Administrative Assistant II, Patient Intake and Scheduling Assistant (State Classified Title)

Job Summary:

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

The Patient Intake and Scheduling Assistant serve as key front-line contact for patients, students, faculty, staff, and visitors in the dental clinic reception and information areas. This role supports daily clinic operations by triaging phone, virtual, and walk-in inquiries; directing patients to the appropriate clinic resource; registering new patients in the electronic health record system; scheduling and confirming appointments for student providers; and supporting patient check-in and check-out. The position also helps patients understand the dental school's teaching clinic model, including student provider involvement, faculty supervision, appointment expectations, time commitments, and financial responsibilities. In addition, this role accepts payments, updates patient information, identifies scheduling or billing issues for follow-up, and maintains confidential communication in accordance with clinic procedures, HIPAA, FERPA, and records-release guidelines.

Key Responsibilities:

• Serve as a front-line point of contact for patients, students, faculty, staff, and visitors by responding to phone, virtual, and walk-in inquiries and directing individuals to the appropriate clinic resource.
• Schedule, prioritize, and confirm patient appointments for student providers using the electronic health record system.
• Support patient check-in and check-out, including registering new patients, updating demographic and financial information, and maintaining accurate and confidential patient records.
• Explain clinic procedures, scheduling expectations, financial responsibilities, and the dental school's teaching clinic model to patients.
• Review and resolve routine scheduling, billing, payment, registration, and records-related issues using established clinic, EHR, financial, HIPAA, FERPA, and records-release guidelines.
• Accept patient payments, facilitate requests for dental records, and coordinate with faculty, students, clinic coordinators, and staff to address patient concerns and support efficient clinic operations.

Work Location:

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

Why Join Us:

The School of Dental Medicine offers a unique opportunity to work in a mission-driven clinical and educational environment where patient care and student learning come together every day. As part of the CU Dental Team Care Clinic, this position helps support access to comprehensive dental care for the community while contributing to the training of future dental professionals.

This role is ideal for someone who enjoys a fast-paced, people-centered environment and takes pride in helping patients feel welcomed, informed, and supported. The position works closely with patients, students, faculty, and clinic staff, making it an important part of the daily clinic experience and overall success of the School of Dental Medicine's patient care operations.

Benefits statement to include in all benefits-eligible positions:

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 Plans: State pension (PERA Defined Benefit) or 401(a) - Employer contributes between 10% and 21.5% of your gross pay

Paid Time Off: Accruals over the year

Vacation Days: Between 12/year and 24/year (maximum accrual between 192 hours and 384 hours) - specific amount depends on length of total State of Colorado service

Sick Days: 10/year (360 hour 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:

Please make sure to include the following in your resume: job title, duties, months and years employed, and average hours worked per week as minimum experience is calculated on a 40 hour/week basis.

Minimum Qualifications:

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.

Colorado law requires that candidates for state government jobs be residents of Colorado at the time of application.

Applicants must meet minimum qualifications at the time of hire.

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

Conditions of Employment:

Applicants must be legally authorized to work in the United States without requiring sponsorship. We are unable to provide work visa sponsorship or employment authorization for this position now or in the future.

The specific terms and conditions under which an individual must adhere to or be subject to during their employment. This includes physical demands, environmental conditions, potential hazards, work hours/schedule, residency requirements, necessary travel, required licensure(s), and pre-employment background, drug and licensure checks.

Knowledge, Skills, and Abilities:

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.

How to Apply:

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

Application Materials Instructions:

APPLICATION DEADLINE: This announcement is open until 2 weeks from posting.

To apply, please submit the following materials to this posting:

A cover letter and resume that specifically addresses the job requirements and outlines your qualifications.

Special Instructions to Applicants

Classified Staff positions have specific application requirements:

Submit all required documents indicated in this posting and include a current email address and phone number.

Please address minimum qualifications, competencies and preferred qualifications in your cover letter, as these along with previous work experience will be used in the assessment process.

Click here to view Veteran and other General Information regarding Classified Staff positions: https://www.cu.edu/cu-careers/special-instructions-classified-staff-applicants

For those who meet minimum qualifications, the comparative analysis process will include one or all of the following:

Preferred Qualifications Application Review based on the preferred qualifications listed in the posting.

Candidates will be evaluated and rated against the preferred qualifications based on information submitted within their application materials. Note: Candidates are not physically present for this portion of the comparative analysis.

Interviews based on the job requirements, preferred qualifications and competencies listed in the posting.

Candidates will be evaluated, scored and ranked based on oral responses

Interviews may be over the phone, videoconference or in-person

You will be notified via email if the comparative analysis process changes or includes additional assessment tools other than those listed above.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as

$ 3,354-$4,697 monthly. This position is eligible for overtime compensation.

The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

If you have prior state-classified service in the same class series as this position, your pay may be set at a higher amount per the state Step Pay Program implemented on July 1, 2024. For more information about the Step Pay Program, please visit the 2024 Step Pay Program for State of Colorado Employees | DHR.

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: http://www.cu.edu/node/153125

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.