CMA Case Aide

County of Weld•Greeley, CO

16d•Onsite

About The Position

The CMA Case Aide supports the Home and Community Supports Division (HCSD) Case Management Agency (CMA) by performing administrative, clerical, intake, eligibility, and case management support duties. The role accepts referrals from internal sources, county and state human service agencies, medical facilities, nursing homes, and community agencies; follows up on ongoing case-management activities; tracks information requests; and manages client information in multiple computerized databases. The primary office location is the Greeley office. This is an in-person position requiring attendance at the office to support a large case management agency and its programs. Work may include time away from a standard office environment, including accompanying case management staff on community visits. Reliable, predictable attendance is required during department business hours, 8 a.m. to 5 p.m., Monday through Friday. The position supports the county's mission of partnering with the community to improve safety, health, and well-being through responsive and collaborative services. It requires customer service, attention to detail, flexibility, self-direction, multitasking, and the ability to work effectively with colleagues, members, families, providers, and community partners.

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, department policies, and procedures.
Keyboarding ability of 35 words per minute.
Ability to write correspondence and communicate effectively with diverse populations in a variety of settings.
Ability to apply math concepts and calculations and use common sense to solve work-related 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.
Must pass a criminal background check before the employment start date and required Human Services Background Checks.
Must pass a Colorado Adult Protective Services (CAPS) check and remain subject to CAPS monitoring throughout employment.
Must have a valid driver's license and liability insurance upon hire, pass a Motor Vehicle Record (MVR) evaluation, and remain subject to continuous monthly MVR monitoring.
Must provide personal transportation and be willing to travel as needed to perform the essential functions of the position.
Must pass the required pre-employment drug screening; employment is contingent on passing the screening in accordance with Weld County policy.

Nice To Haves

Knowledge of community resources and other community-based services for older adults or individuals with disabilities.

Responsibilities

Perform basic clerical duties, including data entry, imaging, mail distribution, copying, and assembling and distributing informational packets, forms, and medical information requests.
Pick up or deliver documents and forms and perform other routine duties using a personal vehicle within Weld County.
Prepare meetings by ensuring seating, technology, and materials are available; monitor meetings and committees to help prevent double-booking case managers or providers.
Answer incoming calls, identify callers’ needs, and direct them to the appropriate department employee in a customer-focused manner.
Explain CMA program rules and qualification or documentation requirements, gather relevant information, and prepare member files.
Create files for verified and certified members; compile, track, and distribute enrollment paperwork; accept referrals and enter member information into the tracking system for case assignment.
Support individuals and families through the application process, help resolve eligibility issues, and assist with approval or denial letters and transitions between case managers and CMA programs.
Send medical information documents to physicians, track receipt of 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 due; follow up with Medicaid technicians when financial information has not been received.
Receive service referrals from Case Managers and distribute them to providers in accordance with procedural requirements.
Use state-prescribed computer systems, enter case activity in state databases, and document member contacts, information requests, and follow-up activity.
Track incident reports to support procedural and timeline compliance; compare services and units with authorized Service Plans and notify Case Managers of discrepancies.
Distribute bus passes when allocated in a member’s service plan and develop reports that support continuity of care across programs.
Liaise between 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 notices to providers; track service activity and verification, refer nonuse to the appropriate Case Manager, and update provider lists.
Review monthly provider progress notes and update systems with start dates for new services when applicable.
Participate constructively in team, unit, division, and department meetings and updates; cooperate with coworkers, collaborate and problem-solve, and follow through on commitments.