Purpose of this position:
Provide administrative support and assistance to a multidisciplinary clinical treatment team consisting of nurses, mental health clinicians, social workers, psychologists, and psychiatrists.
Job Duties:
Record Keeping:
Independently monitors, tracks, collects, compiles, and maintains hospital medical records as defined by Joint Commission standards, the hospital Medical Records Department, and other governing agencies. Organizes patient medical charts, according to the Medical Records guidelines and Health Insurance Portability and Accountability Act (HIPAA) standards. Ensures availability and accuracy of downtime bins, patient labels, patient documentation, new admission charts, and processes should the Electronic Health Record go down. This position does this while adhering to all Medical Records policies and procedures.
Timekeeping:
As the Unit Time Manager, this position is responsible for reconciling, preparing, and managing monthly and bi-weekly timekeeping for 30-plus employees. Complying with State of Colorado Personnel Rules, Fiscal Rules, and Fair Labor Standards, input leave slips in accordance with the manager, missed swipe forms, or any other adjustments daily, weekly, or before any pay period deadline using Kronos. Provides random checks of employees’ hours to the Nurse Manager for review, ensuring accurate timekeeping practices and facilitating any discrepancies or disputes between employees, supervisors, and Department of Human Services (DHS) Payroll/Timekeeping personnel. Is aware of changes in rules, policies, and regulations regarding Kronos and timekeeping. Enters all leave data. Manages and maintains Kronos time detail report filing for Team employees. Prints report weekly for the Nurse Manager to review and track staff members' timekeeping balances
Technical Support:
Compiles information and oversees the movement of all patients in the Electronic Health Record including seclusion and restraint, absence without staff consent, passes, discharges, and outside medical appointments. Client addressograph label is obtained through the Electronic Health Record to identify all forms in the client's medical record. The position is responsible for collecting and compiling reports. Provides the unit with a photo of the patient from the hospital Kardex regularly.
General Office Duties:
Responsible for coordinating and overseeing the day-to-day office functions to ensure smooth and professional operations on the team. When answering difficult calls on the team, issues are problem-solved and resolved. Supports and assists the multidisciplinary clinical team and clients. Mini-team schedules are completed and sent to the entire clinical team. Unit meeting minutes are compiled monthly. Distributes outgoing/incoming mail, and all state agency and unit communications to the appropriate person. Responsible for efficient and timely completion of administrative functions on the team including coverage of other teams. Adds new staff to the emergency call-down list, and liaison between the facilities department and work unit to make sure all work orders are input into the MAXIMO system and are handled promptly to decrease safety risks. Responsible for the scheduling and maintenance of all Xerox equipment, laundry, and kitchen equipment. Responsible for purchase inquiries and budgetary approval paperwork if replacement is needed. Oversees the operation and maintenance of office equipment such as copiers, computers, printers, etc. Independently analyzes and reconciles Procurement Card expenditures for the team before they are turned in to the Assistant Director of Nursing. Oversees the scheduling of services, repairs, and deliveries. Assists in the purchase of office furniture and appliances for the units. Coordinates and organizes the end-of-the-year overflow of expenses to buy supplies for patient needs and office supplies for the upcoming year.
Other Duties As Assigned:
Meeting agendas and documentation of meeting minutes, preparing the team/unit visitor log, compiling all paperwork for patient discharges, file purging, daily filing of paperwork, management, and creation of spreadsheets and documents utilized on the team, binder management, safety checklist, Icare, team/patient acuity tracking, cost accounting, ordering and shopping of Team supplies, patient clothing, office supplies, periodical subscriptions, Century Fund supplies, and other duties as assigned.

Minimum Qualifications:
Experience Only:
Three (3) years of relevant experience in an occupation related to the work assigned
to this position
OR
Education and Experience:
A combination of related education and/or relevant experience in an occupation
related to the work assigned equal to three (3) years
Preferred Qualifications:

• Administrative experience in a hospital setting and/or behavioral healthcare setting
• Computer Skills including Microsoft 365 and Google Workspace Applications
• Communications experience in customer service in a fast-paced work environment.

• Work experience in a safety or security setting

• Experience and knowledge of HIPAA rules

Conditions of Employment
The successful candidate in this position must be willing and available to submit to the following conditions:

• Must be able to pass a CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference checks, PREA, Trails check, CAPS.
• Due to the juvenile population served at the Mental Health Hospitals, incumbents of this position must be at least 21 years of age.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) provide the employee number from the applicant’s prior State employment. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS.