Patient Imaging Coordinator (Medical Office Experience Preferred)

About Total Sono
Total Sono supports OB/GYN practices by delivering high-quality obstetrical and gynecological ultrasound services through close collaboration between sonographers, perinatologists, and clinical support teams.

Our work centers on patients during moments that can feel exciting, emotional, or uncertain. Patient Imaging Coordinators play a critical role in this experience by helping patients feel informed, supported, and cared for from the moment they arrive. By combining clinical excellence with a warm, patient-first approach, our teams help create clarity and confidence during important moments in care.

About the Role

The Patient Imaging Coordinator is often the first and most consistent point of connection for our patients. In this role, you help set the tone for a calm, organized, and compassionate imaging experience from the moment a patient arrives to the moment they leave. This role blends hands-on care coordination with the operational precision of a Patient Imaging Coordinator, giving you broad scope and real impact every day.

You will serve as a trusted resource for patient check-in, scheduling/rescheduling, patient discharge/care instructions, insurance verification, and payment collection while working closely with sonographers, clinical leaders, and our Revenue Cycle team. This is a role for someone who thrives on connection, moves comfortably between clinical and administrative tasks, and takes ownership of patient outcomes.

Hours and Locations:

3 days/week in office at our Castleton location (Monday, Thursday and Friday)
2 days/week working remotely to support other Total Sono locations (Tuesday and Wednesday) unless in person support is required
Staten Island Locations:
Castleton - 668 Castleton Ave (10301)
New Dorp - 27 New Lane (10306)
Richmond - 2066 Richmond Ave #1R (10314)

What You’ll Do
Greet and guide patients through check-in, registration, and appointment scheduling with professionalism and empathy, keeping patient flow moving efficiently.
Schedule imaging appointments and manage provider orders accurately, coordinating across providers, specialists, and imaging services to ensure continuity of care.
Verify insurance coverage, collect required documentation, and support authorization and referral workflows, including follow-up on incomplete or outstanding authorizations.
Collect patient payments, issue receipts, and complete daily cash reconciliation with accuracy and accountability.
Maintain accurate patient records — demographics, insurance, consent forms, medical records, referrals, and clinical documentation — across EHR and related systems.
Monitor EMR inboxes, clinical communication platforms, and patient messages, ensuring timely responses and appropriate escalation of concerns to providers or leadership.
Coordinate with clinical staff, providers, and internal teams to proactively address scheduling gaps, coverage issues, and care continuity across locations.
Track patients requiring follow-up and conduct proactive outreach for missed appointments, incomplete referrals, or outstanding care needs.
Support clinical programs and patient experience initiatives, including patient education on care plans, enrollment in specialty services, and contribution to quality improvement efforts.
What We’re Looking For
Medical front-office, patient access, or healthcare experience required
Knowledge of medical terminology or medical office workflows
A strong patient/customer service mindset with comfort interacting with patients in person and by phone
Attention to detail and a high level of accountability, especially when handling payments and reconciling daily collections
Ability to stay organized, prioritize tasks, and adapt in a busy clinical environment
Comfort using computers and learning new systems
Clear and professional communication skills

Required Qualifications
Accredited High School Diploma, GED credential or equivalent
Ability to communicate effectively in English, both verbally and in writing
Willingness to handle financial transactions and complete accurate daily cash reconciliation
Experience with electronic health records or scheduling systems
Physically able to work long shifts on your feet
Willing to float between local clinics if needed
Flexible schedule including mornings and evenings