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Colorado State University Health Services Coordinator in Fort Collins, Colorado

Working Title Health Services Coordinator

Position Location Fort Collins, CO 80523

Classification Title Admin Assistant II

Posting Number 202000144P

Position Type State Classified

Open Date 09/14/2020

Close Date 09/28/2020

Salary $2,896 Monthly + Full Benefits

Full/Part Time Full-time

State Classified Hourly No

Overtime Eligible

Description of Work Unit

Colorado State University Colorado State University is a public research university founded in 1870 and located in Fort Collins, in the U.S. state of Colorado. The university is the state’s land-grant university, and the flagship university of the Colorado State University System. As a land-grant institution, it is in the DNA of Colorado State University to promote education to anyone with the motivation and ability to earn a degree.

Our State is Colorado, but our Colorado State University Rams are built on a global scale. We unite in Fort Collins, where our diverse backgrounds, cultures, and experiences strengthen our community. Fort Collins is a community that blends education and industry, hard work and recreation, tradition and progress. True to our land-grand beginnings, we’re focused on practical solutions for today and tomorrow.

Colorado State University employs over 7,000 full and part-time faculty, exempt and non-exempt professionals, and classified staff. The current enrollment is approximately 33,058 students, including resident and non-resident instruction students. The University has approximately 2,000 faculty in eight colleges and 55 academic departments. Colorado State University, also known as CSU, offers more than 150 degrees in eight colleges. Bachelor’s degrees are offered in 65 fields of study, with master’s degrees in 55 fields. Colorado State confers doctoral degrees in 40 fields of study, in addition to a professional degree in veterinary medicine.

CSU Health Network The CSU Health Network at Colorado State University provides a full range of cost effective mental health and primary care medical services on campus, referral for community specialty care, and comprehensive health education and prevention services programming. Services such as physical therapy, dentistry, and optometry are available. The CSU Health Network is active in creating a healthy campus environment to support learning and success. For more information about the CSU Health Network at Colorado State University, see

Patient Access & Registration The Patient Access & Registration Department at the CSU Health Network provides a crucial link between the students and clinical staff of the Health Network. Essential duties include providing excellent customer service, referring patients and visitors to the appropriate departments, scheduling appointments for patients according to established policies and procedures, entering and verifying insurance and working collaboratively with all health network staff. The Patient Access & Registration staff strive to foster an environment which promotes patient comfort and trust and always exemplify the core values and missions of the organization. The Patient Access & Registration Department is open between the hours of 7:30am-5:15pm, Monday-Friday, providing attractive work schedules for staff.

Position Summary

The Health Services Coordinator supports the students and staff of the CSU Health Network by providing administrative support, customer service and facilitating the flow of students through our medical clinics. The Health Services Coordinator maintains a high level of professionalism and confidentiality as the first point of contact for students entering the medical services floor. This position works closely with providers, support staff and other team members to provide a caring, safe and inviting environment for students to care for their body and mind. This position reports to the Patient Access and Registration Manager.

The Health Services Coordinator is a full time, 12 month position, who is scheduled 40 hours per week during the entire year.

CSU offers full benefits which include Medical, Dental, Vision, Life Insurance, Flexible Spending Accounts, retirement programs and more. The University’s Commitment to Campus benefits program offers a wide range of programs, discounts and special benefits available to eligible faculty and staff. For more detailed information about CSU benefits, visit and

Minimum Qualifications

  • Two years(24 months full time) of medical office experience, which must have included the use of electronic health records. The required two years of medical office experience could be any or a combination of reception, billing, or records.


No substitutions.

Preferred Qualifications

The ideal candidate will possess many of the following preferred qualifications identified as critical to success in this position:

  • Experience working with a diverse student/patient population in a university setting

  • Experience including university eligibility requirements (fees, immunizations and travel)

  • Experience working in PyraMED, CSU Health Networks Electronic Health Record system

  • Experience performing the duties of scheduling, insurance input, posting medical charges and answering billing questions

  • Ability to communicate benefits and questions to students regarding CSU’s Student Health Insurance and the waiver processes done at every term

  • Excellent interpersonal and customer service skills

  • Excellent listening, verbal and written communication skills

  • Ability to work as a team member

  • Ability to analyze policies, programs, and initiatives to make recommendations for quality improvement

Essential Job Duties

Job Duty Category Patient Appointments


  • Determines appointment type based on medical symptoms described by the patient and schedules appointments in appropriate clinic

  • Uses tagging/tracking system in EMR to help track students through the clinic and communicate their location to other departments

  • Manages walk-in traffic to determine what clinic or resource the patient needs to be directed to

  • Facilitates the smooth flow of patient movements through the acute care, primary care and women and gender care pods

  • Notifies call nurse in appropriate pod of emergent situations

  • Monitors the wait room to ensure patient’s do not need assistance with wheelchairs, ice or other emergencies

  • Follows federal regulations and HIPAA guidelines when releasing or discussing patient information, especially as it relates to releasing medical and billing information to patients or third parties

  • Provides help desk services to patients, and staff to include directions, answer questions and provide general assistance

Percentage Of Time 30%

Job Duty Category Patient Check-in


  • Completes patient check-in through the EMR system and determines if all necessary forms have been completed, for example, the health history, office policies, financial agreements and HIPAA privacy forms. If not, either loads forms onto the patient portal or provides paper copies

  • Verifies the student’s eligibility through the University Databases and identify related fees prior to checking them in. Notifies student of any need to pay additional fees or provide other community resources if student is unable to use the CSU Health Network

  • Gathers, identifies and inputs billing and health insurance information accurately to ensure successful and timely billing of insurance claims

  • Verifies the health insurance is active and the patient has the appropriate student eligibility to utilize our facility

  • Determines whether or not an insurance is in or out-of-network and communicates expected coverage to student

  • Determines if other insurance needs to be billed in the case of a motor vehicle accident, athletic referral, worker’s compensation, work related physicals, etc

  • Utilizes insurance portals and Availity (insurance clearinghouse) to verify insurance plans if EMR is down

  • Maintains a working knowledge of all insurance providers and their contracted status at the CSU Health Network

  • Provides guidance for walk-in patients and checks them into the Acute Care clinic

  • Ensures all paperwork is completed for each appointment type to satisfy legal and organizational needs

  • Assists students that are required to have physicals in providing information, filing out release forms and scheduling appointments to meet all pre-appointment requirements

Percentage Of Time 45%

Job Duty Category Other Duties


  • Prior to releasing information, determines if a release is on file or if one is needed

  • Assists in inputting health history forms that have not been done electronically

  • Collects payment for self-pay patients

  • Balances cash drawer, rectifies reports, prints and submits appropriate reports to accounting

  • Supports new staff by training on the EHR and essential functions

  • Participates in quality improvement initiatives to enhance the quality of relevant processes and programs

  • Other administrative support duties as requested

Percentage Of Time 20%

Job Duty Category Referrals and Navigation of Care


  • Cross-trains to provide back-up for referrals coordinator and insurance navigator, which includes:

  • Schedules, problem solves, communicates, and coordinates referral appointments with outside specialists

  • Coordinates with staff to track the status of all provider reports on patients referred to hospitals, outside clinics and Specialty Providers and follows up for reports/records not received on referred patients

  • Ensures that all referral forms are sent to health records in a timely manner, after assigned actions are completed

  • Responds to In-house provider questions, requests and concerns regarding the status of patient referrals, care coordination or follow-up status

  • Provides transportation consultation, coordination and support to clinic patients referred to specified health care facilities

  • Assists patients in calling their insurance to get a very clear idea of what their patient responsibility will be for codes provided by medical providers; utilizes the Cost Estimate Form to document quotes given

  • Provides an up-to-date list of providers in the community that are currently accepting new patients

  • Completes Prior Authorizations for procedures, medications and behavioral health

  • Assists in transitioning graduating students to the community

  • Helps patients understand general insurance concepts

  • Possesses thorough understanding of Kaiser and Tricare for referrals and cost estimates

  • Reviews EOBs and answer billing and bursar questions

  • Ensures prior authorizations are completed in a timely manner

  • Answers, responds and documents phone calls, requests and questions from patients in a timely manner; calls must be accurately managed or redirected as appropriate

  • Routinely provides patients with other clinic and community based resource materials as appropriate

  • Verifies insurance information for referral purposes and processes insurance information for referral patients

Percentage Of Time 5%

Special Instructions to Applicants


  • Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources must be able to evaluate your experience based on this information.

  • Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience. Please note: Part-time experience will be calculated to determine the full-time equivalent.

  • The Work Experience is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.


  • If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.

  • An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.

  • An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.

  • Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.


  • When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening.

  • Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.

**Please see the Required Documents section of the posting.


  • Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

  • The selection process for State Classified positions may include an exam(s) and interview(s) which require candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.

  • All status updates for this position will be sent via email from, OR the Employment Consultant facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.

  • Pertinent updates to your Application status can be obtained by logging into your application account at

Equity, Diversity, and Inclusion at Colorado State University The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. Colorado State University 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 a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at or call (970) 491- MyHR(6947).


  • Please check the Help link online at for assistance on your application or for answers to Frequently Asked Questions.

  • All other inquiries should be directed to the Colorado State University Human Resources Office (970) 491- MyHR(6947).

Conditions of Employment Pre-employment Criminal Background Check (required for new hires), Special Requirements/Other - For the protection of patients and staff, the CSU Health Network follows CDC guidelines for employee health. Vaccinations must be up-to-date according to CSU Health Network Employee Health policy, or you must be willing to become current with requirements

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

Employment and Appeal Rights

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at

A standard appeal form is available at: If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  • * Are you willing and able to submit to a pre-employment background check that may include, but is not limited to, criminal history, national sex offender search and motor vehicle history as a condition of hire?

  • Yes

  • No

  • * Please review the Description of Work Unit and Position Summary. Who do you envision the customers would be in this role? What sort of diversity might you encounter and what skills or experience do you have that has prepared you for working with the diverse customer group in this position?

(Open Ended Question)

  • * Please give an specific example of a time when you pushed a client/customer request to the top of your list of priorities. Please describe why you felt this course of action was necessary and the best way to handle the client's/customer's need. What was the final outcome?

(Open Ended Question)

Applicant Documents

Required Documents

  • Cover Letter

  • Resume

  • List of Professional References

Optional Documents

  • Veteran DD214 Form (Member-4) (For State Classified searches ONLY)