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

cu; Aurora; On-site; PHP 2,350,000 - 3,291,000; Full time

Job summary

University of Colorado Anschutz is seeking an Administrative Assistant II, Patient Intake and Scheduling Assistant to support front-desk operations in the School of Dental Medicine. The role handles triage calls, patient registration, scheduling, payments, and records management within the EHR system, ensuring HIPAA and FERPA compliance.

You will work with students, faculty, and staff to explain clinic processes, coordinate appointments, and maintain confidential patient information while

Qualifications

• Two years of general clerical experience, including one year in a medical/dental environment.
• Ability to handle confidential information with discretion.
• Strong organizational and multitasking skills.
• Proficiency with office software and data entry.

Responsibilities

• Greet and assist patients, staff, and visitors; triage inquiries and direct to resources.
• Schedule and confirm patient appointments for student providers in the EHR.
• Register new patients and update demographic and financial information.
• Explain procedures, scheduling expectations, and financial responsibilities.
• Resolve routine scheduling, billing, and records issues per guidelines.
• Process patient payments and coordinate with faculty and clinic staff.

Skills

General clerical

Medical/dental environment

Bilingual English/Spanish

Tools

Electronic Health Record (EHR)

Job description

University of Colorado Anschutz

Department: School of Dental Medicine

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

Position: # 00821022 – Requisition: #40385

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 haveAMAZINGbenefits and offerexceptional 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

Total Compensation Calculator: http://www.cu.edu/node/153125

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 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.

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 [e-mail].

Background Check Statement

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, and students. 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.

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.

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

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.

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.