Patient Imaging Coordinator; Medical Office

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.

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.

• 5 days/week in office at our Castleton location; possible need to float to other Total Sono locations

• Castleton - 668 Castleton Ave (10301)
• New Dorp - 27 New Lane (10306)
• Richmond - 2066 Richmond Ave #1R (10314)

• 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.

• 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

• Accredited…