Surrogacy is a team effort. Intended parents, the surrogate, and the clinic each play a part, and the agency keeps everyone in sync.
When it comes to the embryo transfer—the moment everything comes together—surrogacy agencies that coordinate embryo transfer logistics and clinic partnerships handle the moving pieces so you can stay focused on becoming parents.
Contact a surrogacy specialist to talk through your next step and how coordination works in real life.
How Do Surrogacy Agencies Coordinate Embryo Transfer Logistics with Fertility Clinics?
Your case manager tracks dates, medications, and approvals so the clinic, surrogate, and intended parents stay aligned. This reduces delays, prevents mix-ups, and keeps the transfer on schedule.
Behind the scenes, your case manager functions like a project lead. They confirm clinic requirements, collect consents, coordinate labs, and keep a master timeline everyone can follow. You get clear updates instead of chasing details.
Coordinating Care with the Fertility Clinic of Your Choice
When you reach out, we first confirm whether you already work with a clinic and whether embryos are created.
You must have existing embryos before you can be formally matched with a surrogate. If you have remaining embryos from a previous IVF attempt, we can usually coordinate their use for surrogacy.
If you don’t have a clinic yet, we can provide you with the names of reputable providers in your state and how to vet fertility clinics to ensure a comfortable fit.
We stay flexible: you choose the clinic; we make the logistics simple. From referral paperwork to appointment planning, your case manager keeps the process moving and expectations clear.
What Happens After Embryos Are Created?
Once your embryos exist, we can officially match you with a surrogate. After both sides say yes, attorneys draft and finalize the gestational carrier agreement.
With contracts complete, the clinic and agency align calendars, confirm medications, and set the transfer date. You’ll know what to expect, when, and why.
We provide a simple timeline you can reference at a glance—no guesswork.
If a lining check suggests more time is needed, or if illness or weather affects travel, we coordinate quick adjustments with your clinic and the surrogate. You won’t have to renegotiate logistics on your own.
How Does Embryo Transfer Work in a Surrogacy Arrangement?
The transfer is the most anticipated day of the medical journey. Our coordination ensures these critical steps happen seamlessly:
Step 1: Medical Clearance
The surrogate completes medical and psychological screening. The clinic issues formal clearance after reviewing her file, which is prepared and submitted by your case manager.
Step 2: Physical Screening
To complete medical clearance, the surrogate will travel to your fertility clinic for an in-person physical screening, which typically includes a full physical exam and ultrasound to assess the uterus.
Your agency coordinates all travel, lodging, and reimbursement for this essential step.
Step 3: Hormone Preparation
The clinic prescribes a lining-prep protocol (commonly estrogen and progesterone). Your case manager tracks start dates, refills, and monitoring appointments and relays results to the clinic.
Step 4: The Transfer
The embryo is placed under ultrasound guidance. It’s quick and typically painless. After brief rest, the surrogate follows clinic instructions for travel and aftercare. We coordinate follow-up labs and the pregnancy test schedule.
Step 5: Post-transfer monitoring
We help schedule beta hCG tests and early ultrasounds, share results with all parties, and keep your next steps clear. If a new attempt is needed, we regroup with your clinic to set a refreshed protocol and calendar.
Learn more about what to expect from the surrogacy timeline.
Who Coordinates the Timeline and Medical Records?
Your agency does. Case managers gather records, verify labs and immunizations, and send everything the clinic needs in the format it prefers.
We maintain a single source of truth for appointments, cycle starts, medication changes, and results. You see the plan, and you see progress.
One dashboard, one point of contact, no crossed wires.
What If the Surrogate and Fertility Clinic Are in Different States?
Distance is common and manageable. Most surrogates are more than willing to travel for screening and transfer to your clinic, and we arrange flights, hotels, and per diem. This travel coordination is always handled by your agency.
If you prefer, embryos can be shipped to your surrogate’s clinic through accredited cryo-couriers, but travel to your clinic is often simpler and keeps your care with your chosen team.
Shipping Checklist (If You Choose This Option)
- Courier booking and chain-of-custody forms
- Tank preparation and temperature logs
- Clinic-to-clinic handoff
- Immediate confirmation on receipt
What is the Agency’s Role in Financial Coordination for Embryo Transfer?
Coordinating the transfer is about more than just dates—it’s about protecting your financial investment.
Surrogacy agencies that coordinate embryo transfer logistics also manage the financial exchange that powers the medical process.
The agency manages your dedicated escrow/trust account to ensure all transfer-related costs are handled promptly, including the surrogate’s travel expenses, per diem, and medication co-pays or reimbursements per the legal contract.
This precise financial management prevents critical delays caused by reimbursement friction, ensuring the surrogate is never out-of-pocket and the cycle stays on schedule.
Why Working with an Agency Experienced in Fertility Clinic Coordination Matters
Experience smooths the path. Surrogacy agencies that coordinate embryo transfer that have deep clinic relationships know preferred forms, timelines, and points of contact.
We’ve worked with many intended parents whose journeys have involved reputable providers across the country. This means we have deep insight into what makes a clinic surrogacy-friendly.
That familiarity speeds scheduling, reduces rework, and helps anticipate next steps—especially if plans change. You get steadier communication and fewer surprises.
We’ve coordinated with respected clinics nationwide; we’ll meet your team where they are.
How American Surrogacy Supports You Through the Medical Process
From the first call to the beta test, you’re not carrying this alone. We:
- Offer guidance on what to look for when selecting a fertility clinic.
- Manage records, travel, and schedules for screening and transfer.
- Keep you updated with plain-language timelines and next steps.
- Offer contingency planning if a cycle is postponed or a transfer isn’t successful on the first try.
If you’re early in IVF, we can help you line up providers so matching and medical prep work together—not in conflict.
Ready for clear coordination and steady support? Contact a surrogacy specialist.
Contingencies and What-Ifs
If the transfer doesn’t stick: We debrief with your clinic, review protocol options, and help you decide on the next attempt without losing momentum.
If travel is disrupted: We hold backup itineraries, coordinate telehealth where appropriate, and protect critical appointments on the calendar.
If you change clinics: We request and transmit complete records, confirm compatibility with your surrogate, and rebuild the schedule quickly.
Quick FAQs
Do we need embryos before matching? Yes. You can browse and select a surrogate, but you must have embryos before the match can be made official.
Can we keep our current IVF doctor? Yes. We coordinate with your team and set up local monitoring for the surrogate.
How many embryos should we plan to transfer? Your clinic will guide you; many recommend single-embryo transfer for safety.
Ready to Start?
Becoming parents is the goal. Coordination is our job. When you’re ready, we’ll connect the people, plans, and dates that bring your transfer to life.
Talk with a specialist today to start your surrogacy journey.