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RECORDS ADMINISTRATOR I - Legal Records Administrator

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RECORDS ADMINISTRATOR I - Legal Records Administrator

Salary

$60,600.00 - $96,960.00 Annually

Location

Pueblo, CO

Job Type

Full Time

Job Number

IIB 03237 5/22/2025

Department

Colorado Department of Human Services

Division

OBH - CMHIP

Opening Date

05/29/2025

Closing Date

6/8/2025 11:59 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

1600 W. 24th St. Pueblo, Co 81003

FLSA Status

Exempt; position is not eligible for overtime compensation.

Department Contact Information

[email protected]

How To Apply

Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.

+ Description

+ Benefits

+ Questions

Department Information

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CDHSCareers

This position is open ONLY

to Colorado State Residents

About the Legal Records Department

The Legal Records Department manages health information for the benefit of the patient and care providers of the Colorado Mental Health Institute at Pueblo (CMHIP). CMHIP is a 516-bed psychiatric hospital with multi-specialty clinics serving the mentally ill and contracted agencies. Legal Records maintains the legal record for each patient. Legal Records manages and enters all admissions, monitors legal correspondence received, tracks hearings for staff and patients for CMHHIP, contracted hospitals and jail based restoration programs and is the liaison between CMHIP, Colorado Courts, and outside medical vendors. The Legal Records Department also processes all medication petitions and tracks and enters all legal status changes and updates. Legal Records staff participates in hospital-wide Policy and Procedure Committee and Centers for Medicare and Medicaid Compliance Committee and collect data. The Legal Records Department is a stand alone Department which oversees three FTE and is managed by the Admissions Director and works closely with the Court Services Department.

Description of Job

About the Position:

This position is responsible for the review and verification of court orders as per Colorado revised statute related to criminal proceedings. This position serves as a liaison for all legal activity and communication with Colorado Courts for CMHIP. Provides consultation and program assistance to the Chief Executive Officer and CMHIP Administration by maintaining oversight of patients admitted under Incompetent to Proceed and Court Ordered Evaluation Commitments. Duties include tracking and review of all court orders received, admitting all patients into BEHR and Legacy Cube. This position serves as a liaison between CMHHIP Clinical Staff and Colorado Courts. Ensures that all Court Orders received are admitted into the Electronic Medical Record and Legal Tracking Database in a timely manner. Completes letters to the Courts requesting dismissal of criminal charges and corresponds with Colorado Courts, medical facilities, law enforcement agencies attorneys and criminal proceeding issues, Defense Attorneys and District Attorneys regarding committed patients at CMHIP. Responsible for discharging patients that have been admitted for Competency, Incompetent to proceed, Mental condition and Sanity examinations conducted by CMHIP on both inpatient and outpatient basis. Responsible for initiating all involuntary medication hearings by drafting all involuntary medication petitions and completing medication memos and gathering necessary documentation and forwarding them to the County Attorneys Offices to be filed in Mental Health Court. Once involuntary medication hearings are scheduled, keeps clinical staff appraised of hearing dates and time. Responsible for maintaining and entering legal status information for patients that are civilly committed. Tracks current legal status and ensures they are correctly entered and corresponding paperwork meets Colorado 27-65 statute criteria for civil certifications. Ensures all current legal court orders are present in the electronic medical record which includes scanning all orders and patient rights documentation into the electronic record. Responsible for drafting and sending the letters. Serves on the Admissions Committee and helps identify how patients need to be prioritized for admission, and reports what patients have been scheduled for discharge. Serves on the Forensic Oversight Committee helping to implement policies regarding the consent decree and Senate bill 19-223. Provides direction to the Administrative Assistants and informs them of proper procedures regarding legal issues and issues related to 27-65. Manages the Colorado Court Data Access system to ensure all licenses are valid and up to date. Manages and tracks various error reports. Completes KRONOS for three FTE. Completes medication memos to alert Unit staff of upcoming court ordered medication expiration dates.

Job Duties:

Admissions and 27-65:

+ Reviews all admission entries completed by Legal Records Staff for pre-admission inpatient and all outpatients to CMHIP and outside restoration agencies to ensure demographic and legal information is correct

+ Ensures that all updated court orders are scanned into the electronic medical record and subsequently routed to the appropriate unit-level staff

+ Reviews court orders to decide what program in the electronic medical record and what legal status the patient needs to be admitted

+ Works with the Court Services Manager with respect to review and corrections before submission of the Court Report to the Special Masters to ensure all admissions are accounted for and correct. Make corrections as necessary

+ Calculates maximum length of stay, per Colorado Revised Statute Sentencing Guidelines and Senate Bill 19-223 Guidelines for Incompetent to precede (ITP) patients and enters into the Legal Status Database

+ Ensures that Mental Health paperwork received by the Treatment Teams comply with Colorado Revised Statute 27-65 criteria

+ Certifications, 27-65, paperwork and affidavits for involuntary medications are sent to legal records by treatment areas, are reviewed to ensure correct dates and Counties are listed on the paperwork

+ Responsible for entering the change of legal status for certifications and criminal legal status changes into the BEHR and Legacy Cube database

+ Requests patient rights forms if not sent along with a change of legal form

+ Shares any court procedural or requirement changes received from the County Attorney’s Offices with physicians and administrative assistants via email

+ Completes involuntary medication petitions upon receipt of any involuntary medication affidavit

+ Compiles involuntary medication packet and emails to the County Attorney’s Office along with a petition for signature from the County Attorney. Communicates with the County Attorney’s Office and Court for scheduling and/or vacating and/or negotiating court dates for all involuntary medication and certifications hearings in order to meet strict statutory timelines, and notifies the physicians to attend

+ Sends out copies of all involuntary medication affidavits to committing courts, defense attorneys and district attorneys

+ Oversees and serves as liaison between CMHIP physicians and County Attorney for any corrections that need to be made on involuntary medication affidavits or civil certifications. Requests change of venue orders from all Colorado Counties to have involuntary medication hearings held at CMHIP

+ Responds to the County Attorney’s Office regarding legal questions pertaining to individual CMHIP patients.

ITP and PITP:

+ Completes daily reviews of court orders received, daily discharge census and reports mailed to the courts

+ Discharges patients in the Electronic Medical Record and Anticipate Database that are admitted for an evaluation from an outpatient program and verifies the report has been mailed

+ Upon notification from the Court Services Department, completes discharges for incompetent to precede patients in the Electronic Medical Record and Anticipate Database

+ Analyzes data from Anticipate Database regarding patients recommended non-restorable in the foreseeable future, enters the information on a tracking list and reports findings at the Executive Committee weekly

+ Drafts and mails letters to Colorado criminal courts notifying them of patients being placed on civil commitments, and requesting that criminal charges be dismissed

+ Drafts and mails letters to the criminal courts, defense attorney, and district attorney regarding patients that have been accepted into placements and requests to have the criminal cases dismissed

+ Notifies and negotiates with County Sheriff Departments to ensure patients are picked up in a timely manner from CMHIP and the RISE Programs

+ Communicates with Law Enforcement Departments to ensure patients do not have other warrants or holds before discharge plans are made

+ Communicates with County Sheriff’s Departments regarding delivery of patient property to CMHIP

+ Works with the Admissions Program Director to coordinate transports by CMHIP Public Safety Department to Colorado Jails and RISE Programs

+ Completes all entries for notifications for patients being transported to and from the RISE Programs

+ Participates in weekly admission meeting selecting what patients from the referral table should be scheduled for admission

+ Type’s minutes for the ITP consult committee

+ Types letters and sends them to the courts for patients requesting dismissal of court orders

+ Completes admissions and discharges in Electronic Medical record for patients at Arapahoe, Boulder and Peak View RISE Program

+ Arranges discharges from the RISE Programs back to the jail

+ Serves as a liaison between CMHIP and the Outpatient Restoration Program, communicating with OREST administration about patients with new orders and patients that have had charges dismissed by the courts

Restraining Orders and Furloughs:

+ Responsible for furloughs (funeral or emergency) for all committed patients

+ Responsible for typing proposed order and contacting court to request the furlough

+ CMHIP Policy states that restraining orders are to be looked up upon every inpatient admission. The restraining orders are scanned into the electronic medical record. Victim information is not scanned into the electronic medical record, but sent to the Treatment Teams via email. Restraining orders are looked up upon admission for patients being admitted to the RISE Program

+ Treatment Teams review restraining orders monthly and the Social Work Department sends requests to check the restraining orders for any updates.

Other Duties as Assigned:

+ Other duties as assigned

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications:

Experience Only:

Seven (7) yearsof 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 toseven (7) years

Conditions of Employment

Other – Explain:

+ Shall not initiate or engage in sexual, social, personal or financial relationships with patients either during or any time after hospitalization, even if the patient requests or initiates such a relationship. All relationships with current or former patients must be disclosed on your application

+ Successfully pass all modules of the CMHIP New Employee Orientation core curriculum to include English reading comprehension, relevant competency assessments and written/practical exams in Defensive Tactics

+ Possess the physical ability to successfully complete hospital required physical intervention training and CPR

+ Lift arms above head and kick as high as own waist

+ Stabilize another person to accomplish a controlled take down

+ Withstand impact on own body using an ASP shield

+ Rotate body 90 degrees with feet planted for using a defensive tactic

+ Kneel on one or both knees and stand up again with multiple repetitions

+ Must be able to see and hear in order to observe, address and respond to potential breaches in safety

+ Seize, hold, control or subdue violent or assaultive persons and defend oneself or others to prevent injury

+ Demonstrate body agility, strength of all four limbs and the ability to walk and climb stairs consistently

+ Work in situations involving assaultive behavior, physical control of another person and/or restraint situations

+ Ability to read and comprehend the English language; effectively and fluently communicates in English, both verbally and in writing

+ Work in an environment with fluctuating noise and temperature (hot and cold) which may include working outdoors in inclement weather and/or concrete floor/wall work settings

+ Willing and able to travel

+ 2-step TB (tuberculosis) screening is required of all new employees upon hire

+ Annual influenza vaccination.

.APPEAL RIGHTS:

+ If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

+ An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email ([email protected]), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.

+ For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

Supplemental Information

How to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply)

The Assessment Process

For additional recruiting questions, please contact randy.mcgee @state.co.us

About Us:

If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (https://www.colorado.gov/cdhs) (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:

+ Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan www.copera.org plus 401(k) and 457 plans

+ Medical and dental health plans

+ Employer supplemented Health Savings Account

+ Paid life insurance

+ Short- and long-term disability coverage

+ 11 paid holidays per year plus vacation and sick leave

+ BenefitHub state employee discount program

+ Employee Wellness program MotivateMe

+ Excellent work-life programs, such as flexible schedules, training and more

+ Remote work arrangements for eligible positions

*Some positions may qualify for the Public Service Loan Forgiveness Program. For more

information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs .

Our Values:

We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans .

Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.

We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.

Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.

We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.

Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.

ADAA Accommodations: CDHS is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAA Coordinator, Nancy Schmelzer, at [email protected] or call 1-800-929-0791.

Toll Free Applicant Technical Support (https://cdhs.colorado.gov/information-for-job-applicants#technical-support)

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits

Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.

01

Describe your experience with Legal Records, include where you obtained this experience, how many years, and your depth of knowledge.

02

Do you have supervisory experience? If yes, explain: how many people you have supervised, what the positions were, where at, and how long.

03

Please describe how HIPAA applies to a Legal Records employee working in the file room?

04

How would you handle a situation in which you receive a phone call from a disgruntled or upset family member who demands to speak with a patient?

05

If you are a current or former State of Colorado employee, please list your employee number (starts with 997...). Failure to provide this requested information may render your application incomplete, and you may no longer be considered for the position.

06

Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application. In the space below, please provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position.

07

Your legal name is used in the hiring process for background checks. Did you use your full legal name in your application? If not, please update your information before submitting your application

+ Yes

+ No

08

(Multiple Choice) The bottom of this job announcement provides links to additional information on how to apply, the assessment process, toll free applicant technical support, and about how the State of Colorado is an equal opportunity employer. Please acknowledge below that you have read the information provided in these links.

+ This information is available to me and I have read this information.

+ I am unable to access the links with this information on the job posting. (If you select this option, please contact the recruiter, whose information is listed on this announcement, so that they can send this information directly to you.)

09

If you are a former or current state employee, please identify what state agency you work(ed) with and how many years of relevant state service you have related to the position you are applying for. (Ensure this is listed on your application under work experience).

Required Question

Employer

State of Colorado

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Website

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