Fertility clinics navigate countless administrative and operational hurdles daily, but one persistent issue often remains overlooked: abandoned cryo-stored specimens. These are embryos, eggs, or sperm that remain in storage, often after patients have stopped responding to clinic communications - or in some cases, after clinics have not maintained regular contact with patients Without clear directives on how to proceed, clinics find themselves in a precarious position: weighing legal risks, ethical dilemmas, and uncollected revenue.

The problem isn’t just about storage space; it’s about responsibility, compliance, and patient rights. Clinics must balance their duty to safeguard these specimens with the reality that some patients may never return—whether due to changed life circumstances, financial constraints, or simply lost contact.

Why Abandoned Specimens Are a Growing Problem

Managing long-term cryo-storage isn’t just a logistical task—it’s a complex, emotionally charged responsibility that intersects with patient autonomy, clinic policies, and regulatory requirements. Despite its importance, many clinics struggle with:

1. Lack of Dedicated Staff & Overburdened Teams

While many clinics have dedicated staff to manage stored specimens, they often rely on manual processes, making it difficult to keep track of large numbers of patients. Instead, embryologists, nurses, and administrative staff—already stretched thin—must handle these cases on top of their primary duties. This leads to:

• Delayed follow-ups (allowing specimens to go unaddressed for years)
• Inconsistent documentation (increasing legal and compliance risks)‍
• Staff burnout (as emotionally taxing cases pile up)

2. Time-Consuming Manual Processes

Tracking down patients, documenting outreach attempts, and reconciling billing manually is tedious, inefficient, and prone to errors. Common pain points include:

• Lost paperwork (consent forms, storage agreements, contact updates)
• Missed billing cycles (leading to unpaid storage fees)
• Unrecorded communication attempts (leaving clinics legally vulnerable)

Without an organized system, abandoned specimens slip through the cracks, compounding risks over time.

3. Steep Learning Curves & High Turnover

Hiring and training staff to manage cryo-storage issues is difficult and costly. The role requires:

• Deep knowledge of clinic workflows (billing, legal, lab protocols)
• Understanding of reproductive law & ethics (consent, disposition options)
• Strong communication skills (for sensitive patient interactions)

Even when clinics invest in training, retention is a challenge—leading to knowledge gaps and inconsistent handling of cases.

The Consequences of Unresolved Specimens

When abandoned specimens linger in storage, the risks escalate:

• Financial Losses: Unbilled storage fees accumulate, cutting into clinic revenue.
• Legal & Compliance Exposure: Lack of proper documentation can create legal liability. 
• Moral Burden: Clinics are left indefinitely storing abandoned specimens when patients—often unaware or forgetful of what's in storage—don’t respond, leading to ethical strain on staff and unresolved emotional fallout.

The longer these cases remain in limbo, the heavier the burden becomes—for clinics and patients alike.

The Solution: Fertility Billing Solution (FBS)

At Fertility Billing Solution (FBS), we specialize in transforming cryo-storage management from a hidden liability into a streamlined, compliant, and patient-friendly process.

The FBS Difference

We envision a future where clinics no longer dread abandoned specimens—where every case is tracked, resolved, and documented efficiently. Our services include:

1. Automation for Efficiency & Compliance

• Automated notifications (reminders for renewals, expirations, and payments)
• Digital audit trails (documenting every patient interaction for legal protection)
• Customizable workflows (tailored to your clinic’s policies)

By reducing manual tasks, we free up staff time while ensuring no specimen goes unnoticed.

2. Patient-Friendly Engagement Tools

• Self-service patient portals (allowing patients to update contact info, review storage options, and make decisions online)
• Clear consent pathways (guiding patients through disposition choices—donation, disposal, or continued storage)
• Reduced "ghosting" (with proactive, empathetic communication strategies)

When patients feel informed and empowered, they’re more likely to respond, reducing abandonment rates.

3. Financial Recovery & Transparency

• Automated billing reconciliation (ensuring no storage fees go uncollected)
• Revenue recovery (identifying unpaid accounts and streamlining collections)
• Compliance assurance (meeting regulatory standards for documentation and billing)

With FBS, clinics recoup lost revenue while maintaining full legal and ethical compliance.

Why Clinics Trust FBS

We don’t just offer software—we provide a partnership to:
✔ Reduce administrative burden on your team
✔ Minimize legal risks with thorough documentation
✔ Improve patient satisfaction through clear communication
✔ Recover lost revenue from unpaid storage fees

Ready to Take Control of Abandoned Specimens?

Don’t let unresolved cryo-storage cases weigh down your clinic. FBS helps you automate, simplify, and resolve abandoned specimens—so your team can focus on delivering exceptional patient care.

📩 Contact us today to learn how we can support your clinic’s unique needs.