Case Coordinator
Family Choice Surrogacy is seeking a highly organized, detail-oriented, and compassionate Case Coordinator to provide administrative support to our case management team. This role assists the Case Manager and Intake Manager with the day-to-day coordination, documentation, scheduling, and follow-up tasks that help each surrogacy journey move forward smoothly.
The Case Coordinator is not responsible for independently managing cases, but plays an important support role in keeping cases organized, tracking deadlines, submitting documents, and ensuring communication flows among the agency, intended parents, gestational carriers, clinics, attorneys, escrow providers, insurance professionals, hospitals, and other third-party providers.
This position is ideal for someone who is dependable, proactive, administratively strong, and comfortable working in a sensitive, highly detailed field where accuracy, discretion, and compassion matter.
Please note: This position will start as part-time and transition to full-time within 6-12 months.
Key Responsibilities
The Case Coordinator will assist the Case Manager, Intake Manager, and agency leadership with administrative and coordination tasks, including:
- Maintaining organized and accurate case records in agency systems, Google Drive, and other internal platforms.
- Organizing gestational carrier intake and screening documents.
- Reviewing, correcting, and preparing gestational carrier profiles for approval.
- Submitting and uploading background checks, health insurance reviews, and other required documentation.
- Assisting with insurance applications, paperwork, maternity claims management tasks, and related payment coordination.
- Supporting monthly escrow audits and assisting with reconciliations for escrow-related agency card charges.
- Helping track case milestones, outstanding documents, deadlines, and next steps.
- Scheduling appointments, calls, text messages, and emails as directed by the Case Manager.
- Coordinating and scheduling milestone emails for surrogates and babies born through the agency.
- Booking travel for gestational carriers as needed for medical screenings, embryo transfers, monitoring appointments, and other case-related travel.
- Assisting with referrals and coordination for third-party providers, including escrow companies, psychological evaluators, insurance professionals, clinics, attorneys, and other professionals.
- Communicating with providers as assigned, including monitoring clinics, hospital social workers, insurance contacts, and other case-related professionals.
- Helping prepare for hospital and delivery-related coordination by organizing documents and assisting with provider follow-up.
- Posting in private Facebook support groups and assisting with engagement in the gestational carrier and intended parent community when appropriate.
- Providing general administrative support to the agency leadership as needed.
- Escalating questions, concerns, delays, or sensitive issues promptly.
- Following agency policies, workflows, documentation standards, and confidentiality requirements.
Qualifications
- Minimum of 3-5 years of administrative, surrogate coordinator, client service, healthcare, fertility, legal, social work, or case support experience preferred.
- Strong organizational skills and the ability to manage multiple tasks, documents, and deadlines. Ideal candidate has experience with Orchid JMS and Google Drive.
- Excellent attention to detail.
- Clear and professional written and verbal communication skills.
- Comfort communicating with intended parents, gestational carriers, clinics, attorneys, insurance professionals, escrow providers, and other third-party professionals.
- Ability to handle confidential and sensitive information with discretion.
- Strong follow-through and ability to complete assigned tasks accurately and in a timely manner.
- Experience using Google Drive, email, calendars, databases, spreadsheets, and case management systems.
- Ability to work independently while also taking direction from the Case Manager and agency leadership.
- A calm, kind, and professional approach to emotionally sensitive work.
- Familiarity with surrogacy, fertility, or assisted reproduction is preferred.
Ideal Candidate
The ideal candidate is steady, organized, and highly dependable. They enjoy keeping details in order, following up on outstanding items, and supporting a team behind the scenes. They understand that surrogacy is both emotional and process-driven, and they are able to balance warmth with accuracy and professionalism.
This person should be comfortable with administrative work, repetitive follow-up, documentation, scheduling, and systems. They should also be able to recognize when something needs to be escalated and communicate clearly with the staff and leadership team.
Core Values
The right candidate should align with Family Choice Surrogacy’s values:
Innovative
Lead with Tenacity
Show Compassion
Bring Authentic Enthusiasm
Do the Right Thing
These values should be reflected in the way the Case Coordinator communicates, follows through, supports clients and gestational carriers, and works with the internal team.
Compensation and specific working hours will be discussed during the interview process.
We encourage you to apply if you meet the qualifications and are passionate about assisting individuals on their surrogacy journey. Please submit your resume to contact@familychoicesurrogacy.com.