Overview
We are hiring a hands-on HR and operations professional to support and ultimately take ownership of people operations across our clinic.
This role starts as the #2 HR resource but is designed to transition into a primary HR lead within 6-18 months. We are looking for someone who is proactive, reliable, and willing to be deeply involved in the day-to-day operations of the clinic.
This is not a passive desk job. The right candidate will be in the clinic, building relationships, earning trust, identifying issues early, and driving both cultural and operational improvements. You will lead from the front.
What You’ll Own
HR Operations
Own onboarding and offboarding processes end-to-endAdminister benefits and resolve employee questionsProcess payroll and manage timecards using Paychex with high accuracyMaintain employee records and ensure compliance with HR and healthcare regulations, including HIPAAOwn performance management documentation and follow-throughEmployee Relations and Culture
Build strong working relationships with staff across both locationsServe as the primary, confidential point of contact for employee concernsAddress issues directly and resolve them; do not let problems linger or escalate through inactionHave difficult conversations when needed and hold people accountable to clinic standardsReinforce professionalism, accountability, and expectations consistentlyPlan and execute team events and culture-building initiativesOperations and Clinic Support
Manage day-to-day office operations, including vendor coordination, insurance, and facility-related needsCoordinate with landlords, property managers, and service providersOwn scheduling coordination and physician-related logistics as neededHandle patient escalations with professionalism and sound judgmentIdentify inefficiencies and take initiative to fix themTraining and Compliance
Implement and track staff training, including HIPAA and compliance requirementsStandardize onboarding processesDrive continuous process improvement
What We’re Looking For
Experience
3-10 years of experience in HR, office management, or operationsExperience in a medical or healthcare setting strongly preferredFamiliarity with payroll and timekeeping systems preferredPaychex experience preferred but not requiredCore Traits
High Integrity and Discretion
When an employee comes to you with a sensitive issue, you handle it confidentially, take it seriously, and follow through without letting it fester.
Reliable and Accountable
You do what you say you will do. If you commit to resolving something, it gets done.
Friendly and Approachable, But Firm When Needed
You build trust and rapport, but you do not avoid difficult conversations. When standards slip, you address it directly.
Hands-On and Proactive
You do not wait for problems to come to you. You are in the clinic, observing, asking questions, and stepping in before small issues become big ones.
Strong Judgment in Conflict and Employee Situations
You know when to listen, when to act, and when to escalate. You do not overreact or ignore problems.
Working Style
Lead-from-the-front mentality; visible and engaged in the clinicDetail-oriented but not rigid; able to balance people and processComfortable working across two locations and adapting to changing needsWilling to work occasional Saturdays as needed
Growth Path
This role is designed to transition into a primary HR lead within approximately 6–18 months, based on performance and demonstrated capability. Over time, the role may expand to support multiple locations and broader operational responsibilities.
What Success Looks Like
Employees trust you and come to you early with issuesProblems get resolved quickly and do not lingerThe clinic runs more smoothly because of your involvementCulture improves through consistency, accountability, and follow-through
Relevant Keywords
Healthcare Operations • Medical Office Administration • Clinic Operations • Human Resources • HR Generalist • People Operations • Employee Relations • Employee Engagement • Organizational Development • Talent Acquisition • Recruiting • Onboarding • Offboarding • Benefits Administration • Payroll Administration • Paychex • Timekeeping • Performance Management • Workplace Investigations • Conflict Resolution • Corrective Action • Progressive Discipline • Employee Coaching • Team Building • Culture Development • Leadership Development • Staff Training • Compliance • HIPAA • Healthcare Compliance • Policy Administration • Personnel Files • Documentation • Risk Management • Vendor Management • Office Management • Multi-Site Operations • Practice Management • Healthcare Administration • Medical Practice Operations • Fertility Clinic Operations • IVF • Women's Health • Patient Experience • Patient Relations • Customer Service • Scheduling Coordination • Process Improvement • Continuous Improvement • Change Management • Professional Communication • Confidentiality • Discretion • Trustworthy • Relationship Building • Cross-Functional Collaboration • Problem Solving • Critical Thinking • California Employment Law • Workers' Compensation • Leave Administration • FMLA • CFRA • Workplace Safety • HRIS • Microsoft Office • Google Workspace
Company DescriptionLife IVF Center is a nationally acclaimed fertility program, helping thousands build the family of their dreams. Located in Southern California, we specialize in Precision IVF®, offering our patients accessible treatment tailored to their needs and circumstances with high rates of success and reduced reliance on medication. We pride ourselves on our outstanding patient results, strong team atmosphere, and culture of continual improvement.Company DescriptionLife IVF Center is a nationally acclaimed fertility program, helping thousands build the family of their dreams. Located in Southern California, we specialize in Precision IVF®, offering our patients accessible treatment tailored to their needs and circumstances with high rates of success and reduced reliance on medication. We pride ourselves on our outstanding patient results, strong team atmosphere, and culture of continual improvement. Read LessIrvine, CA | Full-Time | $25–$30/hr | Mandarin Proficiency Strongly Preferred
The Role
We're hiring a Patient Relations Liaison to own the resolution of escalated patient complaints and billing disputes, the ones too complex or contentious for our front-line teams. You'll investigate issues, make fair determinations, and communicate decisions clearly and professionally, even when patients push back.
This role is roughly half resolution and half prevention. When you notice the same kind of complaint surfacing more than once, you'll trace it back to where it started, whether that's a scheduling gap, a documentation issue, or a handoff that fell through the cracks, and work with that team to close the gap. You're not just solving problems as they land on your desk. You're helping make sure fewer of them happen in the first place.
You'll report directly to our CFO and Head of Operations, with real visibility into how the clinic runs. Mandarin proficiency is strongly preferred given the community we serve.
What You'll Do
Investigate and resolve escalated patient complaints and billing disputesReview records across our EHR, financial systems, and consent documents to determine what happenedCommunicate final decisions clearly, professionally, and in Mandarin where neededHold firm with patients who continue pushing back after a decision is finalDraft written responses to complaints and billing disputesTrack case outcomes and flag recurring issues to leadershipCoach billing staff on handling difficult conversationsWhat You'll Need
2+ years in healthcare admin, medical billing, patient financial services, or insurance grievance/appealsExperience delivering unfavorable decisions to upset customers or patients, professionallyStrong investigative instincts: comfortable pulling records and reconstructing a timelineClear, confident written and verbal communicationFamiliarity with HIPAA/PHI requirementsStrongly Preferred
Mandarin proficiency (spoken and written)Medical billing, insurance claims, or healthcare revenue cycle backgroundExperience in a specialty medical or fertility clinic settingCompensation & Benefits
$25–$30/hr, based on experienceHealth, dental, and vision insurancePaid time off and holidaysDirect visibility and mentorship from senior leadershipAbout Us
Life IVF Center is a nationally recognized fertility program with locations in Irvine and Arcadia, CA. We specialize in Precision IVF®, helping patients build families with personalized, high-success-rate treatment. Our team of 60+ is growing, and we're adding a dedicated Patient Relations Liaison to help us serve patients even better.
Make a Lasting Impact in Patients’ Lives with a Predictable Schedule and Competitive Pay
Join a mission-driven fertility team helping families realize their dreams. We’re seeking a compassionate, bilingual (English/Mandarin Chinese) healthcare professional to support patients throughout their fertility journey at our tight-knit Arcadia office location.
If you’re passionate about patient care, thrive in a collaborative team, and want to make a meaningful difference every day, we’d love to meet you.
Why You’ll Love Working Here
Predictable schedule and stable hoursHealth, dental, and vision insurancePaid time off and sick leave401(k) for tenured employeesTeam events, celebrations, and company tripsLeadership development and growth opportunitiesWhat You’ll Do
As part of our Nursing Team, you’ll play a central role in the patient experience and clinical operations. You’ll:
Educate patients on treatment plans and medication useAssist clinicians and laboratory staff in fertility and women's health proceduresSupport consultations, testing, and treatment coordinationCommunicate with patients by phone, email, and in personHelp with scheduling, triage, and general inquiriesDeliver compassionate, professional service to every patientCollaborate across departments to resolve issues and improve careUphold clinical standards and compliance with all policies and regulationsWhat We’re Looking For
1+ year of experience in a medical office or patient care role (nursing, medical assisting, reception, or coordination)LVN/LPN preferred, Certified Medical Assistants acceptedNot currently interested in RNsFull fluency in English and Mandarin Chinese, including familiarity with medical termsProfessional fluency in Cantonese, Chinese dialects like Shanghainese, Vietnamese, and basic Spanish are also a plusComfortable using Microsoft Office and EMR/scheduling systemsFamiliar with medical terminology; ICD-10 knowledge a plusLocal to Arcadia, CA for in-person interviews and trainingAbout Life IVF Center
Life IVF Center is a nationally acclaimed fertility program specializing in Precision IVF®, a science-driven approach to accessible, patient-centered fertility care with high success rates and reduced medication use. We’re proud of our strong outcomes, collaborative culture, and dedication to constant improvement.
You’ll Succeed Here If You’re:
Warm, approachable, and empathetic with every patientPassionate about healthcare and helping othersA strong communicator who is clear, professional, and compassionateA quick learner who adapts easily and takes initiativeA humble team player who thrives in a diverse environmentKeywords: healthcare, nursing, women’s health, IVF, fertility, LVN, LPN, MA, medical assistant, bilingual, Mandarin, Cantonese, Chinese, Vietnamese, Shanghainese, CCMA
Company DescriptionLife IVF Center is a nationally acclaimed fertility program, helping thousands build the family of their dreams. Located in Southern California, we specialize in Precision IVF®, offering our patients accessible treatment tailored to their needs and circumstances with high rates of success and reduced reliance on medication. We pride ourselves on our outstanding patient results, strong team atmosphere, and culture of continual improvement.Company DescriptionLife IVF Center is a nationally acclaimed fertility program, helping thousands build the family of their dreams. Located in Southern California, we specialize in Precision IVF®, offering our patients accessible treatment tailored to their needs and circumstances with high rates of success and reduced reliance on medication. We pride ourselves on our outstanding patient results, strong team atmosphere, and culture of continual improvement. Read LessHigh-impact patient role with competitive pay and benefits serving the Chinese-speaking community!
The ideal candidate will have a patient-first attitude, be fluent in Mandarin Chinese, and bring experience in patient coordination, customer service, or sales in a healthcare setting.
Position Details:
We are seeking an experienced professional to join our Arcadia office as a Patient Coordinator. This role is the first point of contact for patients visiting our center and plays a key part in shaping their experience.
The coordinator will manage critical aspects of patient-facing operations, including reception, check-in and check-out, appointment scheduling, phone handling, payment collection, tissue shipment coordination, and general administrative support. This position is vital to clinical administration and to supporting prospective parents through their fertility journey.
Benefits:
Health, dental, and vision insurancePaid time off and sick days401K plan for tenured employeesLife insurance coverageCompany trips, events, and banquetsLeadership and professional development opportunitiesQualifications:
Conversational fluency in Mandarin required; reading/typing proficiency strongly preferred1+ years of experience in a medical office setting (reception, front desk, medical assistant, or care coordination) preferredStrong customer service or sales background also consideredFamiliarity with medical terminology and ICD codes preferred, not requiredExperience with EMR software and scheduling systems a plusLocal to the Arcadia area for interview and evaluation periodResponsibilities:
Welcome and guide patients through their clinic visitsSupport patients in person, by phone, and email with scheduling, billing, and other non-medical needsDeliver courteous, professional, and compassionate serviceResolve issues and ensure patients feel supported and well cared forCollaborate with teammates to improve department performancePartner with leadership to address patient feedback and enhance careContribute ideas and initiatives to improve clinic operations and patient careFollow clinic policies, professional standards, and regulatory requirementsAbout Life IVF Center:
Life IVF Center is a nationally acclaimed fertility program that has helped thousands build the families of their dreams. Based in Southern California, we specialize in Precision IVF®, offering accessible, tailored treatments with high success rates and reduced reliance on medication. We are proud of our patient outcomes, strong team culture, and commitment to continuous improvement.
Candidate Traits:
Passion for helping patients and supporting others in healthcareWarm, friendly, and professional demeanorExcellent verbal communication with empathy and courtesyProactive mindset with strong problem-solving skillsQuick learner who adapts well to changeTeam player comfortable working with diverse patients and colleaguesCompany DescriptionLife IVF Center is a nationally acclaimed fertility program, helping thousands build the family of their dreams. Located in Southern California, we specialize in Precision IVF®, offering our patients accessible treatment tailored to their needs and circumstances with high rates of success and reduced reliance on medication. We pride ourselves on our outstanding patient results, strong team atmosphere, and culture of continual improvement.Company DescriptionLife IVF Center is a nationally acclaimed fertility program, helping thousands build the family of their dreams. Located in Southern California, we specialize in Precision IVF®, offering our patients accessible treatment tailored to their needs and circumstances with high rates of success and reduced reliance on medication. We pride ourselves on our outstanding patient results, strong team atmosphere, and culture of continual improvement. Read Less