Administrative Assistant III Tuberculosis Program

The Division of Disease Control and Public Health Response (DCPHR) is the departments lead surveillance planning and response arm for public events including communicable disease outbreaks and epidemics pandemics bioterrorism and other public health and mass casualty events and disasters. The division includes the Office of Emergency Preparedness and Response; State Public Health Laboratory; Health Equity Branch Communicable Disease Branch; Immunization Branch; Public Health Informatics Reporting Technology Branch; Refugee Branch; and Operations Branch. The Division exists to ensure that the Department has the ability to effectively prepare for monitor detect diagnose investigate and nimbly respond to all types of conditions events and disasters that impact the publics health.

The Unit:The Colorado Department of Public Health and Environment Tuberculosis (TB) Program has statewide responsibility for the control of TB. CDPHE contracts with local public health agencies throughout the state to provide TB treatment and control activities according to current standards of medical and public health practice Colorado statutes (C.R.S.through) and rules and regulations pertaining to TB prevention treatment and control. CDPHEs TB Program staff members provide consultation training and education. The staff conducts case management of active TB cases in outlying counties TB surveillance (data collection data entry and data analysis) and assists with outreach activities and outbreak addition CDPHEs TB Program provides medications used for the treatment of latent and active TB chest x-ray interpretations reimbursement for approved laboratory tests and other medical interventions and medical isolation assistance

About the Position:This position exists to provide program support for the TB Program. The position is responsible for creating and maintaining patient charts and ensuring the accuracy of new and existing patient information. This position is also responsible for processing drug orders ensuring that the prescription has been written to adequately cover the amount of medicine ordered. This position is responsible for disseminating treatment recommendations in a timely fashion and setting database ticklers as appropriate. The position is responsible for tracking Class B TB patients and maintaining the associated database. The position performs clerical tasks and performs routine data entry specific to the TB Program.

• Maintains system for compiling disseminating and tracking Class B notifications.
• Receives and enter Class B TB information into the EpiTrax database.
• Distributes these forms to the appropriate local public health agency.
• Educates new public health agencies on Class B TB process.
• Sets queries and ensure follow-up by local public health of Class B TBs in a timely manner.
• Query the Class B database monthly to determine which follow-up forms are overdue.
• Requests overdue forms from the appropriate local public health agency.
• Reviews new cases and incoming data (from private providers local health agencies hospitals laboratories) for completeness and accuracy.
• Updates patient records (electronic and/or hard copy) with demographic diagnostic treatment follow-up data and case reporting information.
• Files notes medication orders and lab reports as needed into appropriate patient charts.
• Performs day-to-day quality assurance by examining records for completeness consistency and accuracy.
• Inputs data from TB18s labs imaging reports H&Ps etc.
• Opens and closes patient charts based upon treatment recommendations and program guidelines.
• Identifies and resolves discrepancies omissions and errors by contacting appropriate individuals or by obtaining appropriate documents.
• Determines and sets database alerts and monitors alerts/tracking system for disposition of cases of TB infection.
• Prepares patient records for archiving organizes archived records and retrieves archived records from storage or secure server as needed.
• Uses knowledge of TB and knowledge of work processes to get practical solutions to resolve specific technical program issues and problems as they arise.
• Receives and sends out Interjursidictional Notices (IJNs) into and out of the state. Ensures data entry into the TB database in EpiTrax and timely record keeping for future follow-up.
• Extracts electronic overseas records from Electronic Disease Notification (EDN) system and uploads to referral system for clinic access.
• Inputs demographic information and vaccine records into Colorado Immunization Information System.

• Provides assistance to local health agencies private providers and other customers accessing TB Program services.
• Performs clerical tasks as needed including the filing/maintaining of our hard copy prescriptions and disc/imaging storage.
• Develops new processes and procedures to improve TB Program workflow and efficiency.
• Monitors incoming faxes and team emails and distributes as appropriate.
• Determines need and orders monthly office supplies for TB Program.
• Prepares and tracks X-rays sent to the TB Program at Denver Health for medical consultation.
• Returns X-ray films to appropriate facility in a timely fashion.
• Assists TB Nurse Consultant in case management activities

• Receives drug orders/prescriptions from local health care providers and private physicians via EpiTrax or fax. Uses information in patient record to determine if drug order is appropriate and correct. Alerts nurse consultant of any problems with order or prescription.
• Ensures pharmacy has original prescriptions on file.
• Contacts local public health agencies to explain recommendations for modification and resolves any discrepancies.
• Ensures all medication orders are processed and entered into EpiTrax in a timely and accurate fashion.
• Ensures each new medication order has a treatment plan otherwise reaches out local public health for treatment start dates.
• Determines and sets reminder in EpiTrax for the end of treatment date.
• As EpiTrax alerts arise reaches out to local public health agencies for treatment end dates.
• Finds extemporaneous solutions to various TB med ordering and delivery issues that are often complex and time-sensitive

An applicant may meet the minimum qualifications for this job in one of two ways: They may qualify through their work experience alone or through a combination of education and work experience.

Experience Only:

Three (3) years of work experience as a administrative assistant office manager or in a closely-related field.

A combination of related education in public health social service public administration or closely-related field and/or years of work experience as a administrative assistant office manager or closely-related field that equal to three (3) years.

• A pre-employment background check
• Be expected to work and/or remain at their worksite in delayed start early release or closure situations.
• Be available in the event of an emergency (e.g. bio-terrorist attack chemical attack disease outbreak or all hazards) and be required to report to work immediately at the regular or alternate location. During this time travel restrictions may be in place.
• Be available in the event of the activation of the Continuity of Operations Plan (COOP) and be required to report to work immediately at the regular or alternate location. During this time travel restrictions may be in place.

• Relevant state of Colorado experience
• Experience using EpiTrax database
• Experience working with individuals with Tuberculosis
• Experience working with vaccine records or immunization information systems
• Experience working with medical records/charts
• Proficiency using Google products including Gmail Calendar Drive and related tools
• Experience maintaining office supplies and purchasing

As an applicant directly affected by the results of the selection or comparative analysis process you may file a written appeal with the State Personnel Director.

Review of the completed signed and submitted appeal will be timely on the basis of written material submitted by you using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email atwithin ten (10) calendar days from your receipt of notice or acknowledgement of the Departments action.

For further information on the Board Rules you can refer to 4 Colorado Code of Regulations (CCR) 801-1 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes at Information

A complete application packet must include:

1. A complete application that documents your work history giving details of your qualifications including how your experience aligns with the minimum and preferred qualifications when listing your work history.
2. A copy of your transcripts if you are using education to meet the minimum qualifications. (unofficial copy acceptable)
3. If you are a veteran attach a copy of your DD214 to your application

E-Verify: CDPHE uses e-Verify an Internet-based system to confirm the eligibility of all newly hired employees to work in the United States. Learn more aboutE-Verify including your rights and responsibilities.

ADAAA Accommodations:
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. The Colorado Department of Public Health and Environment 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 ourADAAA Coordinator Dan McKenna at or call option 5.