Program Administrator - Surgical Specialties Service Line

University of Arkansas for Medical Sciences•Little Rock, AR

About The Position

The Program Administrator is primarily responsible for meticulous data collection, management, and submission to the MBSAQIP Registry to maintain program accreditation and drive quality improvement initiatives. Additionally, the role provides patient navigation services, guiding patients through the surgical journey from initial consultation through long-term follow-up. The position requires collaboration with surgeons, advanced practice providers, dietitians, behavioral health specialists, researchers, and administrative teams to optimize patient outcomes, ensure accurate data reporting, and maintain regulatory compliance. This role cannot involve direct clinical charting or order entry but serves as a critical bridge between data integrity and patient support.

Requirements

Bachelor’s degree in health sciences, nursing, social work, public health, business administration, or a related field, PLUS four (4) years of experience in a related setting OR a High School Diploma plus eight (8) years of experience in a related setting
Knowledge of medical terminology, basic anatomy, physiology, and disease process is required
Knowledge and comfort with Microsoft Office products is essential for success in this position (Word and Excel experience is required; PowerPoint experience strongly preferred)
Strong communication, organizational, and interpersonal skills
Ability to work effectively with diverse patient populations and multidisciplinary teams
Ability to work effectively with diverse patient populations and multidisciplinary teams

Nice To Haves

Clinical chart review and abstraction experience
Experience in bariatric surgery, weight‑management programs, or chronic disease management
Familiarity with insurance authorization processes
Experience in an academic medical center or research‑oriented environment

Responsibilities

Identify 100 percent of metabolic and bariatric surgery patients for inclusion in the MBSAQIP Registry
Collect preoperative, intraoperative, 30-day postoperative, and long-term follow-up data through effective utilization of hospital medical record systems and coordination with the surgeon's office staff
Ensure accurate, complete, and timely data entry into the MBSAQIP Registry within prescribed assessment and data entry timeframes
Make attempts to capture 30-day and long-term follow-up data as outlined in MBSAQIP standards, including direct patient contact when necessary
Track health information through various sources, including medical records, surgery clinics, and direct patient contact, to ensure complete data capture
Identify streamlining and process improvement opportunities in the data collection process
Utilize software applications for data collection, entry, analysis, and report generation
Fulfill requests for outcomes data and reports to the MBS Committee, quality management, infection control, and administration
Participate in data compilation for audits, accreditation, and site visits
Serve as an administrative point of contact for bariatric surgery patients, providing program information and guidance on the surgical pathway
Share educational materials and program information regarding bariatric procedures, preoperative requirements, and postoperative expectations
Facilitate scheduling and coordination between multidisciplinary team members to support timely progression through the surgical pathway
Conduct outreach communications to track patient progress through the surgical pathway and support data capture efforts for registry compliance
Document patient progress and program completion milestones for tracking and registry purposes
Provide information regarding insurance requirements, coverage criteria, and documentation processes for bariatric procedures
Partner with financial counselors and authorization teams to ensure timely submission of required materials
Assist in gathering medical records, supervised weight‑loss documentation, and insurer‑mandated forms
Participate in case conferences, team meetings, and quality improvement initiatives to identify opportunities for clinical improvement
Establish effective working relationships with hospital staff in surgery, medicine, nursing, medical records, and information systems departments
Collaborate with individual bariatric surgeon office staff for successful program management and data collection
Serve as an educational resource on MBSAQIP Registry requirements for internal and external audiences by developing educational materials and delivering presentations
Collaborate with academic faculty and research teams to support data collection, patient recruitment, and compliance with study protocols
Track key performance indicators and assist with continuous quality improvement projects
May perform other duties as assigned