What are the responsibilities and job description for the Data and Records Coordinator position at Texas Department of State Health Services?
Date: Apr 1, 2025
Location:
TYLER, TX
DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.
Employee Benefits
DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.
Review our Top 10 Tips for Success when Applying to State of Texas Jobs.
Functional Title: Data and Records Coordinator
Job Title: Publ Hlth and Prevent Spcl III
Agency: Dept of State Health Services
Department: Region 4/5
Posting Number: 4483
Closing Date: 05/01/2025
Posting Audience: Internal and External
Occupational Category: Community and Social Services
Salary Group: TEXAS-B-18
Salary Range: $3,793.41 - $4,857.33
Shift: Day
Additional Shift
Telework:
Travel: Up to 40%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: TYLER
Job Location Address: 2521 W FRONT ST
Other Locations:
MOS Codes
230X,43EX,43HX,4B0X1,4E0X1,60C,68S,68Z,HM,HS,MED,NAP11,SEI12
Brief Job Description
Under the supervision of the Regional Manager of Specialized Health/Social Services, performs highly complex (senior-level) public health work. Work involves coordinating, planning, and monitoring public health education program activities and providing assistance to program staff, governmental agencies, and community organizations. Participates as a member of the comprehensive social work program (Children with Special Health Care Needs Services Program (CSHCN-SP), Texas Health Steps, Newborn Screening (NBS), Newborn Hearing Screening (NBHS), Birth Defects Epidemiology and Surveillance (BDES), Childhood Lead Poisoning Prevention Program (CLPPP), Personal Care Services and Private Duty Nursing (PCS/PDN), Children’s Health Insurance Program (CHIP). Acts as administrative assistant for the Personal Care Services program (PCS) and Community First Choice (CFC) program and Texas Health Steps (THSteps) program. Renders decisions on Children with Special Health Care Needs (CSHCN) Program eligibility for clients in HSR 4/5N. Provides complex reviews of CSHCN applications, including reviews of financial and medical information to determine applicability of CSHCN Program rules. Interprets and complies with CSHCN rules, regulations, policies and procedures relating to CSHCN eligibility. Follows established procedures for CSHCN automated "IBIS" system eligibility processing. Integrates program policies with standard operating procedures. Performs research using designated applications and other resources, including but not limited to professional journals. Provides consultation, presentations, training, and outreach to service providers/contractors for programs such as CSHCN-SP, Newborn Screening (NBS), and Personal Care Services. Participates as a team member to provide technical assistance to providers/contractors/potential providers on case management issues. Provides complex administrative support services and maintains records and reports to assist program management. Prepares reports with program data (gathered from Qualtrics and CMIS) to share with public health partners. Assists with program needs such as customer service, eligibility functions, health fairs, program surveys, and preparation for presentations. Effectively communicates program services and/or changes to consumers. Assists social work staff in translation/interpretation for Spanish speaking clients. Employee actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Maintains confidentiality. Attends to other assignments as directed by Regional Manager of Specialized Health/Social Services or designee. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.
Essential Job Functions
(25%) Case Management Assistance- Works with staff to obtain information regarding programs, resources, and assistance available for clients throughout the region. Assists Social Workers with information and referral services and provides technical assistance and problem resolution to clients who need help with application processes. Provides translation services (Spanish) as needed.
(25%) Children with Special Healthcare Needs- Performs complex reviews of applications for determination of program eligibility including evaluating applications and supplemental information for eligibility bases on financial, residency, age and medical criteria; performs complex data entry; interviews applicants and collateral sources as necessary to follow-up incomplete applications.
(25%) Data Collection/Program Evaluation- Assists with gathering data and performs research utilizing agency-approved methods. Performs research and completes special projects, including preparation of complex analytical reports with various software systems. Assists in collecting and preparing materials in response to public health information requests and in evaluating the effectiveness of public health education programs.
(10%) Community and Outreach Activities- Coordinates, plans, and monitors public health community education events related to case management and public health needs. Participates and collaborates with local, state and federal social service entities and others to promote efforts to service families with children who have health risks, conditions and special health care needs. Coordinates, plans, prepares, and reviews materials for public health training courses and presentations to stakeholders and other community members as needed.
(10%) Records Management- Assists in preparing client charts for long-term storage. Assists with coordinating long-term storage retrievals with Central Office. Creates, edits, and maintains usable forms for social work staff and record keeping. Creates, edits, and maintains usable forms for case management services in Spanish. Acts as regional administrative lead for Newborn Screenings and Birth Defects Registry clients to ensure services are rendered timely and effectively. Troubleshoots data collection issues related to these populations. Responds to inquiries from Central Office based staff.
(5%) Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Other duties as assigned by the Manager of Specialized Health/Social Services or designee.
Knowledge, Skills, And Abilities
Knowledge of social, economic, and public health issues.
Knowledge of working with computer systems and software applications.
Knowledge of medical terminology.
Knowledge of medical care specialties.
Knowledge of DSHS and HHSC client services programs and Medicaid covered services.
Skill in use of computer programs and maintaining information systems.
Skill in decision making, goal setting and obtaining objectives.
Skill in evaluating and improving program methods.
Skill in implementation of program policies and procedures.
Skill in coordinating, and skill in scheduling.
Skill in compiling monthly reports, travel reports, and time activity reports.
Skill in Spanish language translation/interpretation.
Ability to communicate effectively, clearly, and concisely, orally and in writing in both English and Spanish.
Ability to explain program services to clients, providers, professionals, and public.
Ability to interpret policy and procedures.
Ability to analyze and evaluate public health needs.
Ability to maintain confidentiality.
Ability to effectively handle problem areas with social work case managers.
Ability to organize workload, set priorities, and plan, organized and direct the works of others.
Ability to work independently; ability to work well with others as a team member.
Ability to travel locally and out-of-town for training and/or meetings.
Ability to provide own transportation to conduct work duties.
Ability to follow DSHS Policies and Procedures and adhere to the DSHS Standards of Conduct and Work Rules.
Registrations, Licensure Requirements, Or Certifications
Must possess a valid Texas driver's license.
Initial Screening Criteria
Bachelor's or graduate degree in social work, psychology, sociology, or other related Humanities degree.
Additional Information
Bilingual (Spanish) candidates required. Ability to read and speak Spanish will be tested at time of interview.
Active Duty, Military, Reservists, Guardsmen, And Veterans
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.
ADA Accommodations
In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.
Salary Information, Pre-employment Checks, And Work Eligibility
This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.
Nearest Major Market: Tyler
Location:
TYLER, TX
DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.
Employee Benefits
DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS). To learn more about all the benefits available to you as a DSHS employee and other DSHS opportunities for early career pathways, visit the DSHS Careers Page.
Review our Top 10 Tips for Success when Applying to State of Texas Jobs.
Functional Title: Data and Records Coordinator
Job Title: Publ Hlth and Prevent Spcl III
Agency: Dept of State Health Services
Department: Region 4/5
Posting Number: 4483
Closing Date: 05/01/2025
Posting Audience: Internal and External
Occupational Category: Community and Social Services
Salary Group: TEXAS-B-18
Salary Range: $3,793.41 - $4,857.33
Shift: Day
Additional Shift
Telework:
Travel: Up to 40%
Regular/Temporary: Regular
Full Time/Part Time: Full time
FLSA Exempt/Non-Exempt: Nonexempt
Facility Location:
Job Location City: TYLER
Job Location Address: 2521 W FRONT ST
Other Locations:
MOS Codes
230X,43EX,43HX,4B0X1,4E0X1,60C,68S,68Z,HM,HS,MED,NAP11,SEI12
Brief Job Description
Under the supervision of the Regional Manager of Specialized Health/Social Services, performs highly complex (senior-level) public health work. Work involves coordinating, planning, and monitoring public health education program activities and providing assistance to program staff, governmental agencies, and community organizations. Participates as a member of the comprehensive social work program (Children with Special Health Care Needs Services Program (CSHCN-SP), Texas Health Steps, Newborn Screening (NBS), Newborn Hearing Screening (NBHS), Birth Defects Epidemiology and Surveillance (BDES), Childhood Lead Poisoning Prevention Program (CLPPP), Personal Care Services and Private Duty Nursing (PCS/PDN), Children’s Health Insurance Program (CHIP). Acts as administrative assistant for the Personal Care Services program (PCS) and Community First Choice (CFC) program and Texas Health Steps (THSteps) program. Renders decisions on Children with Special Health Care Needs (CSHCN) Program eligibility for clients in HSR 4/5N. Provides complex reviews of CSHCN applications, including reviews of financial and medical information to determine applicability of CSHCN Program rules. Interprets and complies with CSHCN rules, regulations, policies and procedures relating to CSHCN eligibility. Follows established procedures for CSHCN automated "IBIS" system eligibility processing. Integrates program policies with standard operating procedures. Performs research using designated applications and other resources, including but not limited to professional journals. Provides consultation, presentations, training, and outreach to service providers/contractors for programs such as CSHCN-SP, Newborn Screening (NBS), and Personal Care Services. Participates as a team member to provide technical assistance to providers/contractors/potential providers on case management issues. Provides complex administrative support services and maintains records and reports to assist program management. Prepares reports with program data (gathered from Qualtrics and CMIS) to share with public health partners. Assists with program needs such as customer service, eligibility functions, health fairs, program surveys, and preparation for presentations. Effectively communicates program services and/or changes to consumers. Assists social work staff in translation/interpretation for Spanish speaking clients. Employee actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Maintains confidentiality. Attends to other assignments as directed by Regional Manager of Specialized Health/Social Services or designee. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.
Essential Job Functions
(25%) Case Management Assistance- Works with staff to obtain information regarding programs, resources, and assistance available for clients throughout the region. Assists Social Workers with information and referral services and provides technical assistance and problem resolution to clients who need help with application processes. Provides translation services (Spanish) as needed.
(25%) Children with Special Healthcare Needs- Performs complex reviews of applications for determination of program eligibility including evaluating applications and supplemental information for eligibility bases on financial, residency, age and medical criteria; performs complex data entry; interviews applicants and collateral sources as necessary to follow-up incomplete applications.
(25%) Data Collection/Program Evaluation- Assists with gathering data and performs research utilizing agency-approved methods. Performs research and completes special projects, including preparation of complex analytical reports with various software systems. Assists in collecting and preparing materials in response to public health information requests and in evaluating the effectiveness of public health education programs.
(10%) Community and Outreach Activities- Coordinates, plans, and monitors public health community education events related to case management and public health needs. Participates and collaborates with local, state and federal social service entities and others to promote efforts to service families with children who have health risks, conditions and special health care needs. Coordinates, plans, prepares, and reviews materials for public health training courses and presentations to stakeholders and other community members as needed.
(10%) Records Management- Assists in preparing client charts for long-term storage. Assists with coordinating long-term storage retrievals with Central Office. Creates, edits, and maintains usable forms for social work staff and record keeping. Creates, edits, and maintains usable forms for case management services in Spanish. Acts as regional administrative lead for Newborn Screenings and Birth Defects Registry clients to ensure services are rendered timely and effectively. Troubleshoots data collection issues related to these populations. Responds to inquiries from Central Office based staff.
(5%) Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Other duties as assigned by the Manager of Specialized Health/Social Services or designee.
Knowledge, Skills, And Abilities
Knowledge of social, economic, and public health issues.
Knowledge of working with computer systems and software applications.
Knowledge of medical terminology.
Knowledge of medical care specialties.
Knowledge of DSHS and HHSC client services programs and Medicaid covered services.
Skill in use of computer programs and maintaining information systems.
Skill in decision making, goal setting and obtaining objectives.
Skill in evaluating and improving program methods.
Skill in implementation of program policies and procedures.
Skill in coordinating, and skill in scheduling.
Skill in compiling monthly reports, travel reports, and time activity reports.
Skill in Spanish language translation/interpretation.
Ability to communicate effectively, clearly, and concisely, orally and in writing in both English and Spanish.
Ability to explain program services to clients, providers, professionals, and public.
Ability to interpret policy and procedures.
Ability to analyze and evaluate public health needs.
Ability to maintain confidentiality.
Ability to effectively handle problem areas with social work case managers.
Ability to organize workload, set priorities, and plan, organized and direct the works of others.
Ability to work independently; ability to work well with others as a team member.
Ability to travel locally and out-of-town for training and/or meetings.
Ability to provide own transportation to conduct work duties.
Ability to follow DSHS Policies and Procedures and adhere to the DSHS Standards of Conduct and Work Rules.
Registrations, Licensure Requirements, Or Certifications
Must possess a valid Texas driver's license.
Initial Screening Criteria
Bachelor's or graduate degree in social work, psychology, sociology, or other related Humanities degree.
Additional Information
Bilingual (Spanish) candidates required. Ability to read and speak Spanish will be tested at time of interview.
Active Duty, Military, Reservists, Guardsmen, And Veterans
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified for this position. For more information see the Texas State Auditor’s Military Crosswalk at https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.
ADA Accommodations
In compliance with the Americans with Disabilities Act (ADA), DSHS will provide reasonable accommodation during the hiring process for individuals with a qualifying disability. If reasonable accommodation is needed to participate in the interview process, please notify the person who contacts you to schedule the interview. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747 or via email at HHSServiceCenter.Applications@ngahrhosting.com.
Salary Information, Pre-employment Checks, And Work Eligibility
- The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
- Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.
- DSHS uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 form
This position may be eligible for telework. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.
Nearest Major Market: Tyler
Salary : $3,793 - $4,857
