Ref No.: 18-00045
Location: Denver, Colorado
Segment:State and Local
JPAS:NO
Duration 4 Months
MUST HAVE ADVANCED MS EXCEL SKILLS.

  1. III. Primary Job Duties
Document current, permanent, primary job duties. The total of all duties must equal 100%. Document the attributes of current essential functions using the detachable listing on the last page.
  1. A. Training and Transcription Coordination 45%

Brief Duty Description:
Position will assist in planning and coordinating training for OBRA Coordinators, Level I Assessors and Supervisors, Admissions Employees, Social Services Directors, Nursing Facility Administrators, Level II Evaluators, and other stakeholders involved in the PASRR process. (Single Entry Point Agencies, Nursing Facilities, Hospitals, Community Centered Boards), The training will provide education, awareness, and guidance on the Pre – Admission Screening and Resident Review (PASRR) process from the point of pre - admission assessment to the issuance of determination letter. Position will work with PASRR administrator to create training PowerPoint, manual, schedule and curriculum. Position will coordinate with stakeholders and HCPF staff to ensure that training expenses is planned within budget and that all travel requests are submitted on time.
This position in collaboration with the PASRR Operations Team will determine what training is necessary for stakeholders involved in the PASRR process. This position assists in conducting training for agencies involved with the PASRR process, Department staff and other State agencies. This position will work with PASRR administrator to create a budget, determine the content necessary based on trends in compliance issues, PASRR Administrative Assistant III Pre – Admission Screening & Resident Review (PASRR)
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new guidance and operational changes and current developments in national PASRR policy.
This position assists in collecting and documenting training survey data for use in on-going quality assurance activities and in the development of plans for making needed improvements. The position will actively participate in the State PASRR Operations Team efforts toward monitoring statewide strategic planning, problem solving, quality assurance and process improvement for the PASRR program. Position will work with PASRR administrator to implement and communicate policy change and/or development to stakeholders. Position will assist in coordinating Level II evaluation documents and correspondence with multiple providers and clinicians across the state. Position will process Level II notification documentation, maintain email correspondence and manage document storage for PASRR Level II evaluations and will fax determination letters to nursing facilities, Sep and discharging facilities.
Provide specific examples of regular, ongoing decisions made by this position related to this duty.
1. Create training schedules and curriculum in collaboration with internal an external PASRR stakeholders
2. Collect and document satisfaction survey information from trainings and assists in formulating strategies and plans on making needed improvement
3. Transcript all Level 2 evaluations and resident reviews for processing. This position may encounter problems when an accepting facility is not updated. For example, on occasion a Level II may be done when an accepting facility is "TBD.” This position must communicate with the relevant stakeholders before closing out the client.
4. Correspondence via the PASRR email with evaluators, SEP and others as it pertains to PASRR

In performing this duty, provide examples of typical problems or challenges encountered by this position, and the guidance used to resolve the problem.
1. This position encounters differing policies, philosophies, and capabilities of various agencies. This position must be able to maintain ongoing communication with stakeholders on training opportunities and suggestions for improving training presentations.
2. This position may find that the Department is not maximizing the use of training budget for PASRR operations. The position must find ways to maximize the use of the budget allocated for PASRR training.
3. Missing or incorrect fax numbers – We have lists that we try to keep as current as possible but it's inevitable that we miss some. Sending determination letters or information would be much easier if we had a way to keep track of when facilities change their fax number

4. Stakeholders may contact staff via personal phone lines. This position must give out the appropriate contact information to ensure that issues, questions and concerns from
PASRR Administrative Assistant III Pre – Admission Screening & Resident Review (PASRR)
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stakeholders are accessible to all PASRR team members so that when a team member is out others can address issues.

5. This position encounters communication problems with facilities. For example, if a care plan is sent to a facility and no response is received, this position must call to follow up and get the status update on the client.
  1. B. Data Entry and Electronic Filing Management 45%

Brief Duty Description:
Position will be responsible for maintaining accurate, up-to-date and useable information in the PASRR systems including spreadsheets. Position will update and maintain information on PASRR databases and computer systems for effective record keeping. Position organizes files and collects data to be entered into the PASRR database in a timely, accurate manner with attention to detail. Position updates and maintains PASRR Level II evaluation expense reports and PASRR key performance indicators (KPIs) in the database.
This position will review invoices from positions that are responsible for Level II evaluations and enter information from invoices into PASRR database after verifying accuracy of information. Position will base this decision on a thorough understanding of the federal and state regulations concerning PASRR and the contract requirements. For example, the position receives an invoice from a Mental Health Center for a Level II evaluation missing information required per regulation. The position will determine what information is missing and contact the MHC to resend the invoice with the correct information or missing information.
Responsibilities will include: Compiling, verifying accuracy and sorting information according to priorities to prepare source data for computer entry. Position will review data for deficiencies or errors, correct any incompatibilities and if necessary contact stakeholders to verify. Research and obtain further information for incomplete documents. Generate reports, store completed work in designated locations and ensure that system back up is performed. Scan documents and print files, when needed. Respond to requests for information from PASRR administrator or other personnel and comply with Department's data integrity and security policies. Performing data entry in access, excel, and sorts, scans, or files PASRR documents (word and pdf) electronically and in hard copy from email, fax, scan or postage mail.
Provide specific examples of regular, ongoing decisions made by this position related to this duty.
1. Input data into the PASRR system from source documents within time limits
2. Compiling, verifying accuracy and sorting information to prepare source data for computer entry
3. Reviewing data for deficiencies or errors, correcting any incompatibilities and checking output
4. Contact stakeholders to verify information received when necessary to ensure data accuracy and assist stakeholders seeking clarity on the PASRR process with solutions.
PASRR Administrative Assistant III Pre – Admission Screening & Resident Review (PASRR)
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5. Create MS Office documents; will use excel, word and PowerPoint to collect, document, report and share PASRR data

In performing this duty, provide examples of typical problems or challenges encountered by this position, and the guidance used to resolve the problem.
1. This position encounters differing data protection software, IT systems and capabilities of various agencies. This position must ensure that there is a consistent and easily accessible approach for receiving information from stakeholders. Position must be able to analyze suggestions for improving the information sharing systems in place and identify opportunities for reaching effective solutions.

2. This position may notice a reoccurring error in a spreadsheet sent by a stakeholder. The position must ensure that the stakeholder resends the information accurately.

3. This position may encounter new federal requirements that have the potential to impact the way data is collected and reported and must be prepared to develop strategies to mitigate this impact. For example, the conversion from ICD-9 diagnostic coding to ICD-10 coding could have unintended consequences that may lead to increased diagnoses of severe and persistent mental illnesses among nursing home residents across the state. This will result in increased volume of data collected from nursing facilities. This position works with PASRR administrator to propose a solution to management to mitigate such occurrences.
  1. C. Duty: Other Duties as Assigned 10%

Brief Duty Description:
This position completes miscellaneous projects and tasks assigned by PASRR administrator. These projects and tasks will be consistent with the goals and objectives of the Community Options Section and Long Term Services and Supports Division.
Provide specific examples of regular, ongoing decisions made by this position related to this duty.
1. Determine the priority of tasks assigned.
2. Identify sources to obtain information needed to accomplish assigned tasks.
3. Determine the appropriate Department staff and external stakeholders to consult with to obtain information required to accomplish assigned tasks

In performing this duty, provide examples of typical problems or challenges encountered by this position, and the guidance used to resolve the problem.
This position will face competing priorities. Position must balance and adjust the priority of work assignments to meet external and internal deadlines and ensure high-quality service standards. Position will need to consult with PASRR administrator to clarify project priorities and timelines to ensure timely delivery of high-quality projects.