Scientific Coordinator

Report to: Laboratory Manager
Areas of responsibility: Embryology

To work as part of a multidisciplinary team, providing high quality patient care, efficient administration and meeting the needs of patients and their partners attending Aria Fertility. Enhancing patient experience and satisfaction through constant support from consultation to treatment with guidance through the patient pathway.

The post holder is responsible for ensuring that all patient services activities are performed in line with the quality policy of Aria and adhere to the relevant quality standards.

Get in touch

If you are interested in this role, please email your CV and cover letter to Xavier Gonzalez at xavier@ariafertility.co.ukk.

This is not an embryology training position and only successful applicants will be contacted for interview.

Job Tasks & Responsibilities

Communication and Customer Care

Responsible for providing support, advice and assistance to patients.
Ensure that any communication (written or verbal) with patients is courteous, professional, clear and accurate. Such communication should be respectful of patient’s views and beliefs.
Maintain a polite and friendly manner and a professional appearance as is required of patient facing staff.
Ensure that patient queries are followed-up appropriately and that any changes to patients’ circumstances are accurately recorded and communicated to relevant members of staff.
Ensure all information, written and verbal, is accurate and timely.
To demonstrate particularly high levels of communication skills and professionalism with patients to obtain their informed consent for treatment and clinical research according to regulatory requirement.
To communicate effectively with staff at all levels.
To create a positive working environment and motivate & encourage other members of staff
To participate in embryology and clinic meetings.
Receive phone calls, transfer calls and pass on accurate messages to other staff, documenting all correspondence on the patient electronic medical records (EMR).
Responsible for booking appointments for patients either over the telephone or in person, in a polite, helpful and respectful manner.
Ensure dignity, privacy and confidentiality of the patients is protected at all times

Scientific Responsibilities

To be responsible for coordinating gamete(s) and embryo(s) movements to/from other clinics within/outside the UK and in accordance with regulatory requirements and relevant codes of practice.
To be responsible for supporting and assisting patients considering the use donor sperm for treatment, in accordance with regulatory requirements and relevant codes of practice.
To support in general administrative duties, such as preparation of workflows and paperwork for treatments and maintaining accurate records.
To undertake an appropriate proportion of the workload and to work independently within a team structure.
To be responsible of maintaining the accuracy of HFEA PRISM data.
To manage the Bring-Forward System.

Clinical Governance, Quality Management & Regulatory

To maintain accurate records of all patient information and communication relating to treatments in the patient electronic medical records (EMR).
To participate in clinical audit and other duties, as required, to comply with the requirements of the Quality Management System.
To comply with regulatory requirements for documentation and record keeping.
To perform all administrative practices in accordance with protocols and within the terms of the HF & E Act (1990), HFEA Code of Practice to ensure high quality standards and safe practice.
To bring to the immediate attention of the clinic manager and other senior staff members the occurrence of any adverse incident or non-conformity affecting patient care and to similarly identify any potential risk areas.

General

To comply with the Human Fertilisation and Embryology Authority’s Code of Practice, the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, the Care Quality Commission (Registration) Regulations 2009 and the Data Protection Act 2018, with special reference to patient confidentiality.

To comply with the Health and Safety at Work Act (1974) and Aria Health and Safety policies with particular reference to procedures to be followed in the event of a fire and to report all accidents and untoward incidents to the health and safety officer.

To undertake mandatory training as required, including infection prevention & control, fire safety, first aid awareness and manual handling. Actively participate in areas performance management processes and competency assessment processes. This job description is not to be regarded as exclusive or exhaustive as there may be other duties or requirements associated with the post which you may be called upon to perform from time to time.