Embryology Assistant

Embryology Laboratory Assistant

Reports To: Embryology Supervisor

FSLA: Non Exempt

Summary

The Embryology Laboratory Coordinator supports daily operations of the embryology and cryo laboratories by managing procedure schedules, patient documentation, specimen logistics, and compliance tasks. This role serves as a critical liaison between the clinical, laboratory, and administrative teams to ensure accurate recordkeeping, timely communications, and efficient laboratory workflows.

Key Responsibilities

• Manage daily embryology laboratory schedules, including OPU, FET, fertilization checks through day 7, biopsy, freeze, and thaw procedures.
• Verify completion of all required consents for scheduled cycles; create, update, and upload consents for clients not physically present.
• Scan and upload FET images, cycle checklists, and donor/thaw documentation into patient charts within eIVF.
• Prepare daily specimen movement lists and plan for coverage during staff PTO or lab absences.
• Coordinate internal and external specimen shipments, review shipping documentation, and track delivery or receipt status.
• Assist with specimen labeling, donation transfers, discard documentation, and removal from eIVF storage systems.
• Collaborate with the donor team to schedule donor cycles and ensure timely specimen identification and documentation.
• Respond to patient inquiries, send end-of-cycle and cryo reports, and provide clarification on cryo-related questions.
• Receive, verify, and restock laboratory supplies, especially temperature-sensitive items.

Core Competencies

• Attention to Detail: Accurately manages patient data, specimen tracking, and documentation to prevent errors in sensitive lab processes.
• Organization and Time Management: Balances multiple procedural schedules and administrative workflows efficiently.
• Communication Skills: Effectively communicates with laboratory, clinical, and patient care teams to ensure information accuracy and timely updates.
• Technical Proficiency: Skilled in using eIVF or equivalent EMR/lab management systems for scheduling, documentation, and reporting.
• Collaboration: Works effectively with embryologists, andrology staff, nurses, and administrative teams.
• Confidentiality and Compliance: Maintains discretion with patient information and follows all HIPAA, ASRM, and internal compliance standards.
• Problem Solving: Anticipates logistical or documentation issues and proactively coordinates solutions.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

• High school diploma or equivalent; additional education or training in medical assisting or a related field preferred.
• Previous experience working in a clinical laboratory setting, preferably in reproductive medicine or embryology.
• Knowledge of basic laboratory techniques and procedures.
• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal skills.
• Minimum of 2 years in a fertility, embryology, or related medical laboratory environment preferred.
• Experience with eIVF or similar EMR systems strongly preferred.

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Certificates: N/A

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to toxic or caustic chemicals.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands; reach with hands and arms and talk or hear. The employee is occasionally required to sit.

Comprehensive benefits package:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Paid Time Off (PTO)
• Maternity leave
• Short-Term Disability Insurance
• Life Insurance