Administrative Asst III Unit Record Coordinator

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more. Explore more details on the Benefits of Working at HHS webpage.

Brief Job Description:

Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of teamwork? HSCS is dedicated to building an atmosphere where employees feel valued and supported while providing specialized care for Texans in need. HSCS is comprised of nine psychiatric hospitals, one youth residential treatment facility, and thirteen state supported living centers. The psychiatric hospitals are a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by The Joint Commission. They provide state-of-the-art treatment that is recovery-oriented and science-based. If providing hope and healing through compassionate, innovative, and individualized care interests you, we welcome your application for the position below.

The Unit Records Coordinator performs moderately complex records administration work in order to maintain the integrity of individuals’ records. Responsible for coordinating the implementation and maintenance of the Patient Record for each individual at the State Hospital. Responsible for coordinating, processing, and tracking Patient records for The Joint Commission and CMS standards, including retrieving, copying, and organizing records for distribution/mailing and retention. Provides administrative oversight, conducts audits of the Patient Record, and tracks deficiencies to ensure corrective actions are implemented as necessary. Assists in training employees on the recordkeeping system and in routinely utilizing the record in making care, medical treatment, and training decisions. Works under general supervision with moderate latitude for the use of initiative and independent judgment.

Performs other duties as assigned. 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.

This position may also be eligible to earn additional pay for work performed on maximum security locations.

Essential Job Functions (EJFs):

Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.

Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.

Provides guidance and oversees the implementation and maintenance of the State Hospital (SH) Recordkeeping System.

Updates policies and procedures to ensure compliance with State Hospital, Joint Commission and CMS requirements.

Processes records requests. Coordinates and directs the copying and preparation of records to ensure the request requirements are met and records maintained according to guidelines. Establishes and maintains systems to track requests.

Reviews a sample of records per month, the number to be determined by facility need but not less than 5 records per month, to ensure records are in order and retention schedules are followed. Works with management to develop plans of correction related to deficiencies noted in audits. Tracks progress on plans of correction and prepares status reports for Executive Leadership

Provides records support services to staff responsible for patient records creation and assists in training unit staff and others on the Recordkeeping system, maintenance and use.

Performs special assignments at the request of the supervisor in order to further SH goals.

Knowledge, Skills and Abilities (KSAs):

Knowledge of office practices and administrative procedures.

Skill in use of personal computers and software applications in a windows environment (Word, Excel, PowerPoint, Access, Outlook)

Ability to maintain filing systems.

Ability to handle and safeguard sensitive and confidential information.

Ability to work independently and to exercise judgment in making administrative and technical decisions.

Ability to develop/implement administrative procedures and to evaluate their effectiveness; and to interpret complex rules, regulations, policies, and procedures.

Ability to understand and follow verbal and written instructions.

Ability to communicate both in writing and verbally.

Ability to establish and maintain effective working relationships with supervisor and coworkers.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Graduation from a standard senior high school or equivalent OR

At least two (2) years’ experience in a professional support role.

Additional Information:

Applicants must pass a fingerprint criminal background check, pre-employment drug screen, and registry checks including the Client Abuse/Neglect Reporting System (CANRS), Nurse Aid, Medication Aide and Employee Misconduct, List of Excluded Individuals/Entities (LEIE). Males between the ages of 18-25 must be registered with the Selective Service.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility. Waco Center for Youth applicants must be 21 years of age.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours.

Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required. According to the Centers for Disease Control and Prevention, healthcare workers are at significant risk for acquiring or transmitting hepatitis B, measles, mumps, rubella, varicella (chicken pox), tetanus, diphtheria, pertussis (whooping cough), and influenza. All these diseases are vaccine preventable. Vaccines may be provided. As a result, state hospital policy requires employees be vaccinated according to their level of contact with individuals. In the event you choose to not be immunized for the influenza virus, you may be required to wear a mask and take other protective measures.

Review our Tips for Success when applying for jobs at DFPS, DSHS and HHSC.

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 to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form