ADMINISTRATIVE ASSISTANT III - Jail-Based Restoration Program - HYBRID

Located within the Colorado Department of Human Services, the Office of Civil and Forensic Mental Health (OCFMH) is responsible for policy development, service provision and coordination, program monitoring and evaluation, and administrative oversight of the public behavioral health system. OCFMH funds, supports, and monitors numerous mental health and substance abuse community programs and providers. OCFMH also operates the Colorado Mental Health Hospitals at Fort Logan and Pueblo and the Forensic Services Division. OCFMH executes the States’ federal responsibilities as the State Mental Health Authority and State Substance Abuse Authority for the purposes of administering federal mental health and substance abuse block grant funds.

The Forensic Services Division is responsible for six departments including Forensic Community Based Services (FCBS), Jail Based Evaluation and Restoration (JBR), Outpatient Restoration (OPR), the Forensic Support Team (FST), the Court Services Department, and the Operations Department.

The JBR Program exists to serve as the only program to provide jail-based competency restoration services for individuals found incompetent to proceed by the courts and ordered to undergo restoration treatment for the State of Colorado. The program additionally provides treatment to those individuals ordered by the courts to undergo an initial evaluation of competency. The Jail Based Restoration Program serves as the State expert on restoration and competency in a jail-based setting and collaborates with numerous other entities and governmental agencies to ensure best practices in admissions across the State, best practices in competency restoration treatment, and continuity of care and follow up care for individuals discharging from the program. In addition, the Jail-Based Restoration Department provides oversight to contracted private hospital programs. The team coordinates admissions for inpatient competency, mental condition, and sanity evaluations as appropriate to occur at one of the settings the team oversees.

Purpose of the position:
This position exists to provide administrative support and monitoring for those individuals court-ordered for inpatient competency evaluations or competency restoration treatment and designated for transfer to a jail-based restoration program or private hospital. This position is required to function independently to manage the volume of work associated with the gathering and filing of patient records in preparation for review by the OCFMH Director for Jail-Based Restoration, Health Professional VI, Health Professional IV, and Health Professional III positions for Jail-Based Restoration. This position implements, modifies, and utilizes office management skills and administrative procedures to complete time sensitive duties related to locating, collecting, and filing of specific records of patient referrals to one of the department’s jail-based restoration programs or private hospital partnerships. This position inputs data into data collection devices such as spreadsheets, databases, and electronic files.. This position decides the most efficient means of accomplishing these duties while prioritizing workload under changing work conditions, clarifies pertinent data, and manages office filing and retrieval systems including the contents of files, circulation and retrieval, production, access, and proper handling and disposal of data and protected health information and other duties as assigned.

Job Duties:
Patient Info Processing:
This position will engage in daily review of various reports such as the ITP report and Referral list (Comp and ITP) in the Anticipate program and the Jail Based Program referral spreadsheet found on the LAN for potential Jail Based Restoration referrals. This position will initiate the creation of a referral folder for all identified candidates and ensure it is complete. This will include timely collection of all pertinent documentation for the referral folder, accessing various programs such as the Anticipate or Legacy Database, or Google Drive, (e.g., Ancillary Web and Anticipate BEHR), patient records located on the patient unit and archived in the medical records department, jail records from the admissions department, and other sources. This position will also be responsible for tracking and updating existing folders in a timely manner when a referral is under re-review to ensure the most current information is included in the file. Transferring electronic and paper information to and from the program at the request of the Jail Based Restoration Program Assistant, Health Professionals, or Directors is a regular responsibility of this position. In addition, this position will assist the Jail-Based Restoration Program Assistant, Health Professionals, and Directors in collecting, disseminating, and tracking information pertinent to Release of Information (ROI) requests. Lastly, this position will track and maintain information regarding the movement of patients within the jail-based and hospital-purchased programs and transfers to/from CMHHIP or other various locations.

Data Collection:
This position collaborates with the Jail-Based Restoration Program Assistant, Health Professionals, and Directors to determine the best method to organize the Jail-Based Restoration-specific information and documents. This position inputs data specific to the Jail Based Restoration program referrals, admissions, and discharges in a database/spreadsheet. Data collection includes tracking of movement within the department's programs for all patients including movement to/from CMHHIP, to and from court, and to and from their location of origin. This position collaborates with other support staff for Jail Based Restoration to ensure the accuracy of the databases/spreadsheets with new referrals.

Communication Coordination:
This position communicates with staff from various internal and external stakeholders to ensure the smooth coordination of records collection. This position will attend meetings as needed, regarding the jail-based restoration program. This position problem-solves as necessary to achieve goals and meet deadlines for record collection, reporting, and dissemination. This position communicates pertinent information in a timely and accurate manner to other Jail-Based Restoration staff and is the primary manager of the Jail-Based Restoration email account. This position requires timely communication and requires strong interpersonal communication skills to other Jail-Based Restoration staff, outside stakeholders, and other entities. This position interacts with other support staff, front desk staff, vendors, and stakeholders, which requires critical thinking skills and interpersonal communication to answer questions appropriately and to maintain HIPAA standards and the confidentiality of the patients. This position needs to communicate with the Director of Jail Based Restoration in a timely manner on a consistent basis.

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 administrative work equal to three (3) years

Preferred Qualifications:

• 
  Excellent computer skills including fluency in Microsoft Office Suite (e.g. Word, Excel, PowerPoint,), Gmail and Google Applications, and the ability to quickly learn new software
• Strong attention to detail and accuracy
• Excellent time and organizational skills
• Excellent oral and written communication skills
• Ability to work effectively in both independent and team situations
• Ability to prioritize work tasks independently and collaborate with team members

Conditions of Employment:

• A pre-employment criminal background check including CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional
  License verification (licensure requirements), and drug screening (commercial Driver’s license)
• Hybrid Schedule, 2x days in office plus as needed
• 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.