CMA Case Aide

Weld County Government•Greeley, CO

18d•$23 - $29•Onsite

About The Position

The CMA Case Aide supports the Home and Community Supports Division (HCSD) Case Management Agency (CMA) through administrative, intake, eligibility, and case-management support. The role accepts referrals from county and state agencies, medical facilities, nursing homes, and community organizations; performs follow-up activities; and tracks information requests and client information in multiple computerized databases. The primary office is in Weld County’s Greeley office. This is an in-person position supporting a large case management agency and multiple programs. Work may include time outside a standard office environment, including accompanying case management staff on community visits. Reliable, predictable attendance is required during department business hours, Monday through Friday, 8 a.m. to 5 p.m. The role requires driving, use of the employee’s own transportation, and travel as needed to perform essential duties. The position carries out clerical tasks such as data entry, imaging, mail distribution, copying, preparing informational packets, handling calls, and supporting meetings. It supports intake and eligibility by receiving referrals, gathering information, creating and maintaining member files, tracking enrollment paperwork, assisting with applications and eligibility issues, and helping communicate approval or denial decisions. Case-management support includes tracking documentation, eligibility renewals, case activity, incident reports, services, provider information, and satisfaction surveys; entering information into state and internal systems; and coordinating with members, case managers, service providers, and community partners. The Case Aide is expected to contribute positively to team and partner relationships, collaborate and problem-solve, stay informed about department updates, and follow through on commitments. The role requires a high school diploma or GED, two years of full-time business or clerical experience in an office environment involving extensive customer service in a team atmosphere, and successful completion of required background, driving-record, and pre-employment substance screenings.

Requirements

High school diploma or GED.
Two years of full-time business or clerical experience in an office environment, including extensive customer service in a team atmosphere.
Ability to learn and apply new computer skills regularly.
Knowledge of Microsoft Windows, 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 communicate effectively with diverse populations in a variety of settings.
Ability to apply mathematical concepts and calculations in the work environment.
Ability to use common sense to solve workplace problems.
Ability to adapt to a fast-paced, high-volume, changing work environment and handle high-stress situations.
Ability to show initiative, meet timelines, organize work, manage time, and manage multiple priorities.
Pass a criminal background check before employment begins, Human Services Background Checks, and a Colorado Adult Protective Services (CAPS) check; CAPS monitoring continues during employment.
Valid driver’s license and liability insurance upon hire; pass an MVR evaluation and comply with continuous monthly MVR monitoring.
Provide personal transportation and travel as needed to perform the position’s essential functions.
Pass required pre-employment substance and drug screening; employment is contingent on successfully passing the screening.

Nice To Haves

Knowledge of community resources and community-based services for older adults or individuals with disabilities.
Advanced working knowledge of Excel and ability to navigate multiple computer systems.
Flexibility, attention to detail, strong customer service, self-starting ability, and ability to multitask.

Responsibilities

Perform clerical duties, including data entry, imaging, mail distribution, and copying.
Assemble and distribute informational packets, forms, and medical information requests.
Use a personal vehicle for document and form pickups or deliveries and other routine duties within Weld County.
Assist with meeting preparation and monitor meetings and committees to help avoid double-booking case managers or providers.
Answer incoming calls, identify callers’ needs, and direct them to appropriate employees in a customer-focused manner.
Explain CMA program rules and qualification or documentation requirements to individuals seeking information.
Gather relevant information, prepare member files, create files for verified and certified members, and compile, track, and distribute enrollment paperwork.
Accept potential-member referrals, enter information into tracking systems for case assignment, and support applicants through the eligibility process.
Assist in resolving eligibility issues and, when appropriate under unit guidelines, assign cases to case managers based on case volume.
Help develop and distribute approval or denial letters and support transitions between case managers and CMA programs.
Send medical information documents to physicians, track completed documentation, and follow up with physician offices.
Request, collect, and distribute documentation for case managers across waiver and State General Fund programs.
Track data and notify staff of updates within required timeframes; track eligibility redetermination dates and notify case managers when renewal paperwork is needed.
Follow up with Medicaid technicians when financial information has not been received.
Receive service referrals from case managers and distribute them to providers according to procedures.
Use state-prescribed computer systems, enter case activity into the state database, and document member contacts, information requests, and follow-up activity in appropriate databases.
Track incident reports to support procedural and timeline compliance.
Compare services and units with those authorized in service plans and notify case managers of discrepancies.
Distribute bus passes when allocated in members’ service plans.
Develop and use reports that support continuity of care across programs.
Serve as a liaison among members, the CMA, and internal and external community partners regarding Medicaid Long Term Care programs.
Conduct and track annual satisfaction surveys for members and families in the Family Support Services Program (FSSP) and State Supported Living Services (SLS).
Send allocation letters and monthly verification-of-use information to service providers; track service activity and verification, and refer nonuse to case managers.
Update provider lists and review monthly provider progress notes, updating systems with new-service start dates when applicable.
Participate constructively in team, unit, and division meetings; stay informed through department updates and county communications.
Collaborate and problem-solve with coworkers and professional partners, take responsibility for actions, and follow through on commitments.