RECORDS ADMINISTRATOR I - Legal Records Administrator

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/: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

How To Apply

Please submit an online application for this position at 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
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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 . click apply for full job details