Phone tag on every dose change
An estradiol result moves a dose, and the coordinator calls, leaves a message, waits, calls again. Two hours of clinical time goes into reaching people who are at work.
Roughly 9 hours a week per coordinator
For fertility nurse coordinators
Every patient leaves with her stim calendar and her monitoring dates already set
FertilityWindow turns a protocol into a dated calendar the patient can read on her phone, with each medication, each dose and each monitoring visit in place. She confirms from her side, and the confirmation lands in your coordinator queue instead of in a voicemail box.
218US fertility practices coordinate cycles here
HIPAABusiness associate agreement signed with every clinic
1 afternoonTypical time to load your protocols and go live
Day 6 monitoring confirmed
What the day actually looks like
The protocol is clear. Getting it into one patient's week is what eats the afternoon.
You finish a retrieval, and there are eleven voicemails. Three are patients asking what time to trigger, two are asking whether they still take the antagonist, and one is a woman who wrote her start date down wrong and has been stimming a day behind since Tuesday.
Missed monitoring visits
A patient who forgets her day 8 ultrasound forces a same day reshuffle of the morning monitoring block, and sometimes a cancelled cycle. Both cost you real money.
$1,400 to $2,100 per abandoned slotCalendars that go stale on paper
The handwritten grid she left with on day 2 is wrong by day 7. She keeps following it because nobody told her which line changed.
1 in 5 patients on an outdated scheduleNo written trail when it matters
When a patient says she was never told to hold the letrozole, you are reconstructing a phone call from memory. That is a chart note nobody wants to write.
Hours lost to after the fact documentation
How it works
Four steps from protocol to a calendar she can follow
Your protocols go in once. After that, building a cycle is a matter of picking the protocol, setting the start date and pressing send.
-
Load your own protocols
Antagonist, long agonist, mini stim, timed intercourse, medicated FET, natural FET: whatever your physicians actually prescribe. Doses, timing windows and the monitoring pattern for each one are stored as your clinic wrote them, not as a vendor template.
-
Start a cycle in about ninety seconds
Choose the patient, the protocol and day 1. FertilityWindow lays out every dose, every injection time and every monitoring date across a calendar grid, then flags the days that need a lab draw before the visit.
-
She reads it on her phone and confirms
The patient opens a private link, sees this week in plain language, and taps to confirm each monitoring appointment. Her confirmations come back into your coordinator queue with a time stamp.
-
Adjust after monitoring, and she knows within the minute
Change a dose or move a visit and the calendar reissues itself. She gets the update, the previous version stays in the record, and both of you can point at the same page later.
Inside the product
Built around the cycle, not around a generic appointment book
Every screen assumes stim days, trigger timing and a monitoring block that starts before sunrise.
Day by day medication grid
Each cycle day shows the exact drug, unit dose, route and time window, including the days a medication stops. The patient sees one day at a time, and you see the whole grid.
Trigger timing with a countdown
Set the trigger to the minute and the patient gets a countdown, not a date. The record shows when she opened it and when she confirmed she had injected.
Monitoring confirmations back to the clinic
Every ultrasound and lab draw carries a confirm control. Your morning list separates confirmed, unconfirmed and reschedule requests before the front desk arrives.
Dose changes that reissue the calendar
Enter the new gonadotropin dose after the day 6 ultrasound and every downstream day rebuilds. The earlier version is kept and stamped, so the change is documented on its own.
Coordinator queue with a written trail
Every message, confirmation and adjustment sits in one thread per cycle with a time stamp and a named author. Exporting a cycle for the chart takes one click.
Monitoring block capacity view
See how many patients are booked into each early morning slot for the next ten days. Coordinators shift a visit by a day before the block overfills, not after.
What changes in the first quarter
Numbers our clinics report after ninety days
Measured against the three months before go live, across practices running between 20 and 240 retrievals a year.
71%
Fewer inbound dosing calls
When the current dose is on her phone and updates the moment it changes, most calls never get made. Coordinators log the drop in the first two weeks.
6.4 hrs
Given back per coordinator per week
Time formerly spent on callbacks, rewritten calendars and confirming tomorrow's monitoring list by phone. That time goes back into consults and stim reviews.
94%
Monitoring visits confirmed in advance
Patients confirm the evening before, so the early block is settled by 9 p.m. Unconfirmed slots get one reminder instead of three phone calls.
2.3x
Faster cycle setup
A cycle that took twelve minutes to write out by hand is built from a saved protocol in under five. Nothing gets transcribed twice.
Who runs it
Written for the person who owns the coordinator queue
FertilityWindow was designed with lead nurse coordinators and practice managers, not with a hospital IT committee. If your week looks like one of these, it will fit.
The solo coordinator practice
One reproductive endocrinologist, one coordinator, forty to eighty cycles a year. You know every patient by name and you are also the person covering the phone. The calendar does the repeating so you can keep doing the judging.
Single Clinic, $119 per monthThe growing two or three physician clinic
Different physicians, different preferences, one shared monitoring block. Per physician protocol variants keep the differences honest instead of living in a coordinator's head.
Clinic Plus, $249 per monthThe small multi site group
Two to six locations, patients who move between them, and a coordinator team that covers for each other. One protocol standard, one queue, permissions by site.
Clinic Group, $499 per monthWhat a patient sees on a stim day
- Today's date, cycle day and where she is in the protocol
- Each medication with unit dose, route and the time window
- Whether tomorrow needs a lab draw before the ultrasound
- A confirm control for her next monitoring appointment
- One line telling her who to call and when they answer
What the coordinator sees at 6:30 a.m.
- Tomorrow's monitoring list split into confirmed and unconfirmed
- Every dose change made yesterday with the author beside it
- Patients who have not opened their calendar in 48 hours
- Trigger timings due in the next 36 hours
- Reschedule requests waiting for a decision
From clinics running it now
Coordinators do not praise software. These three did.
Three practices, three very different volumes, one thing in common: the morning monitoring list is settled before anyone walks in.
I ran our stim calendars on a photocopied grid for nineteen years. The first month here, my callback list went from two pages to about six names. What sold the physicians was the version history: when a dose changes, there is a record of who changed it and when she saw it.
We are a two physician practice doing about ninety retrievals a year, so a missed day 8 scan really hurts. Patient confirmations the night before changed our whole morning. I now know at 9 p.m. exactly who is coming at 6:45 and who needs a call.
Our patients travel in from three states, and they were always asking me to re-read the calendar over the phone. Now she opens the link in the parking lot. My favorite part is dull and practical: the trigger countdown ended the 11 p.m. what time do I inject calls.
218US practices coordinating cycles on FertilityWindow
41,600Cycle calendars issued to patients since 2023
4.9 / 5Average rating from coordinator teams in our annual survey
Pricing
Priced per clinic, not per patient or per cycle
Busy months should not cost you more. Every plan carries unlimited cycles, unlimited patients and unlimited coordinator accounts.
Single Clinic
$119 per month
One location, one coordinator team, everything a small practice runs on.
- Unlimited cycle calendars and patients
- Your own protocol library
- Patient monitoring confirmations
- Trigger timing with countdown
- Coordinator queue and cycle export
- Email support, answered same business day
Recommended
Clinic Plus
$249 per month
For practices with a full monitoring block and more than one prescribing physician.
- Everything in Single Clinic
- Monitoring block capacity view
- Per physician protocol variants
- SMS reminders alongside email
- Structured cycle export for the chart
- Named onboarding contact for the first ninety days
Clinic Group
$499 per month
Two to six locations sharing one coordinator team and one protocol standard.
- Everything in Clinic Plus
- Up to six locations under one account
- Cross site monitoring load view
- Role based permissions by site
- Quarterly coordination review with our team
- Priority support with a two hour response target
Every plan is billed monthly in US dollars and can be cancelled at any time, effective at the end of the current month. No setup fee, no per cycle charge, no annual contract. A signed business associate agreement is included on every plan.
Questions coordinators ask us
Straight answers before you book time with us
Plans are $119, $249 or $499 per month depending on how many locations and physicians you run. Nothing is metered: you can issue four calendars in January and four hundred in March for the same fee. Coordinator seats, patient accounts and SMS reminders on Clinic Plus and above are all included. The only thing that changes your bill is moving between tiers, which you can do at any month boundary.
Most clinics are running live cycles the same week. The work is one session of about three hours in which we sit with your lead coordinator and enter your protocols exactly as your physicians prescribe them. Practices with a large protocol library sometimes split that across two afternoons. We ask you to start with two or three new cycles rather than moving everyone at once, and the rest follow naturally as patients start.
We sign a business associate agreement with every clinic before your first patient record is entered. Data is encrypted in transit and at rest, stored on US infrastructure, and access is limited by role so a front desk account cannot read a clinical note. Patient links are single recipient and expire when the cycle closes. You can export or delete a patient record on request, and we keep an access log you can review.
FertilityWindow sits alongside your EMR rather than trying to replace it. Cycles export as a structured PDF or CSV that files cleanly into the chart, and we support HL7 result feeds for estradiol, LH and progesterone with clinics whose lab can send them. Several practices simply paste the morning values in, which takes about twenty seconds per patient. We will tell you honestly on the demo call whether an integration is worth building for your setup.
You cancel from inside the account and the subscription ends at the close of the month you have already paid for. We ask for no advance notice ahead of that date, and closing a clinic account costs nothing. Before your access closes we generate a full export of every cycle, calendar version and message thread, so your records leave with you. If you come back later, your protocol library is still there for six months.
This is the objection we hear most, and it shaped the design. There is no app to install, no account to create and no notification stream: she gets one private link that always opens on today. We deliberately show one day at a time, because a patient in her second week does not need to be looking at a trigger date she cannot control yet. Clinics tell us the calmest thing they can hand a patient is a schedule she does not have to interpret.
Talk to us
Bring us one real protocol and we will build the calendar on the call
Demos here are not slide decks. Pick a protocol your clinic actually runs, tell us a start date, and we will build the cycle in front of you in about ten minutes so you can judge it on your own work rather than on a sample patient.
Ask us the hard questions while you are there: what happens when a cycle is cancelled at day 9, how a coordinator hands off before vacation, what the export looks like in your chart. We would rather answer those now than after you have signed anything.
Calls run 8 a.m. to 6 p.m. Eastern, Monday through Friday. Most clinics book us after the monitoring block clears.
We answer every request within one business day, with a person who knows fertility coordination and not a sales script. Prefer email? Write to jimenezjulien42@gmail.com.
FertilityWindow is written, built and maintained by Jimenez Julien, who works directly with fertility nurse coordinators on how cycle information reaches patients. The author page sets out the clinical review standards every cycle calendar and dosing screen in FertilityWindow is held to.