCP, Endocrinology, Urology, and Oncology providers and office staff
• Acts as an advocate to enhance communications with physicians and increase understanding of patient needs
• Regularly log visit information in Salesforce CRM
• Coordinate all physician-education marketing activities
• Manage booth presence at various events/conferences throughout local market

Physician Liaison – Field Sales Representative

Manager

• Implement and maintain clinical quality assurance and quality control programs
• Work with the Operations Department, outside vendors and clinical staff
• Provide prompt and thorough investigation of all Provider, patient, and departmental complaints
• Conduct annual reviews for clinical assistants and phlebotomist
• Liaison to outside vendors
• Develop and maintain up to date workflows and standard operating procedures for clinical and phlebotomy
• Assist with opening new offices
• Conduct cost analysis and research alternative equipment and clinical supply options.

Clinical Services Manager

Administrative Assistant

• Carries out administrative duties and assists nurses with patient checklists
• Ensures all proper documentation for patients have been collected
• Facilitates the planning and implementation of patient care with other multidisciplinary teams
• Utilizes EMR to ensure required testing, cycle consents, consults, and procedures have been done
• Writes patient letters and letters of medical necessity
• Notarizes practice consents or documents as a complimentary service to patients
• Covers Clinical Assistant and Patient Services duties as needed
• Initiates Prior Authorization with insurance companies for testing
• Triages patient inquiries and provides high-level customer service

Nursing Administrative Assistant, REI Coordinator

Payroll

• Own end-to-end payroll for 2,300+ employees across multiple states, ensuring 100% accuracy and on-time delivery every cycle
• Drive payroll compliance across all jurisdictions, proactively addressing wage and hour regulations, tax filings, and multi-state/multi-country complexities
• Lead payroll integration for newly acquired practices
• Oversee the full benefits lifecycle: open enrollment, carrier management, plan design, COBRA, ACA compliance, leave administration, and 401(k) operations
• Serve as the system owner and subject matter expert for ADP Workforce Now across all modules
• Lead, coach, and develop a team of 4

Director, Payroll, Benefits & HR Systems

Recruitment

• Maintain accurate and up-to-date candidate records in the Applicant Tracking System (ATS); serve as ATS administrator for the TA team
• Schedule interviews, coordinate panel logistics, and assist with candidate communications on behalf of four Recruiters
• Assist with managing job postings end-to-end – writing, formatting, publishing, refreshing, and closing listings across all platforms
• Track offer letter status, background check timelines, pre-hire documentation, and new hire paperwork completion
• Prepare weekly and monthly recruiting metrics reports (time-to-fill, pipeline volume, source-of-hire, open req status) for the TA team and CHRO
• Coordinate pre-onboarding tasks including I-9 verification scheduling, system access requests, and new hire orientation logistics
• Own the Recruiters' calendars for interview scheduling during high-volume periods
• Support compliance documentation including licensure tracking, credentialing coordination, and audit-ready record keeping
• Assist in proactively sourcing candidates for clinical, administrative, and operational roles across 60+ locations using LinkedIn Recruiter, Indeed, niche healthcare job boards, and ATS tools
• Build and maintain warm pipelines of qualified candidates segmented by role type (RN, embryologist, MA, front desk, operations, etc.)
• Execute Boolean and keyword search strategies to identify passive candidates
• Assist in conducting initial resume screenings to qualify candidates before handoff to Recruiters
• Support a steady flow of pre-qualified candidates into each Recruiter's active pipeline weekly
• Represent the organization at job fairs, community events, nursing school career days, and professional association events
• Build and maintain relationships with nursing programs, medical assistant schools, and allied health training programs
• Manage the organization's social media presence on LinkedIn and Indeed for recruiting purposes, including posting jobs, engaging followers, and sharing employer brand content
• Support development of candidate-facing content that reflects the organization's mission in reproductive medicine

Talent Acquisition Coordinator

Claims Specialist

• Contact insurance companies to request reprocessing of incorrectly denied claims
• Submit support documentation when requested by insurance
• Navigate insurance websites to locate claim and payment information
• Work aging reports to identify and resolve old, outstanding claims
• Document progress and office notes in our internal Electronic Medical Records system (Artemis) and/or billing system

Medical Insurance Claims Coordinator

Procurement

• Maintaining the IVI America Purchasing Platform with updated products
• Reviewing pricing between vendors to ensure we are remaining competitive
• Source consumables or equipment from other vendors if there are shortages
• Handle the setup of new Practices with our current preferred vendors
• Price out equipment as directed for replacement or new practices
• Keep GPO agreements updated with all practices

Operations Purchasing Coordinator

• Scheduling patients for seminars
• Preparing patients’ charts
• Scheduling lab work
• Tracking results
• Entering confidential information in company’s databases
• Excellent documentation in EMR
• Communicating with patients about the donor egg and gestational carrier process
• Communicating with other departments in arranging appointments
• Liaison between patients, TPR team, clinical teams and lab management for directed sperm donation program
• Scheduling directed sperm donors for screening and maintaining communication with recipients and their sperm donors

Medical Administrative Coordinator

• Scheduling appointments including obtaining demographic and insurance information
• Checking patients in and out and scheduling follow up appointments
• Scheduling outside diagnostic testing
• Entering information into electronic medical record system (EPIC) and billing system
• Keeping physician's patient and meeting schedules
• Ensuring correspondence is sent in a timely manner
• Interacting with physician and advanced practice providers for prompt response to patients
• Other clerical duties as assigned

Administrative Support Specialist

Financial Planning and Analysis

• Responsible for all aspects of a patients’ financial account including explaining financial information
• Determining insurance coverage
• Educating the patients on their financial options
• Follow up with patients and other parties to ensure accuracy and completeness of information
• Taking effective notes for learning and reference utilizing provided resources and reference tools
• Actively engaging and participating during training exercises
• Learning about Third-Party Programs (Multi Cycle, ARC) details and eligibility requirements for each program
• Learning about the details and eligibility of RMA studies
• Learning to support Urology
• Additional tasks as required.

Patient Financial Coordinator

• Conduct patient consultations to review patient obligations, answer questions related to financial policies and requirements while setting clear expectations of payment protocol
• Document patient insurance benefits and update documentation in patient progress notes using Intergy and Artemis
• Furnishing patients with estimates related to upcoming treatment.
• Collecting estimated liabilities from patients and applying payments to patient accounts.
• Ability to allocate payments appropriately after clearance and throughout patient’s treatment plan
• Post payments, run and compile weekly reconciliation reports to ensure all aspects of patient’s financial obligations are met.
• Demonstrate the ability to make logical and reasonable decisions regarding patient accounts to ensure quality performance and efficiency
• Ability to work and review patient accounts quickly regarding outstanding patient balances including following up with other finance teams on outstanding claims, patient insurance, patient correspondence and all other activities that lead to the success of clearing patient balances
• Respond to patient calls/correspondence regarding billing questions, financial policies, claims submission, etc.
• Other duties as assigned