Clinic & Medical Coordinator

Clinic Relations and Medical Coordinator

Remote, Full Time

The Seed Scout





OVERVIEW

The Seed Scout is a known sperm donor matchmaking company that helps intended families build their families through a thoughtful, human centered process. We take this work seriously because the people on the other end of every email, every file, and every introduction are in one of the most meaningful moments of their lives. We are a small, fully remote team that moves quickly, holds a high bar, and cares about the work we do together.





Every match we make runs through a clinic. A clinic approves the semen analysis, accepts the known donor, sets the quarantine, and ships the vials. When that goes smoothly, a family stays on track. When a single clinic rule gets missed, a family can lose weeks.





We are hiring a Clinic Relations and Medical Coordinator to own that side of our business. You will be the person our partner clinics know by name. You will know the requirements of every clinic we work with, keep them current, and make sure every donor, client, and date lines up with those requirements before anything moves forward.





This is a specialist seat, not a general admin role. It is built for someone who loves mastering complex rule sets, manages many live cases at once without losing the thread, and builds real relationships with the nurses, coordinators, and lab teams on the other side of the phone. You report to our Managing Director, Client and Donor Relations.





WHAT YOU WILL OWN

Clinic Relationships and Network Growth


- Serve as the day to day point of contact for our partner collection clinics, sperm banks, and client fertility clinics, including third party nurse coordinators and andrology labs
- Run recurring status calls with our highest volume clinics to review every open case, outstanding item, and upcoming date
- Vet new collection clinics: FDA license verification, known donor policy, quarantine and CMV policies, pricing, shipping, and introduction preferences
- Grow our clinic network in underserved cities through outreach, follow through, and conference attendance, with support from leadership
- Keep every clinic record in Airtable accurate and current, including requirements, contacts, fees, licenses, and the details that are not written down anywhere else






Medical Logistics


- Coordinate semen analyses, genetic testing, and blood work from order to result, and route results to our Medical Director for review (training provided)
- Check each client's clinic requirements against each donor before donors are shown, and flag conflicts early: quarantine windows, CMV rules, psych and PAI requirements, karyotype, and genetic counseling
- Send clinic introductions and document packets on each clinic's preferred timeline
- Relay sperm prep and thaw protocols between collection clinics and fertility clinics
- Track every donation, quarantine period, post quarantine blood test, summary of records, and shipment until vials arrive at the client's clinic






Calendar and Case Management


- Maintain the master calendar for every testing, donation, quarantine, and shipping date across all active matches
- Own the medical milestones on every client checklist and keep them accurate and moving
- Run medical introductions: donor to clinic and client to clinic
- Close out each case once vials arrive, including checklist sign off and offboarding communications






Client and Donor Touchpoints


- Communicate clearly with clients and donors about testing, clinic steps, and timelines by email, Slack, text, and phone
- Complete a final clinic compatibility check on our monthly donor catalogs before they go out






WHAT SUCCESS LOOKS LIKE

First 30 days: You know our core partner clinics by name, contact, and requirements. You have shadowed and then led clinic status calls.





First 60 days: You run clinic introductions and status calls on your own. Your calendar is the source of truth for every active match.





First 90 days: Clinics and teammates bring clinic questions to you first. You have vetted at least one new collection clinic. No match has been delayed by a missed clinic requirement.





WHAT EXCITES US ABOUT YOU


- You love learning the rules. Hand you 100 clinics with 100 different requirements and you will build the system that keeps them straight.
- You are energized, not overwhelmed, by 20 open cases moving at the same time.
- You pick up the phone. You can call a clinic you have never worked with and leave the call with a name, an answer, and a next step.
- You keep a meticulous calendar for your work and your life.
- You notice when something is off, even when no one asked you to check, and you follow up until it is closed.
- You are warm and professional with nurses, lab staff, and families alike.
- You know when to flag something instead of guessing.
- You understand that every file you touch represents a real family, and that raises your standards.


QUALIFICATIONS

Required


- Exceptional attention to detail. This is the single most important quality we are hiring for.
- 2 or more years in coordination, operations, or case management, ideally in healthcare or another environment with complex rules
- A track record of independently managing a high volume of concurrent cases or deadlines
- Confident phone and email communication with external partners
- Ability to learn complex, changing requirements quickly and apply them accurately
- Comfortable working independently in a fully remote, small team
- Quick to learn new tools and able to work across multiple platforms at once






Nice to Have


- Experience in a fertility clinic, andrology or embryology lab, sperm or egg bank, IVF practice, or other reproductive health setting. If you have worked as a third party or donor coordinator, you will feel right at home here.
- Other healthcare coordination experience, such as patient navigation, a medical practice, clinical research, or a lab
- Familiarity with FDA donor eligibility, STI panels, CMV testing, or genetic carrier screening
- Experience with Airtable, Slack, and Google Workspace
- Experience in a startup or small team where you figured things out as you went






COMPENSATION AND BENEFITS

This is a full time, fully remote role. The first 90 days are a probationary period paid hourly at the equivalent rate, converting to salaried status after successful completion.


- Salary Range: $65-80,000 annually
- 401(k)
- 20 days of paid time off
- Six paid company holidays
- Fully remote with occasional in person events a few times per year






HOW TO APPLY

In your application, tell us about a time you managed many moving deadlines with outside partners and what system you used to keep it all straight.





We review every application personally. If we think you could be a fit, you will hear from us within 5 to 7 business days to schedule a first conversation with our hiring manager. From there, the process moves to a short take home assignment, a live clinic call exercise, and a final conversation with our founders.





We know job searching takes real energy. We appreciate you taking the time to learn about us, and we will always let you know where you stand.





EQUAL OPPORTUNITY STATEMENT

The Seed Scout is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other characteristic protected by applicable law. We are committed to building a team that reflects the diversity of the families we serve.