CMA Case Aide

County of Weld•Greeley, CO

11h•Onsite

About The Position

Supports the Home and Community Supports Division (HCSD) Case Management Agency (CMA) by performing essential administrative and clerical duties. Accepts referrals from internal sources, other county or state human service agencies, local medical facilities, nursing homes, and other community agencies. Performs follow-up activities related to ongoing case management. Tracks information requests and manages client information in multiple computerized data bases. Primary office location will be in the Greeley office. Work may involve time away from a standard office environment, which may consist of accompanying case management staff during community visits. Reliable, predictable attendance within department business hours of 8 a.m. to 5 p.m. Monday through Friday. This position is in-person and requires attendance at the office to support a large case management agency and various programs.

Requirements

High School Diploma/GED
2 years full-time business or clerical experience in an office environment that includes extensive customer service in a team atmosphere.
Ability to learn and apply new computer skills on a regular basis.
Knowledge of computer programs such as Microsoft Windows and Word, Excel, and Outlook.
Ability to read and comprehend instructions, correspondence and department policies and procedures.
Ability to keyboard at 35 words per minute.
Ability to write correspondence.
Ability to effectively communicate with diverse populations in a variety of settings.
Ability to apply math concepts and calculations in the work environment.
Ability to apply common sense to problem solve in a work environment.
Ability to adapt to fast paced, high volume and ever-changing work environment and be able to handle high stress situations.
Demonstrate the ability to show initiative, meet timelines, organize work, manage time, and manage multiple priorities.
Pass criminal background check prior to employment start date.
Pass Human Services Background Checks.
Pass a Colorado Adult Protective Services (CAPS) check and will continue to be monitored by CAPS throughout employment.
Have a valid Driver’s License and Liability Insurance (Upon Hire Required)
Pass a Motor Vehicle Record (MVR) evaluation and if hired, will be subject to continuous monthly MVR monitoring throughout employment.
Provide own transportation and be willing to travel as needed to meet the essential functions of the position.
Pass a pre-employment drug screening.

Nice To Haves

Knowledge of community resources and other community-based services for the aging or individuals with disabilities.

Responsibilities

Performs a variety of basic clerical duties that include data entry, imaging, mail distribution and copying.
Assembles and distributes informational packets, forms, and medical information requests.
Pickups or delivers documents or forms or other routine duties using own vehicle within Weld County.
Assists with meeting preparation to ensure adequate seating, technology provision and materials available.
Answers incoming calls and efficiently and accurately identifies the caller’s need.
Directs caller to the proper department employee in a customer focused manner.
Monitors various meetings and committees to ensure case managers and/or providers are not double booked.
Understands CMA program rules and regulations and provides information to individuals requiring qualification information and/or documentation.
Asks questions to discern all relevant facts and gather as much information as possible to prepare member file.
Creates files for all verified and certified members.
Compiles, tracks, and distributes enrollment paperwork.
Accepts referrals of potential members by phone, in-person, or other forms of communication.
Enters all member information into tracking system for case assignment.
Supports individuals and families with application process to ensure the application is received and reviewed for eligibility determination.
Assists in resolving eligibility issues.
When all member information including financial information has been received, may assign case to appropriate Case Manager according to unit guideline and case volume.
Assists with developing and distributing approval/denial letters to members, families, and guardians.
Assists with transition of members appropriately between case managers and CMA programs.
Send various medical information documents to physicians; track receipt of completed documentation; follow up with physician’s office until received.
Assists the Case Managers with requesting, collecting, and/or distributing documentation needed for a multitude of tasks across the various waiver and/or State General Fund programs.
Tracks data, using internal tracking system and notifies appropriate staff of any updates within required timeframes.
Develops a comprehensive system that tracks eligibility redetermination (RRR) dates and notifies Case Manager of the need for completion of the renewal paperwork by member or legal representative.
Uses computerized tracking system to follow-up with Medicaid technician if financial information has not been received.
Receives referrals for services from Case Managers and distributes to providers in accordance with procedural requirements.
Effectively utilizes State prescribed computer system(s).
Enters all case activity into computerized State data base.
Documents all member contact, information requests, and follow-up activity in appropriate data base.
Tracks incident reports being reviewed to assist with procedural and timeline compliance.
Compares services and units to those authorized in the Service Plan and notifies Case Manager of any discrepancies.
Distributes bus passes to members whose service plan allocate this service.
Develops and uses reports that may be helpful in continuity of care across programs.
Acts as a liaison between the member, CMA, and both internal and external community partners regarding Medicaid Long Term Care programs.
Conduct and track annual satisfaction surveys for all members and families in Family Support Services Program (FSSP) and State Supported Living Services (SLS).
Sends allocation letters and monthly verification of use to service providers.
Tracks service activity and verification and refers any nonuse to appropriate Case Manager.
Updates provider lists with current information.
Review monthly progress notes from providers and update system with start dates of new services when applicable.
Participates in a positive and value-added manner with both internal and external professional partners.
Stays informed by participating as appropriate in all team, unit, and division meetings, attends or views recordings for department updates and reads county wide messaging.
Participates as a team member of the department establishing and maintaining a high degree of cooperation with coworkers.
Display a willingness to collaborate and problem solve.
Understands how one’s day to day work significantly impacts the team’s success.
Accepts responsibility for own actions and follows through on commitments.