Fertility Patient Coordinator

Medical Counselor — Fertility & IVF

Solo Clinic IVF & Obgyn | with Dr. Sunita Tandulwadkar | Pune

About the role

For a couple walking into a fertility clinic, the journey is rarely just medical. It's emotional, financial, often years in the making, and frequently carries disappointment they're still holding. The doctor sets the clinical path. The counselor walks the patient through it.

We're hiring a Medical Counselor for the gynaecology and IVF vertical — the person who becomes the patient's steady point of contact across their fertility journey. You'll translate complex reproductive medicine into language couples can understand, support them through an emotionally demanding process, coordinate their treatment cycle, and help them make informed decisions with clarity and care.

This is a role for someone who can hold both things at once: genuine empathy and complete honesty. Fertility care lives in that balance.

Reporting & team

• Reports to: Dr. Sunita Tandulwadkar / Clinical Lead
• Works alongside: Fertility specialists, embryology lab team, nursing staff, front desk, finance
• Stakeholders: Patients and their families, clinical team
  

Core responsibilities

1. Patient counseling & treatment explanation

• Be the primary non-physician point of contact for patients through their fertility journey
• Explain diagnoses, investigations, and treatment pathways (IUI, IVF, ICSI, fertility preservation, donor programs, and related ART options) in clear, compassionate, jargon-free language
• Translate the doctor's clinical plan into a path the couple understands and feels confident acting on
• Prepare patients for what each stage involves — emotionally, physically, and practically

2. Emotional support & expectation management

• Support patients through one of the most emotionally intense processes they may ever go through
• Set realistic, honest expectations about probabilities — never overpromise, never minimise
• Be a calm, reassuring presence at every stage, including after an unsuccessful cycle, where your support matters most
• Recognise when a patient needs additional psychological support and route appropriately

3. Treatment cycle coordination

• Coordinate the patient's treatment cycle end-to-end: investigations, scans, injection schedules, retrieval, transfer, and follow-ups
• Act as the liaison between patient, doctor, embryology lab, and nursing team
• Ensure patients understand and adhere to their protocol — a missed scan or injection can affect a cycle
• Keep patients informed and on-track at every step

4. Treatment & financial counseling

• Explain treatment plans, packages, and costs transparently and sensitively
• Help patients understand what each step involves and what it requires of them
• Support informed, unpressured decision-making — the goal is the right path for the patient, not a sale

5. Consent, documentation & continuity

• Ensure complete informed consent for all ART procedures
• Maintain accurate, strictly confidential patient records
• Provide proactive, compassionate follow-up that supports continuity of care across cycles
• Reduce drop-off between cycles through genuine relationship and trust, never pressure
  

Required qualifications

• Background in nursing (BSc / GNM), psychology, counseling, life sciences, or a paramedical/medical field
• 2–4 years in patient counseling or patient coordination — ideally in IVF, fertility, ART, or Obgyn settings
• Strong command of English plus Hindi and/or Marathi
• Genuine empathy paired with emotional resilience
• A working understanding of reproductive health and ART procedures — or the clinical literacy and willingness to learn it quickly
  

Preferred qualifications

• Formal counseling training or fertility/ART counseling certification
• Direct experience in an IVF / ART clinic, with first-hand familiarity with the patient journey through IVF/ICSI
• Working knowledge of India's ART regulatory framework
• Experience supporting patients through emotionally sensitive or long-term treatment journeys
  

Who this role is for

Mindset more than CV. This matters more than the resume:

• You can give hope and tell the truth in the same conversation — and you understand why both have to be there
• You're emotionally resilient. You can sit with a couple through a failed cycle, hold their disappointment, and still be steady for the next patient an hour later — without burning out
• You're a clear communicator who makes complex reproductive medicine understandable without dumbing it down
• You're discreet by instinct. Fertility is intensely private, and patients trust the people who protect that
• You're meticulous on coordination — you know that the small logistical details (a scan date, an injection window) carry real clinical weight
• You're a team player with the doctors, embryologists, and nurses — supportive, never overstepping into clinical decisions that aren't yours to make
• You know the line: you support and explain, you never diagnose, prescribe, or guarantee — the clinical call always belongs to the doctor