IVF AND FERTILITY CLINICS
IVF Clinic Owners: Cycle Scheduling, Counselling and Billing
A couple comes for a first consultation after weeks of searching late at night. They are handed a package price on a slip and told to decide. Three days later the clinic has no note of what worried them or when to call.
We help the owner run the clinic's business side: scheduling of cycles, lab and theatre time, counselling routines, billing structure and weekly numbers. Medical advice, success rates and what may be said to patients are decided by your doctors, ethics rules and the regulator.
Discuss your priorities ↗COMMON CHALLENGES
The pressures
we often see.
- 01Cycle dates are driven by the patient's biology and not by the clinic's convenience, yet the roster and lab hours are fixed in advance and the pressure falls on embryology staff.
- 02Couples decide slowly and privately, but the counsellor's follow-up depends on who has time, and some consultations never get a second call.
- 03Packages mix consultation, medicines, procedures and add-ons, and the patient later disputes charges that were never spelt out in one place.
- 04Drug and consumable stock are expensive and near expiry, and ordering is done by a single person who holds the quantities in their head.
- 05Staff are tempted to speak hopefully to anxious patients, and the clinic has no written guide on what is appropriate to say.
OUR FOCUS AREAS
Where the work
usually starts.
- 01Cycles started per month, against lab and theatre capacity, with the days that run hot
- 02A first-consultation follow-up record: what the couple asked, who called back and when
- 03A package breakdown sheet listing exactly what is included, excluded and billed separately
- 04Drug and consumable stock with expiry, reorder level and the person who counts
- 05Embryology and nursing roster against expected cycle load for each week
- 06Complaint and billing dispute log, reviewed monthly for patterns
- 07Written guidance for counsellors on what they say, and what they refer to the doctor
START THIS WEEK
Things you can do
before you call anyone.
- Read your current package slip as a worried couple would. Mark every line that could be misunderstood. Rewrite the three worst in plain words and ask a counsellor to test them.
- Hypothetical example: if the lab can handle 30 cycles a month and the book shows 38 in the third week, the pressure is predictable. Plot your last six months of cycle starts by week.
- Pick the last twenty first consultations. Beside each, write whether a follow-up call was made and when. Agree who will own the follow-up from next week.
A PRACTICAL ENGAGEMENT
Start with the priorities
that matter most.
We begin by understanding how your business runs today, find the gaps, and agree the scope in writing. Recommendations are shaped around your team, your resources and your goals.
- A package sheet in plain language that the couple can take home and read with family
- A counselling and follow-up routine, with a written note of what to say and not to say
- A cycle-load calendar to guide rosters and lab planning
- A stock and expiry register with a weekly count and a reorder rule for high-cost drugs
Not the right fit when: Regulatory inspections, consent disputes and any question about outcomes or permissible claims belong with doctors, lawyers or the regulator. Management advice cannot settle them.
Explore a business audit ↗LET’S MOVE YOUR BUSINESS FORWARD
