**Please note, applications submitted via NHS jobs will not be considered. To apply, please click on the link within the advert**
We are looking for a dedicated and well organised Cryo Management Administrator to join our team at Care Fertility. In this role, you will support patients throughout the management of their cryopreserved material, ensuring a safe, compliant and compassionate service.
You will work primarily remotely, with occasional visits to local clinics. Full training and mentorship will be provided, and no prior cryo experience is required.
This is an excellent opportunity for someone who is detail focused, confident communicating with patients, and committed to delivering a high quality experience.
Main duties of the job
* Support all Care Fertility clinics via our custom-built cryo management platform
* Update patient records following communication or activity
* Issue invoices, manage payments, and handle financerelated queries
* Manage the HFEA statutory notice process for storage consent renewals and extensions
* Assess patient records to ensure correct and timely communication
* Identify and elevate anomalies in patient records appropriately
* Manage a dedicated email inbox for patient enquiries
* Maintain and update an internal virtual whiteboard system
* Communicate with patients via telephone, email, post and the Salve App
* Build strong working relationships with senior staff across clinics
* Use Microsoft Teams for internal communication
About us
Care Fertility is the UKs largest private provider of IVF and fertility treatment. Our team of over 600 clinicians, embryologists, nurses and support colleagues work together to ensure our patients receive exceptional care, supported by innovative science and an intuitive digital experience.
We are committed to leading the future of fertility healthcare and delivering outstanding patient support at every stage.
Job responsibilities
As a Cryo Administrator, you will provide administrative support to the Data Quality Manager in relation to the management of payment notifications and consent processes for cryopreserved material. You will work with a custombuilt cryo management platform and collaborate closely with an established team of administrators and mentors.
No prior experience in cryopreservation is required. Full training and mentorship will be provided.
It is essential that you have strong communication skills and experience in a customer or patient facing environment.
Main Duties and Responsibilities
* Provide excellent customer care by responding to patient enquiries promptly and professionally.
* Distribute complex or unresolved queries to the appropriate Care colleagues.
* Communicate with patients sensitively and in accordance with established processes.
Cryopreservation Administration
* Manage the cryopreservation database on CIS and maintain accurate billing documentation.
* Administer the cryo management system, including producing, checking and sending required communication relating to storage.
* Ensure correspondence is issued within required timescales.
* Notify relevant team members of patient responses and ensure appropriate actions are taken.
* Prepare paperwork and cryopreserved samples for disposal in line with regulatory and internal processes.
* Provide general administrative support to the Data Quality team as required.
Systems and Digital Processes
* Enter and update patient information within the clinical database, ensuring accuracy and adherence to system pathways.
* Use digital systems to maintain safe and efficient workflows.
* Participate in system development and process improvement by suggesting ideas and embracing new technologies.
* Communicate effectively with colleagues using Microsoft Outlook and Teams.
Teamwork and Collaboration
* Support other Care clinics with CIS data entry and cryo management training.
* Build positive, collaborative working relationships with colleagues across the multidisciplinary team.
* Participate actively in team meetings and clinic meetings.
* Share knowledge openly and act as a supportive mentor when required.
* Treat colleagues fairly, encourage inclusivity and embrace diversity within the team.
Governance, Compliance and Safety
* Maintain accurate and timely records in accordance with internal processes and regulatory requirements.
* Ensure all work complies with the HFEA Code of Practice, Health and Safety policies, and organisational reporting requirements.
* Complete all mandatory training and engage fully in the companys learning pathways.
Confidentiality and Data Protection
* Maintain confidentiality at all times in accordance with the HFEA Code of Practice and organisational procedures.
* Handle patient data responsibly, completing required training in data protection and information governance.
* Comply with the General Data Protection Regulation (GDPR) 2016 and the Data Protection Act 2018.
Professional Development
* Stay up to date with standard operating procedures through regular participation in professional updates.
* Engage proactively in the Personal Development Review process and competency assessments.
* Take responsibility for your learning and skill development, seeking opportunities to improve and grow within the role.
Person Specification
Qualifications
* N/A
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Full-time,Part-time,Flexible working,Home or remote working
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