The Fairfax Surrogacy Difference

Fairfax Surrogacy is a full-service surrogacy agency helping intended parents worldwide find a gestational surrogate to carry their baby. Fairfax Surrogacy is the newest addition to the Genetics & IVF Institute (“GIVF”) portfolio of assisted reproduction enterprises, which date back to 1984. Amongst many accomplishments, GIVF was the first clinic to achieve a frozen embryo twin birth in America. GIVF’s founders also started Fairfax EggBank and Fairfax Cryobank, both leaders in the industry. At Fairfax Surrogacy, our goal is to provide education and support and offer a high standard of credibility, transparency, diversity, and compassion to all who seek our services.

We are looking for a Bilingual Case Manager to join our team. The Bilingual Case Manager will play a key role in providing guidance and a high level of customer service to intended parents and gestational surrogates throughout their family-building journey. You’ll act as a strategic partner to all parties ensuring they feel supported and are safely navigating all aspects of third-party reproduction to create their family.

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. You will be responsible for the management of each journey and assisting intended parents, gestational surrogates, third-party professionals such as fertility clinic staff, attorneys, insurance and counselors, and the Fairfax team throughout all phases of the surrogacy journey.

The Case Manager will be the main point of contact for intended parents from the moment they inquire about our services, until they complete their journey and bring their baby back home.

Primary Responsibilities:

• Conduct consultations with intended parents interested in our program, providing detailed information and guidance to facilitate informed decision-making.
• Manage the retaining process for intended parents, ensuring accurate and efficient completion of all necessary documentation.
• Provide intended parents with information and referrals to third-party professionals and services needed throughout their journey, including coordinating psychological screening appointments, legal consultations, and insurance assessments.
• Work closely with the Fairfax team to facilitate the matching process, including participating in weekly match meetings and following through to expedite the process.
• Facilitate communication between all parties, serving as a liaison between intended parents, gestational surrogates, counselors, attorneys, insurance brokers, fertility clinics, escrow companies, delivery hospitals, and other professionals involved.
• Communicate regularly and provide information, support, and guidance to intended parents and gestational surrogates throughout the process, keeping all parties apprised of pertinent developments.
• Provide concierge-type services for intended parents, such as assisting with gifts, travel needs, and arranging transportation and hotels for the gestational surrogates.
• Prepare hospital birth plans, coordinating with attorneys, intended parents, gestational surrogates, delivery hospitals, and social workers, and ensure timely submission of payments to all parties involved in the surrogacy process.
• Assess insurance needs and work with insurance experts to address claims, balance statements, and set up new policies as needed.
• Maintain up-to-date information on cases in the CRM.
• Build and develop relationships within the community to promote our program and initiate and manage outreach activities to increase engagement and continued interest of intended parents, including participation in social media groups and in-person events.
• Assist in developing program policies and procedures for improved workflow and anticipate future needs as the organization grows.
• Provide support through social media platforms, including managing the IP Portal and Facebook Group, hosting Q&A sessions, and facilitating Fairfax Fridays, and actively seek opportunities to obtain video or written testimonials, interviews, and reviews.
• Support the training of new employees, attend appointments or births if feasible, and organize monthly group support meetings for surrogates and intended parents.
• Travel required.
• Other projects/duties as assigned.

Qualifications and Experience:

• Must be fluent in English and Spanish.
• Must have a minimum of three years of experience as an Intended Parent Case Manager in a surrogacy agency setting.
• Bachelor’s degree in social work, psychology, or related field preferred.
• Working knowledge of the medical, insurance, and/or legal fields is preferred.
• Exceptional written and verbal communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• Able to work in an environment where appropriate and timely responses to urgent matters or situations are often required.
• Self-motivated, proactive, and forward-thinking.
• Must be confident, diplomatic, and tactful in all interactions.
• Exhibit a high degree of professionalism in dealing with diverse groups of people and maintain discretion in handling confidential information.
• Able to establish authority and set appropriate boundaries and expectations by balancing a level of friendliness and compassion with professionalism.
• Able to effectively communicate with all levels of internal and external contacts.
• Make appropriate, informed decisions regarding priorities and available time and be able to switch gears at a moment’s notice.
• Able to complete a high volume of tasks and projects with little or no oversight.
• Expert proficiency with Microsoft Office.
• Technically savvy.

Please note:

• Only candidates who meet the criteria of being fluent in both English and Spanish and having experience as a Case Manager in a surrogacy agency setting will be considered for this position.
• This position is an outstanding opportunity for a highly motivated professional to assume a pivotal role in the evolution of a start-up organization and grow with the company.
• Salary is commensurate with experience. In addition, we provide a wide assortment of benefits to our employees, including:
  • Health, dental and vision insurance
  • Flex Spending Account (FSA) and Health Savings Account (HSA) options
  • Group term life insurance
  • Short-term and long-term disability options
  • 401K plan
  • Paid parental leave
  • Equity via an Employee Stock Ownership Plan (ESOP)
  • Tuition reimbursement program
  • Substantial discounts on company services and products, including IVF/IUI and fertility preservation (egg freezing), donor eggs and sperm, and egg and embryo storage
  • Paid vacation and sick time
  • Paid company holidays
  • Job training and development opportunities
  • Company-wide social events
  • Remote work available/Hybrid if the applicant lives within 40 miles of Bethesda, Maryland

Fairfax Surrogacy is a proud, equal opportunity employer committed to an inclusive work environment and to building a team that reflects the rich diversity of our community. People of color, people with disabilities, and people of diverse sexual orientations, gender expressions, and identities are encouraged to apply.

To apply, please submit your resume and a cover letter to NRenslow@FairfaxSurrogacy.com and note “FSBCM” on the subject line. EOE/M/F/D/V

Fairfax Surrogacy is a full-service surrogacy agency helping intended parents worldwide find a gestational surrogate to carry their baby. Fairfax Surrogacy is the newest addition to the Genetics & IVF Institute (“GIVF”) portfolio of assisted reproduction enterprises, which date back to 1984. Amongst many accomplishments, GIVF was the first clinic to achieve a frozen embryo twin birth in America. GIVF’s founders also started Fairfax EggBank and Fairfax Cryobank, both leaders in the industry. At Fairfax Surrogacy, our goal is to provide education and support and offer a high standard of credibility, transparency, diversity, and compassion to all who seek our services.

We are looking for a full-time Bilingual Surrogate Recruitment and Admissions Coordinator join our team. The Bilingual Case Manager will play a key role in providing guidance and a high level of customer service to intended parents and gestational surrogates throughout their family-building journey. You’ll act as a strategic partner to all parties ensuring they feel supported and are safely navigating all aspects of third-party reproduction to create their family.

This role entails a comprehensive approach to engaging with potential surrogates, managing their documentation, ensuring compliance with program requirements, and supporting the logistical aspects of their journey while upholding the agency’s quality standards. You will be responsible for assisting the gestational surrogates, third-party professionals such as fertility clinic staff, insurance counselors, and the Fairfax team throughout the phases of the application process.

The Surrogate Recruitment and Admissions Coordinator will be the main point of contact for gestational surrogates from the moment they inquire about our program until they are officially matched.

Primary Responsibilities:

Recruitment:

• Collaborate with Fairfax Surrogate Support Specialist to develop and execute comprehensive outreach strategies to find and recruit qualified surrogates, leveraging various online and offline channels and networks.
•  Serve as the engaging and informative representative of our agency, driving the outreach initiatives and actively seeking connections with potential surrogate candidates or surrogate referral sources.
• Act as a visible representative of our agency, fostering relationships and trust within various surrogate groups and offline and online communities to expand our reach and attract potential surrogates.
•  Work closely with Surrogate Support Specialist in setting up a strategy to collaborate with local organizations such as healthcare providers to spread awareness about our surrogacy program and its benefits.
• Organize and attend community events and informational sessions to educate and connect with women interested in becoming surrogates.
• Collaborate with Surrogate Support Specialist and the marketing team to craft persuasive campaigns and materials that resonate and attract prospective surrogates.
• Monitor social media channels regularly, promptly responding to inquiries, and providing accurate information to potential surrogates.
• Participate in online educational sessions and video recordings for Fairfax Surrogacy social media channels as needed.
• Assist in expanding our services globally by identifying and implementing strategies to reach and engage potential surrogates outside of the United States.

Admissions, Coordination, and Support:

• Guide and support surrogates through the admissions process, clearly articulating the expectations, requirements, commitment level, and intricacies involved in the surrogacy journey and ensuring accurate and timely collection of all necessary documents and information.
• Conduct thorough and personable one-on-one interviews with potential surrogates and their partners to evaluate their eligibility and suitability for the surrogacy program.
• Proactively engage and follow up with potential surrogate candidates through various communication channels, including phone calls, text messages, emails, and Zoom meetings.
• Address any inquiries or concerns from surrogates promptly and empathetically. Maintain detailed and up-to-date files in the CRM (Customer Relationship Management) system for each surrogate inquiry, documenting all interactions and relevant information.
• Gather and organize essential documents, including medical records, insurance information, and psychological evaluations, ensuring candidates meet necessary criteria.
• Review and ensure candidates possess surrogate-friendly insurance through insurance review reports and assist in obtaining suitable health insurance and short-term disability policies for surrogates.
• Conduct thorough screenings of candidates, verifying information provided is accurate and maintaining meticulous notes throughout the evaluation process to assess eligibility for Fairfax Surrogacy’s program.
• Gather and maintain information to create surrogate profiles, ensuring accuracy and completeness.
• Assist the Surrogate Support Specialist with reimbursement processes, aiding surrogates in documenting expenses and ensuring compliance with financial procedures.
• Assist Surrogate Support Specialist to facilitate the matching process between surrogates and intended parents, coordinating with multiple fertility clinics to obtain pre-approval and review surrogate records.
• Uphold Fairfax Surrogacy’s high standards in candidate qualification, maintaining professionalism, warmth, and detailed documentation for all candidate, external, and internal interactions.
• Provide consistent communication and updates to surrogates regarding their progress and standing within the program.
• Work collaboratively with the Surrogacy Support Specialist and team members to continuously refine the onboarding process, aiming to elevate the overall experience for surrogates.

Qualifications and Experience:

• At least 2 years of experience within a surrogacy agency setting or having completed a surrogacy journey, demonstrating a thorough understanding of the surrogate application process.
• Bilingual proficiency in English and Spanish is preferred to effectively communicate with a diverse range of potential surrogates, emphasizing inclusivity and accessibility.
• A background in sales, nursing, the medical field, or experience within a fertility clinic is advantageous.
• Demonstrated proactive and outgoing nature, actively seeking innovative recruitment strategies and engaging with various platforms and communities to attract candidates, showing enthusiasm for outreach efforts.
• Exceptional organizational skills, meticulous attention to detail, and a proactive, forward-thinking approach.
• Confidence, diplomacy, and tactfulness in all interactions dealing with diverse groups of people, maintaining professionalism and discretion with confidential information.
• Collaborative team player with a positive attitude, able to adapt and remain flexible in a fast-paced, ever-evolving environment.
• Capable of prompt, appropriate responses to urgent matters, meeting deadlines effectively.
• Capacity to manage multiple tasks with minimal supervision, making informed decisions on priorities.
• Genuine passion and commitment to assisting individuals in their journey to create families through surrogacy, displaying empathy and understanding throughout the application process.
• Expert proficiency in Microsoft Office and a strong technical aptitude.

This position is an outstanding opportunity for a highly motivated professional to assume a pivotal role in the evolution of a start-up organization.

Additional Information:

➢ Competitive Salary at $55,000+ annually commensurate with experience.
➢ Remote work available or a hybrid option for candidates residing within 40 miles of
Annapolis, Maryland.
➢ Standard business hours from 8:30 am to 5:00 pm, occasionally flexible during nights or
weekends if required.

GIVF provides competitive compensation and generous benefits to our employees, including:

• Health and Dental insurance
• Flex Spending Account (FSA) and Health Savings Account (HSA) options
• Group term life insurance
• Short-term and long-term disability options
• 401K plan
• Paid parental leave
• Equity via an Employee Stock Ownership Plan (ESOP)
• Tuition reimbursement program
• Substantial discounts on company services including IVF/IUI and fertility preservation (egg-freezing), and egg and embryo storage
• Paid vacation and sick time
• Paid company holidays
• Job training and development opportunities
• Company-wide social events

Fairfax Surrogacy is a proud, equal opportunity employer committed to an inclusive work environment and to building a team that reflects the rich diversity of our community. People of color, people with disabilities, and people of diverse sexual orientations, gender expressions, and identities are encouraged to apply.

To apply, please submit your resume and a cover letter to NRenslow@FairfaxSurrogacy.com and note “FSBCM” on the subject line. EOE/M/F/D/V