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Financial Coordinator Services

Money can be a sensitive topic regardless of the circumstances, but especially so in the world of infertility.  The task of a Financial Coordinator is to take care of the many intricate financial details of a surrogacy, egg and sperm donation journey.  They can also valuably assist in explaining and verifying the rather complicated world surrounding the financial aspects of IVF treatment.  Their excellent customer service, interpersonal and communication skills will often reduce the stress caused by misunderstanding this important area.

They should be able to offer you these services:

    • Consult with the Intended Parent with regards to understanding the team the intended parents have brought together for this journey. E.g. Is there an agency involved? What IVF facility will be providing services? Who will undertake the legal aspects of the case?  Is there a full-time or as needed mental heath professional on the case?  Once all these details are understood, the Financial Coordinator can begin preparing a draft of the estimated surrogacy/donor costs for this proposed journey. 
    • Consult with the surrogate, egg/sperm donor with regards to their financial expectations of this journey, along with what expenses need to be reimbursed. The Financial Coordinator role is to listen to the envisioned needs of the surrogate or donor and to prompt questions such as:
      • Is there a need to cover the costs of childcare?
      • Will there be any lost wages for the surrogate/donor? If yes, what are the usual working hours and which days of the week?  Is there regular overtime needed?
      • Travel: mileage reimbursements, parking (valet vs self-park), hotels, if needed and who will determine which hotel, food allowances, flights, etc.
      • If there is to be a monthly stipend, what is the amount, the start and end dates, what is covered by this stipend?
      • Maternity clothing allowance.
      • Lost wages for husband/significant other: amount and terms.
      • Compensation for invasive procedures such as D&C, cerclage, amniocentesis, reduction, termination, etc.
      • Additional compensation for a cesarean section.
      • Loss of reproductive organ: fallopian tube(s), uterus.
      • Medical complications such as miscarriage, ectopic pregnancy.
      • Additional compensation needed for a multiple pregnancy.
      • If the surrogate is hospitalized or put on bedrest due to a high risk pregnancy, what additional services will she and her family need?
    • Consult with professionals involved: this will include consultations with legal counsel(s), mental health professional, case manager, etc.


    • Consult with the IVF clinic: which will involve the inquiry as to what package deals are offered and all associated costs. The financial aspects of an IVF cycle are difficult to understand because there is frequently so many options and each option comes with limitations and a cost. Often financial packages are offered by IVF clinics but determining if this particular case will benefit from the offered packages vs an ‘a la cart’ service frequently requires a deeper understanding of all the options. 


    • If there is an Escrow or Trust Account service provider involved, then the Financial Coordinator needs to understand their costs, limits of their services, and process.

Once the Financial Coordinator understands all of the expenses, an estimated surrogacy cost sheet can be completed and presented to the Intended parents and/or surrogate/donor for approval.  The legal team will need a copy of this important document so that they can incorporate these terms into the legal paperwork.  In addition, the legal team needs to ensure that all payments are in full compliance with the laws of where the surrogate resides, where she will deliver and where the intended parents reside. (See our separate articles on these legal topics.)


In addition, the Coordinator will monitor all payments made during the surrogacy process in order to ensure that they are done in a timely manner and accurately.  Where applicable, they will also double check that bills are submitted to insurance before a check is sent out to cover any medical invoices.  The costs and complexity of insurance coverage can be overwhelming, but your Financial Coordinator deals with this every day and will know the way through the insurance maze.

As you can no doubt see, their unique skills can help everyone understand the often confusing and sometimes uncertain world of finances in the field of infertility.  The most difficult part of a Coordinator’s job is having to decline reimbursement for certain expenses or requests made for advances from the trust/escrow account.  However, their training and professionalism makes this necessary task more humane by relying on their experience to offer alternatives. 

Inviting a Financial Coordinator to your team will almost certainly contribute to lessening the stress felt by any intended parent(s), and by default, the chances of a potential strain on the relationship with their surrogate.  Having access to a Coordinator also enables the surrogate to feel that she has someone she can speak freely to and ask questions about reimbursements etc. That may prove invaluable – e.g. if she was going through some unforeseen financial problems in her life that she felt unnecessarily embarrassed or uncomfortable about – as she may be wary about discussing them directly with her intended parents.

In short, a Financial Coordinator can bring their strong work ethic and a high level of personal and professional integrity to your team. While many factors will ultimately determine the overall costs of a surrogacy or donor journey, the ‘Estimated Surrogacy Cost Sheet’ provided below is an invaluable guide to the document you should expect to receive from your Financial Coordinator: