Patient Navigator

Everleap Fertility | Portland, ME Full‑Time | Monday–Friday, 8:30 AM–4:30 PM

Job Purpose

The Patient Navigator provides administrative support to patients undergoing fertility treatment. This role focuses on ensuring a positive patient experience, managing communications, and coordinating appointments and procedures in collaboration with the medical team.

Essential Functions and Accountabilities

Patient Support & Communication

• Serve as a patient’s initial point of contact after a new patient visit is scheduled.

• Welcome patients and assist with portal enrollment, intake completion, and new patient paperwork prior to their first visit.

• Identify patient communication preferences, learning styles, and engagement needs; document insights to support personalized care.

• Assist with obtaining previous medical records and ensure charts are prepared for new consults and follow‑up appointments.

• Schedule diagnostic testing and procedures.

• Educate patients about basic testing processes and timelines; send appropriate educational materials.

• Collaborate with the care team to ensure timely communication of test results and next steps.

• Establish a compassionate environment by providing emotional and psychological support; anticipate anxieties, answer questions, and address concerns.

• Share supportive resources such as mental health services, support groups, or recommended reading materials/websites.

Administrative Coordination

• Schedule consultations, appointments, and procedures according to Everleap workflows, policies, and clinical practice guidelines.

• Maintain accurate and timely patient records in Artemis.

• Assist with obtaining previous medical records or outside results when needed.

Collaboration

• Work closely with providers, clinical staff, front desk, the Office of Patient Experience, and financial counselors to streamline patient care.

• Notify the care team of potential patient requests, concerns, or issues prior to the first visit.

• Support patients with education, preparation instructions, and procedure consents.

Compliance

• Ensure adherence to HIPAA and patient confidentiality regulations.

• Follow clinic workflows, protocols, and practice guidelines for documentation and patient care.

Academic Training

• Associate’s degree and/or CMA certification —

• Previous experience in a healthcare setting —

• Fertility experience — preferred

Position Requirements / Experience

• Proficient computer skills (Microsoft Office); minimum keyboard speed of 25 WPM

• Electronic Medical Records (EMR) experience

• Prior experience in women’s healthcare — preferred

• Knowledge of medical terminology

• Excellent oral and written communication, interpersonal, and customer service skills

• Strong attention to detail and demonstrated follow‑through

• Ability to work autonomously and collaboratively

• Genuine commitment to patient well‑being; ability to communicate with empathy and a patient‑centered approach

About Everleap Fertility

Built on the legacy of RMA, Boston IVF, Conceptions, and six other leading North American fertility practices, Everleap Fertility brings together more than 200 physicians and embryologists across 60+ locations, including 25 IVF laboratories. Together, we have helped hundreds of thousands of patients build families and have helped shape reproductive medicine for more than 40 years.

Everleap Fertility’s national scale and collective knowledge are focused on the next leap forward in reproductive medicine through ever‑advancing standards across our locations, ever‑more personalized treatment delivered by expert local teams, and ever‑better experiences for every person who comes to us for care.

Everleap Fertility is part of IVI Institute, the global leader in reproductive medicine, a global community working together to advance the field. Our shared scientific knowledge and clinical expertise help accelerate innovation, raise standards, and bring advances in reproductive medicine into patient care.

Benefits

Everleap Fertility offers a comprehensive benefits package to all employees who work a minimum of 30 hours per week:

• Medical, Dental, Vision Insurance Options• Retirement 401K Plan• Paid Time Off & Paid Holidays• Company Paid: Life Insurance, Long‑Term Disability & AD&D• Flexible Spending Accounts• Employee Assistance Program• Tuition Reimbursement

EEO Statement

“Everleap Fertility is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind. Everleap Fertility is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Everleap Fertility are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion and/or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Everleap Fertility will not tolerate discrimination or harassment based on any of these characteristics. Everleap Fertility encourages applicants of all ages.”