Administrative Assistant II - 2808

University of Colorado | CU Anschutz Medical Campus

Patient Intake/Scheduling Assistant (1.0 FTE)

Job Family: Administrative Assistant II - 2808

Position Number: 00766053 – Requisition #40331

Job Summary:

The clinical units at the School of Dental Medicine provide thorough and comprehensive dental care at significantly discounted rates. As a teaching facility, care is provided by dental students and residents under the supervision of highly skilled faculty who oversee all aspects of treatment.

The position exists to manage and operate the Information/Reception areas of the dental  clinics.  Triage and direct phone in/walk-in inquiries and facilitate efficient and professional patient, student, faculty interaction.  Greet and register new patients in electronic health record system.  Schedule appointments for students through electronic health record system. Screen new patients by having discussion of student providers and faculty supervision, time commitment, and financial responsibilities.  Schedule appointments, confirm information, and accept payments.

Front Desk Reception/Phones/Virtual Communication – 50% (Essential Function)

• Greet and assist virtual, phone and walk-in customers.

• Schedule and prioritize appointments through the electronic health record (EHR) system for student providers and clinic patients.

• Page students, staff and faculty and take messages as necessary

• Provide exceptional customer service to the 250+ patients seen daily.

• Answer all incoming calls and disseminate appropriately to the correct person or department.

• Handle patient inquiries and provide information regarding dental school policies.

• Interpret clinic procedures and patient access guidelines to respond to non-routine phone, virtual, and walk-in inquiries.

• Determine appropriate referrals or escalation steps for patient concerns involving scheduling, clinic policies, financial questions, or student/faculty follow-up.

Patient Check-In/Check-Out, Scheduling/Payment– 50% (Essential Function)

• Greet patients and monitor patient check-in and check-out.

• Schedule appointments through the electronic health record (EHR) system for student providers and clinic patients.

• Maintain and retrieve confidential patient records including updating patient information and signatures.

• Understand school financial policies.

• Register new patients in electronic health records. 

• Work with faculty, students, coordinators and other staff in solving scheduling and/or billing issues.

• Verify financial information and notify patients if payment is due.

• Accept payments from patients for planned, in process, or completed treatment.

• Facilitates efficient, professional, and confidential patient/student/faculty interaction.

• Facilitate the release of dental records for requesting patients, legal and/or private dental practices.

• Review patient registration, scheduling, payment, and record information for discrepancies and resolve issues using established clinic, EHR, and financial procedures.

• Apply scheduling, payment, and records-release guidelines to determine appropriate next steps when patient requests or documentation are incomplete, unclear, or require additional review.

Other Duties – (Non-essential Function)

• On occasion, this position may be assigned other duties needed to help drive to the vision, fulfill the mission, and uphold the organizational values of CU Denver/Anschutz and the SDM.

Work Location:

Onsite – this role is expected to work onsite and is located in City, State.

Position may be assigned weekend and/or evening shifts

Position may be assigned a 4/10 work week schedule

Why Join Us:

The University of Colorado offers a comprehensive benefits package that includes health insurance, life insurance, retirement plans, tuition benefits, ECO pass, paid time off – vacation, sick, and holidays and more. To see what benefits are available, please visit: https://www.cu.edu/employee-services/benefits-wellness.

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation and sick leave! The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options

• Dental: Multiple plan options

• Additional Insurance: Disability, Life, Vision

• Retirement 401(a) Plan: Employer contributes 10% of your gross pay

• Paid Time Off: Accruals over the year

• Vacation Days: 22/year (maximum accrual 352 hours)

• Sick Days: 15/year (unlimited maximum accrual)

• Holiday Days: 15/year

• Tuition Benefit: Employees have access to this benefit on all CU campuses

• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

Qualifications:

Minimum Requirements

• Two years of general clerical experience, which includes one year of experience working in a medical/dental environment.

  • College or university course work, appropriate to the work assignment, may substitute for the experience on a year-for-year basis but not for the one year of experience working in a medical/dental environment.

Preferred Qualifications

• Experience working with faculty, staff, and students in a higher education environment

• Experience working in a dental or medical office environment

• Bilingual in English and Spanish

Competencies

• Knowledge of administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records,  designing forms, and other office procedures and terminology

• Knowledge of principles and processes for providing customer and personal services.

• Knowledge of electronic health record system.

• Knowledge of teleconferencing software (i.e. Zoom).

• Ability to efficiently organize, multi-task, and prioritize duties and tasks.

• Ability to work in a fast-paced, high volume environment.

• Excellent verbal and written communications skills.

• Excellent interpersonal skills

• Proficient computer skills.

• Ability to interpret and follow complex rules, regulations, policies, procedures, and guidelines.

• Ability to handle sensitive matters that require discretion and confidentiality.

Communications:

• Interaction with students, faculty or staff on a daily basis to meet the demands of clinical and educational operations. Strong communication skills and problem solving skills for dealing with a variety of personalities and various levels of stress at times.

How to Apply:

For full consideration, please submit the following document(s):

1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position

2. Curriculum vitae / Resume

3. Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to: Oscar De Moya -  oscar.demoya@cuanschutz.edu

Screening of Applications Begins:

Immediately and continue until two weeks from posting date.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as $40,248-$48,300

The above salary range (or hiring range) represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator

Equal Employment Opportunity Statement:

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu​

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program.