Administrative Assistant III-CMHHIP

State of Colorado•Pueblo, CO

1d•Onsite

About The Position

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.

Requirements

Three (3) years of relevant experience in an administrative role in a clinical setting OR A combination of related education and/or relevant experience in an administrative role in a clinical setting equal to three (3) years
Full Background check and Reference Check required
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
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

Nice To Haves

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
Relevant years of state service experience.

Responsibilities

Facilitates the administration of timely and precise appointment coordination for six specialty clinics, eight medical clinics, and various external medical facilities
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
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
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
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

Benefits

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
Public Service Loan Forgiveness Program