Position Summary

At Circle Surrogacy, we help people build the families of their dreams through surrogacy. We provide intended parents and surrogates with a supportive, high-touch journey backed by decades of experience in third-party reproduction. Every day, we work together to make parenthood possible.

The Intake Specialist plays a critical role in setting the foundation for a successful surrogate journey. By managing applications, records, and approvals, this role ensures surrogate candidates are thoroughly prepared to advance to the next stage, while partnering closely with Surrogate Advisors and other teams. This is a fast-paced position that requires strong collaboration across departments, with clear deadlines and measurable goals to be met each week, month, and quarter. This position is bonus eligible in addition to a competitive salary.

Essential Job Functions

Process, request, and track medical record requests for pre-qualified surrogates
Complete and prepare medical records reviews for an assigned caseload
Administer and process applicant background checks
Collect and review insurance handbooks; summarize key details for the legal team
Obtain clinic approvals for surrogate candidates
Maintain accurate records in the CRM, including insurance booklet tracking
Review and process applications; send rejections to applicants not meeting Circle requirements
Collaborate with Surrogate Advisors and partner departments to fulfill goal requirements and team minimums
Take initiative on additional projects and tasks as assigned in alignment with team deadlines

Preparation, Knowledge, Skills & Abilities

Bachelor’s degree preferred, but not required
Equivalent professional experience will be considered
Experience in task-oriented roles; background with medical records strongly preferred
Strong written and verbal communication skills
Exceptional attention to detail with the ability to multitask and prioritize
Critical thinking and problem-solving skills
Comfort working in a fast-paced, goal-driven environment with strict deadlines
Familiarity with databases/CRM systems
Proactive, independent work style with a goal-oriented mindset

Working Conditions/Physical Demands

Remote work environment.
Standard schedule: Monday–Friday, 9am–5pm EST
One weekend day required each quarter.
Optional annual travel for company outing.

Benefits

Personal fulfillment from directly helping families grow
Competitive health plan (medical, dental, vision)
401(k) with company match
“Take what you need” PTO policy
Flexibility: hybrid, in-office, or fully remote (depending on location)
Bonus eligibility

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

To perform this job successfully, the employee(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship.

The company is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.

North Star is an equal opportunity employer. We provide opportunities without regard to race, color, religion, gender, age, national origin, disability, veteran status, sexual orientation, genetic information and gender identity or expression. The law requires an employer to post notices describing the Federal laws prohibiting job discrimination based on race, color, sex, national origin, religion, age, equal pay, disability, veteran status, sexual orientation, and genetic information and gender identity or expression. Please visit https://www.eeoc.gov/employers/eeo-law-poster to visit the “EEO is the Law” poster.

North Star Fertility Partners LLC

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