Veterinary Medical Coordinator – Imaging & Patient Care

Full-Time | Monday–Friday | The COVE Outpatient Veterinary Imaging Center | Waukesha, WI

The COVE is an outpatient veterinary imaging center dedicated to providing advanced diagnostic imaging and exceptional patient care. Working alongside experienced imaging professionals and specialty veterinary teams, we help referring veterinarians deliver timely, high-quality diagnostics in a compassionate, Fear Free-focused environment.

We're seeking an exceptional Veterinary Medical Coordinator – Imaging & Patient Care to become the operational hub of our outpatient imaging center and an integral member of our medical team.

This is not a traditional receptionist, scheduler, or administrative position. This unique hybrid role combines case management, client communication, patient coordination, scheduling, and hands-on clinical support.

You will own the patient journey from referral through discharge while ensuring cases are prepared, clinical teams have the information they need, clients feel supported, and patients receive outstanding care.

This role is ideal for someone who enjoys being the person others rely on and the one who keeps cases organized, anticipates needs, communicates clearly, and ensures nothing falls through the cracks.

Throughout the day, you will work alongside veterinarians and imaging professionals by coordinating appointments, briefing the clinical team on upcoming cases, assisting with ultrasound procedures, communicating with referring hospitals, supporting patient care, while helping ensure the facility runs smoothly.

If you naturally anticipate what needs to happen next, thrive in a fast-paced medical environment, and enjoy balancing clinical responsibilities with exceptional client service, we'd love to meet you.

• Coordinate outpatient CT, ultrasound, echocardiography, and other imaging appointments from referral through completion.
• Review referrals and client inquiries, medical records, diagnostics, and clinical history to ensure cases are complete and the imaging team is prepared.
• Organize case details prior to patient arrival, including presenting complaint, relevant history, prior diagnostics, imaging goals, and referring veterinarian questions.
• Brief the clinical team on upcoming cases, including patient history, areas of concern, sedation considerations, and any special requirements.
• Serve as the communication bridge between referring veterinarians and the imaging team to ensure the clinical intent of each study is understood.
• Identify missing information, clarify imaging requests, and proactively communicate with referring hospitals to prepare cases appropriately.
• Coordinate imaging schedules while balancing patient needs, urgency, staffing, and equipment availability.
• Track cases from referral through report delivery, ensuring documentation, communication, and follow-up tasks are completed.
• Coordinate sample submissions, transfers, and additional diagnostic needs when applicable.
• Ensure imaging reports are delivered to the appropriate veterinarian and follow-up communication is completed.

• Serve as the primary point of contact for pet owners from their first interaction through post-visit follow-up.
• Create a calm, compassionate, Fear Free experience for patients and their families.
• Explain imaging procedures, expectations, timelines, patient preparation, and discharge instructions.
• Prepare estimates, obtain consent forms, process payments, and review financial agreements.
• Provide updates throughout the patient's visit and complete post-procedure follow-up communication.
• Build strong relationships with referring hospitals through timely, professional communication.

• Perform patient admissions and verify medical history, medications, fasting status, and required documentation.
• Obtain and document patient weights and assist with patient flow throughout the day.
• Coordinate movement between examination rooms, imaging suites, recovery areas, and discharge.
• Maintain accurate and complete medical records.
• Ensure patient documentation, consent forms, and required paperwork are complete before procedures begin.
• Advocate for patient comfort, safety, and overall experience throughout their visit.

• Assist veterinarians and technicians during ultrasound, CT, and other imaging procedures.
• Provide patient restraint and positioning support during ultrasound examinations using Fear Free handling techniques.
• Prepare patients for imaging, including clipping, cleaning, catheter preparation, and procedural setup as needed.
• Assist with patient monitoring before, during, and after sedation procedures under veterinary direction.
• Prepare examination rooms, imaging suites, and equipment between patients.
• Support patient recovery and discharge preparations.
• Monitor patient comfort and communicate concerns to the medical team.
• Step in wherever needed to maintain efficient workflow and exceptional patient care.

• Build and maintain strong relationships with referring veterinary hospitals to increase awareness and support utilization of The COVE’s imaging services.
• Assist with outreach efforts to introduce veterinary teams to The COVE, our services, referral process, and clinical capabilities.
• Help referring hospitals establish accounts and navigate referral workflows to make submitting patients simple and efficient.
• Partner with the marketing and leadership teams on outreach initiatives, client communication efforts, and referral growth strategies.
• Maintain regular communication with veterinary practices to ensure they have the resources and information needed to confidently refer patients.

• Open and close the imaging center each day.
• Coordinate daily workflow to keep appointments organized and running smoothly.
• Maintain a clean, organized, and welcoming facility.
• Complete room turnover, laundry, linen management, and restocking responsibilities.
• Monitor medical, office, and client supply inventory and communicate supply needs.
• Ensure imaging areas and shared equipment are prepared for daily operations.

The ideal candidate is someone who:

• Loves both veterinary medicine and client service.
• Naturally anticipates needs and takes initiative.
• Enjoys staying busy and wearing many hats.
• Can seamlessly transition between scheduling, communication, and hands-on patient care.
• Remains calm, organized, and compassionate under pressure.
• Takes ownership of responsibilities and follows tasks through to completion.
• Has exceptional attention to detail and organizational skills.
• Communicates professionally with clients, referring veterinarians, and teammates.
• Has strong clinical judgment and can understand medical records, identify key details, and communicate priorities effectively.
• Thrives in a collaborative specialty medicine environment.
• Enjoys improving processes and helping build a growing organization.

• Credentialed Veterinary Technician (CVT, RVT, or LVT) preferred.
• Experienced Veterinary Assistant with strong clinical skills will also be considered.
• Minimum of three years of veterinary experience.
• Specialty, emergency, or referral hospital experience strongly preferred.
• Experience with anesthesia or sedation monitoring is a plus.
• Experience coordinating referral or specialty medical cases is highly desirable.
• Comfortable learning, leveraging, and optimizing CRM, imaging, and scheduling software.
• Excellent written, verbal, and interpersonal communication skills.

This is an opportunity to become a foundational member of a growing outpatient imaging center where your work directly impacts patient care.

You'll collaborate with experienced imaging professionals, support referring veterinarians with advanced diagnostics, and help create an exceptional experience for pets and their families.

Every day offers variety, interesting medical cases, meaningful interactions, and the opportunity to combine your clinical knowledge, organizational skills, and passion for veterinary medicine in a role where you truly make a difference.

If you're looking for more than "just another veterinary job" and want a role where you can combine your clinical experience, organizational talents, and passion for exceptional service, we'd love to hear from you.

• Salary range: $40,000–$60,000 annually, based on experience, clinical background, and qualifications.
• Additional earning opportunities may be available through performance-based incentives and referral growth initiatives.
• Opportunities for continued professional growth and advancement within a growing veterinary organization.

• Flexible work environment with a supportive, collaborative team culture.
• Monthly medical stipend: $516.67 per month, beginning after six (6) months of continuous employment.
• 401(k) retirement plan: Eligibility after six (6) months of employment, with a 3.5% company match.
• Cell phone reimbursement: $50/month, when applicable.
• Company-supported certification and continuing education opportunities.
• Collaborative, mission-driven team culture focused on improving veterinary care and patient outcomes.
• Professional development opportunities to expand clinical, operational, and leadership skills.

Visit our website to submit your application. https://www.cove-vet.com/careers