Administrative Assistant III-CMHHIP

This position is open to current Colorado residents only.

 Please note: This recruitment may be used to fill multiple vacancies

CMHHIP units provide comprehensive psychiatric and psycho-social evaluation and treatment by a multidisciplinary treatment team.  This includes:  24 hour nursing care and assessment; psychiatric intervention and evaluation; psychological services; psycho-social services; occupational therapy, educational and vocational rehabilitation services and recreational therapy. Patients are admitted from throughout the state from correctional, court, mental health, and other community facilities for long and short term treatment under court authority, as well as transfers from within CMHHIP and other units.   Legal statuses of patients include 27-65 civil commitments (M-1, M-3, Short and Long Term certifications); Incompetent to Proceed (ITP); Not Guilty by Reason of Insanity or Impaired Mental Condition (NGRI or NGR-IMC); court ordered evaluations for Sanity, Sex Offender issues, Competency.

The primary purpose of the Medical Services/Clinic Unit is to deliver comprehensive healthcare to CMHHIP patients within a secure psychiatric environment. The unit serves as the hospital's operational healthcare hub, facilitating unimpeded, seamless access to essential medical and surgical services through collaborative partnerships with internal providers, facility departments, external specialty clinics, and regional hospitals.

This position is full time, scheduled Monday-Friday, 8:00 a.m. - 4:30 p.m. on-site at CMHHIP.

This position provides essential administrative assistance to the Specialty Clinic, reporting to the department's supervisor. Primary responsibilities include the scheduling and coordination of six specialty clinics and eight medical providers, as well as the management of external medical visits. The role ensures the integrity of patient data within the electronic health record system (BEHR) by confirming appointments and preparing necessary documentation for outside facilities.

The incumbent facilitates the rapid scheduling of approved appointments for CMHIP clients, managing both internal and external medical care. Acting as a backup for emergent and urgent scheduling, the position serves as a vital intermediary in maintaining continuity of care, ensuring that clinical follow-ups and recommendations adhere to departmental procedures.

Further duties involve coordinating transportation for off-site medical services and maintaining strict adherence to HIPAA and patient confidentiality standards. This role is responsible for accurate timekeeping via the UKG  system for nursing, physical therapy, and dental staff.
 
As a core operational scheduler within the Medical Appointment Scheduling Department, the Administrative Assistant III executes high-volume, precision-based scheduling for both on-grounds and off-grounds medical providers. This role serves as a critical link between care teams, external specialists, and central transport, ensuring that patient health data is processed efficiently while maintaining compliance with rigorous HIPAA security metrics and organizational tracking structures.  Duties in this position include:

Customer Service, HIPAA Safeguards & Property Tracking:

• Facilitates the administration of timely and precise appointment coordination for six specialty clinics, eight medical clinics, and various external medical facilities
• Responsibilities include the management of appointment refusals, encompassing the rescheduling process and the formal documentation of such occurrences within the BEHR system, while ensuring strict adherence to HIPAA protocols, 27-65 statutory requirements, and established continuity of care regulations 
• Maintains close collaboration with interdisciplinary departments to facilitate exceptional customer and client care
• Greets customers and clients, identifying the purpose of their visit, and providing precise information and guidance or directing them to the appropriate department
• Ensures that all individuals are located in the correct clinical areas, manages multi-line telecommunications, and routes calls to the appropriate personnel
• Provides technical guidance regarding the BEHR system to colleagues
• Ensures strict adherence to client confidentiality protocols, and collaborates with medical providers to verify the accuracy of weekly clinical schedules

ADT Integration, External Logs & HIPAA Secure Dispatch : 

• Utilizes daily Admission, Discharge, and Transfer (ADT) reports generated by Medical Records to manage patient flow across the CMHIP facility
• Analyzes reports, executes critical updates within the BEHR system, including the removal of obsolete orders, modification of patient locations to reflect transfers, and the accurate assignment of clinical providers

Timekeeping and Ordering: 

• Responsible for the oversight of UKG timekeeping for designated personnel, which encompasses performing weekly schedule audits
• Serves as a liaison between employees and their supervisors to facilitate the punctual submission of time data, ensuring strict adherence to the Colorado Department of Human Services (CDHS) payroll policies and procedures through consistent email correspondence

Other Duties as Assigned:

•  Performs any other duties as assigned by work lead, supervisor, or Appointing Authority that are needed in the area to meet both department and hospital needs

Minimum Qualifications:

Experience Only:

Three (3) years of relevant experience in an administrative role in a clinical setting

OR

Education and Experience:

A combination of related education and/or relevant experience in an an administrative role in a clinical setting equal to three (3) years

Preferred Qualifications: 

• Managing complex calendars across specialty clinics and providers, and coordinating internal and off-site appointments, including urgent scheduling backup

• Navigating and updating EHR systems (such as BEHR) and accurately preparing documentation and charts for outside medical facilities

• Serving as an operational liaison between clinical care teams, external specialists, and central transport services for off-site patient visits

• Strong professional verbal and written communication skills to effectively interface between multidisciplinary teams, external hospital systems, and department leadership

Conditions of Employment:

• Full Background check and Reference Check required
• This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting), and residency within the state throughout the duration of employment in this position
• Other Conditions of Employment specific to Program
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:
  1. Disclose that information on the application.
  2. Explain why the prior termination or resignation should not disqualify you from the current position.
  3. Provide your employee number from your prior State employment.  Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS.

• Shall not initiate or engage in sexual, social, personal or financial relationships with patients either during or any time after hospitalization, even if the patient requests or initiates such a relationship All relationships with current or former patients must be disclosed on your application
• Successfully pass all modules of the CMHIP New Employee Orientation core curriculum to include English reading comprehension, relevant competency assessments and written/practical exams in Defensive Tactics
• Possess the physical ability to successfully complete hospital-adopted physical interventions (MANDT) and CPR
• Lift arms above head and kick as high as own waist
• Stabilize another person to accomplish a controlled containment to the floor
• Withstand impact on own body using an ASP shield
• Rotate body 90 degrees with feet planted for using a defensive tactic
• Kneel on one or both knees and stand up again with multiple repetitions
• Must be able to see and hear in order to observe, address and respond to potential breaches in safety
• Seize, hold, control or subdue violent or assaultive persons and defend oneself or others to prevent injury
• Demonstrate body agility, strength of all four limbs and the ability to walk and climb stairs consistently
• Work in situations involving assaultive behavior, physical control of another person and/or restraint situations
• Ability to read and comprehend the English language; effectively and fluently communicates in English, both verbally and in writing
• Work in an environment with fluctuating noise and temperature (hot and cold) which may include working outdoors in inclement weather and/or concrete floor/wall work settings
• Willing and able to travel
• 2-step TB (tuberculosis) screening is required of all new employees upon hire
• Annual influenza vaccination
• Other vaccinations as required by the State of Colorado

CDHS Selection Process Explanation:

Employment history is calculated on a full-time basis (40/hrs. per week). Part-time employment is calculated on a prorated basis to determine qualifications. Be sure your application specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the position and minimum requirements. 

• Preferred Qualifications & Competencies:
  • Relevant years of state service experience.

Minimum Qualification Screening Process:

A Human Resources Analyst will review the work experience/job duties sections of the online job application to determine whether your experience meets the minimum qualifications for the position.  You must complete the official State of Colorado online application.   Cover letters and resumes WILL NOT be reviewed during the minimum qualifications screening process. You must specifically document your work experience and qualifications in the application form. Do not use "see resume" or "see attached."

You must meet the minimum qualifications to continue in the selection process.  Part-time work experience will be prorated.

Comparative Analysis Process – Structured Application Review:

After minimum qualification screening, the comparative analysis process will involve reviewing and rating of all the information you submit. The comparative analysis step may also include your results from standardized testing. 

Your Work Experience/Job Duties:

Document your work experience/job duties to the extent to which you possess the skills, education, experience, minimum qualifications, and preferred qualifications. 

If listed, answer all supplemental questions as your answers to these questions will be evaluated during this phase. Provide at least 4-8 sentences for each supplemental question.    

Supplemental Questions:

Answer the supplemental questions completely and thoughtfully. We will rate your answers  based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

APPEAL RIGHTS:

You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated.  You will find the appeals process, the official appeal form, and how to deliver it on the State Personnel Board website.

• You or your representative must sign and submit the official appeal form for review  
• You can find the official appeal form here 
• You must be deliver the official appeal form to the State Personnel Board:
  • By email ([email protected]), or
  • Postmarked in US Mail to(1525 Sherman Street, 4th Floor, Denver CO 80203, or 
  • Hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or
  • Faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.

Contact the State Personnel Board for assistance:

• At (303) 866-3300, or
• Refer to the  Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, within the Rules webpage

For additional recruiting questions, please contact ellie.cassio@state.co.us 

About Us & Benefits: 

If your goal is to build a career that makes a difference, join the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. Each of us is committed to contributing to a safe and accessible CDHS. In addition to a great location and rewarding and meaningful work, we offer:

• Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401(k) and 457 plans
• Medical and dental health plans
• Employer supplemented Health Savings Account
• Paid life insurance
• Short- and long-term disability coverage
• 11 paid holidays per year plus vacation and sick leave
• State of Colorado Employee BenefitHub Resource Center
• Employee Wellness program
• Excellent work-life programs, such as flexible schedules, training and more
• Remote work arrangements for eligible positions
• *Some positions may qualify for the Public Service Loan Forgiveness Program

Our Values:

• We believe in a people-first approach: We prioritize the needs, well-being, and dignity of the individuals, families and communities we serve. We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide
• Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement
• We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado
• Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public
• We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy
• Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans

ADA Accommodations:
CDHS is committed to a Colorado for ALL qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment. 

This includes completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to [email protected].

EEO Statement:

The State of Colorado is an equal opportunity employer

We are committed to increasing a “Colorado for ALL" of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities.   
 
The State of Colorado believes that a “Colorado for ALL” drives our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Additional Support For Your Application:

Toll Free Applicant Technical Support

If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time).  Helpful hints: if you are having difficulty uploading or attaching documents to your application 1) ensure your documents are PDF or Microsoft Word files and 2) close the document before you attempt to upload (attach) it.