Medical Assistant Coordinator: Bariatric Surgery Coordinator

Salinas Valley Health Lifestyle & Metabolic Program

The Bariatric Surgery Coordinator provides comprehensive administrative and patient-coordination support to the bariatric physician and Registered Nurse (RN) throughout the bariatric surgery pathway. The Coordinator serves as a primary point of contact for patients and is responsible for tracking patient progress, coordinating follow-up, monitoring completion of required pathway activities, and helping patients remain on track toward surgical readiness.

The Bariatric Surgery Coordinator collaborates closely with the physician, RN, and multidisciplinary bariatric team to identify delays, barriers, or concerns and appropriately communicate and escalate issues to the RN or provider. The position reinforces established program expectations and patient education, supports timely completion of required appointments, testing, consultations, and other pathway requirements, and maintains accurate documentation within the electronic medical record (EMR).

Essential Duties and Responsibilities

Includes but not limited to the following:

• Perform all duties of a Medical Assistant. See Job Description.

Patient Outreach and Follow-Up

• Contact patients following receipt of a bariatric surgery order to introduce the program, explain the pathway, and review outstanding requirements.
• Serve as a consistent point of contact for patients throughout the bariatric surgery pathway.
• Monitor and follow up with patients regarding upcoming and required appointments.
• Contact patients regarding incomplete or overdue laboratory testing, diagnostic studies, consultations, and other pathway requirements.
• Receive and appropriately respond to inbound patient calls and messages related to bariatric surgery questions, appointments, and pathway requirements.
• Provide support, clarification, and reinforcement of established program expectations and next steps.
• Identify barriers that may affect a patient's ability to progress through the pathway and communicate concerns to the RN or provider.

Pathway and Task Tracking

• Initiate the bariatric pathway/episode upon receipt of the patient contract or required program documentation.
• Maintain and update the patient's pathway, checklist, and episode to accurately reflect current status.
• Track completion of required laboratory testing, diagnostic studies, consultations, and clearances, including bariatric laboratory testing, A1C, ultrasound, cardiology, behavioral health/psychological evaluation, sleep study, and Registered Dietitian (RD) consultation, as applicable.
• Monitor completion of required support groups, exercise classes, and other program activities.
• Identify overdue, incomplete, or delayed pathway items and initiate appropriate follow-up.
• Monitor patient participation and progression through the applicable pathway or program portals.
• Communicate significant delays, barriers, changes in circumstances, or other concerns to the RN or provider for appropriate follow-up.

Patient Education and Program Support

• Reinforce established patient education, program expectations, and pathway requirements as directed by the bariatric team.
• Review next steps with patients and provide reminders regarding required appointments, testing, classes, and other program activities.
• Support patient engagement and participation in the bariatric pathway.
• Direct clinical questions, symptoms, or concerns requiring clinical assessment or decision-making to the appropriate RN or provider.

Documentation and Electronic Medical Record Support

• Accurately and timely document patient contacts, communications, follow-up activities, and other applicable encounters in the EMR.
• Maintain accurate and timely updates to the patient's bariatric pathway, checklist, and episode.
• Request and follow up on external medical records and supporting documentation, including gastrointestinal (GI) reports and test results.
• Monitor receipt of requested records and ensure applicable documentation is available for review.
• Document all patient interactions and encounters related to the bariatric pathway.
• Upon completion of pathway requirements, forward the patient's completed chart to the RN for final readiness review prior to provider review.

Escalation and Compliance Monitoring

• Identify and communicate concerns that may affect a patient's progression through the bariatric pathway.
• Escalate the following concerns to the RN or provider:
• Repeatedly missed or cancelled appointments.
• Incomplete or repeatedly delayed laboratory testing, screenings, consultations, or other required pathway activities.
• Barriers or life circumstances that may affect the patient's ability to complete the pathway.
• Concerning patient statements or behaviors.
• Clinical questions, symptoms, or situations requiring clinical assessment or decision-making.
• Follow established department procedures for escalation and communication of patient concerns.
• Maintain appropriate patient confidentiality and comply with organizational policies, regulatory requirements, and applicable patient privacy standards.

Operative and Pre-Operative Support

• Contact patients to review established next steps following progression through the bariatric pathway.
• Assist with enrollment and coordination of required pre-operative classes.
• Assist with scheduling coordination for post-operative appointments and related follow-up.
• Provide administrative support to the bariatric team to facilitate an organized transition from pre-operative preparation through surgery and post-operative follow-up.
• Performs other duties and tasks as needed

Education and/or Experience

The employee performing this position is expected to hold a High School diploma. Associates degree strongly preferred. Successful completion of a Medical Assistant Program or six (6) month Nurse Aide Program. S/he must be detail oriented, well organized and computer literate (i.e., experience Electronic Health Record systems, a multiline phone systems and basic software such as Microsoft Windows, Excel, Microsoft Word, etc.) The employee performing this position is expected to be able to work under pressure and in stressful situations and must be able to work quickly when business conditions warrant.

Supervisory Responsibilities

There are no direct supervisory responsibilities. Indirect responsibilities may include assisting management with interviewing and training new Medical Assistants. The OB Coordinator will be expected to excel in their duties as a Medical Assistant and help their peers perform their job to the best of their abilities. This will be achieved through coaching and motivating on a regular basis. The OB Coordinator will promote teamwork and inspire all to work together to achieve positive outcomes that they can be proud of.

Essential Skills and Abilities:

• Skill in appropriate assessment and assistance techniques.
• Skill in appropriate use of universal precautions, safe workplace and confidentiality methods.
• Ability to work effectively as a team member with physicians and other staff.
• Ability to appropriately interact with patients, families, staff and others.
• Ability to flexibly respond to changing demands.
• Ability to plan, organize, prioritize and direct the work of others.

Conditions of Employment: Proof of identity and legal authority to work in the U.S. is a condition of employment. Cypress Healthcare Partners/Salinas Valley Health Clinics will not sponsor applicants for work visas.