Administrative Assistant II, Patient Intake and Scheduling Assistant (State Classified Title)

University of Colorado•Aurora, CO

4d•Onsite

About The Position

The clinical units at the School of Dental Medicine provide thorough, comprehensive dental care to the community at significantly discounted rates while supporting the education and clinical development of future dental professionals. As a teaching facility, care is provided by dental students and residents under the supervision of skilled faculty who oversee all aspects of treatment. The Patient Intake and Scheduling Assistant serve as key front-line contact for patients, students, faculty, staff, and visitors in the dental clinic reception and information areas. This role supports daily clinic operations by triaging phone, virtual, and walk-in inquiries; directing patients to the appropriate clinic resource; registering new patients in the electronic health record system; scheduling and confirming appointments for student providers; and supporting patient check-in and check-out. The position also helps patients understand the dental school’s teaching clinic model, including student provider involvement, faculty supervision, appointment expectations, time commitments, and financial responsibilities. In addition, this role accepts payments, updates patient information, identifies scheduling or billing issues for follow-up, and maintains confidential communication in accordance with clinic procedures, HIPAA, FERPA, and records-release guidelines.

Requirements

Two years of general clerical experience, which includes one year of experience working in a medical/dental environment.
College or university course work, appropriate to the work assignment, may substitute for the experience on a year-for-year basis but not for the one year of experience working in a medical/dental environment.
Colorado law requires that candidates for state government jobs be residents of Colorado at the time of application.
Applicants must meet minimum qualifications at the time of hire.
Applicants must be legally authorized to work in the United States without requiring sponsorship.
Knowledge of administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records, designing forms, and other office procedures and terminology
Knowledge of principles and processes for providing customer and personal services.
Knowledge of electronic health record system.
Knowledge of teleconferencing software (i.e. Zoom).
Ability to efficiently organize, multi-task, and prioritize duties and tasks.
Ability to work in a fast-paced, high volume environment.
Excellent verbal and written communications skills.
Excellent interpersonal skills
Proficient computer skills.
Ability to interpret and follow complex rules, regulations, policies, procedures, and guidelines.
Ability to handle sensitive matters that require discretion and confidentiality.

Nice To Haves

Experience working with faculty, staff, and students in a higher education environment
Experience working in a dental or medical office environment
Bilingual in English and Spanish

Responsibilities

Serve as a front-line point of contact for patients, students, faculty, staff, and visitors by responding to phone, virtual, and walk-in inquiries and directing individuals to the appropriate clinic resource.
Schedule, prioritize, and confirm patient appointments for student providers using the electronic health record system.
Support patient check-in and check-out, including registering new patients, updating demographic and financial information, and maintaining accurate and confidential patient records.
Explain clinic procedures, scheduling expectations, financial responsibilities, and the dental school’s teaching clinic model to patients.
Review and resolve routine scheduling, billing, payment, registration, and records-related issues using established clinic, EHR, financial, HIPAA, FERPA, and records-release guidelines.
Accept patient payments, facilitate requests for dental records, and coordinate with faculty, students, clinic coordinators, and staff to address patient concerns and support efficient clinic operations.

Benefits

Medical: Multiple plan options
Dental: Multiple plan options
Additional Insurance: Disability, Life, Vision
Retirement Plans: State pension (PERA Defined Benefit) or 401(a) - Employer contributes between 10% and 21.5% of your gross pay
Paid Time Off: Accruals over the year
Vacation Days: Between 12/year and 24/year (maximum accrual between 192 hours and 384 hours) – specific amount depends on length of total State of Colorado service
Sick Days: 10/year (360 hour maximum accrual)
Holiday Days: 15/year
Tuition Benefit: Employees have access to this benefit on all CU campuses
ECO Pass: Reduced rate RTD Bus and light rail service