Operations and Outreach

TX-HHSC-DSHS-DFPS • San Antonio, TX

3d • $3,248 - $4,837 • Onsite

About The Position

Under the supervision of the Communicable Disease Program Manager, performs highly complex administrative support work within Public Health Region 8. Provides high-level administrative, technical, and customer support. Supports monitoring and evaluation efforts and provides programmatic support, including but not limited to surveillance and disease investigations, contact investigations and directly observed therapy. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment; may occasionally receive instruction or assistance as new, unusual, or unique situations arise and assist others in performing higher-level work. Works evenings, holidays, and weekends as requested. Must be able to independently drive and travel throughout the State of Texas and out-of-state to complete essential job functions. During public health emergencies, including pandemic responses such as COVID-19, all PHR 8 employees are expected to provide related public health or emergency response services. This may include response, recovery, or Continuity of Operations (COOP) activities. Works hours other than 8 to 5, evenings, holidays, and weekends as requested by the team lead and the Communicable Disease Manager. Must be able to drive and travel throughout Texas independently and out-of-state to complete essential job functions. Temporary position: Will not exceed past 11/30/2027.

Requirements

• Knowledge of office management principles and practices of administrative procedures
• Knowledge of computerized telecommunications and databases
• Knowledge of business English, spelling, punctuation, and math
• Knowledge of office procedures and equipment
• Skill in data entry
• Skill in using a personal computer, including word processing, spreadsheet, database, presentation, and e-mail software
• Skill in communicating effectively both orally and in writing
• Ability to function independently and work effectively with others
• Ability to problem-solve, prioritize, plan and execute work utilizing supervisor and consultative resources as needed
• Ability to apply time management principles and to plan, establish and meet deadlines
• Ability to provide technical support for budget matters (track budget, type forms, coordinate information, and prepare purchase orders)
• Ability to make travel arrangements and prepare required travel forms
• Ability to understand and follow written and oral instructions
• Ability to conduct objective, comprehensive situational assessments
• Ability to maintain confidentiality
• Ability to meet employee immunization requirements
• Ability to meet agency employee immunization requirements; meet the physical demands of the job functions; and comply with HIPAA regulations.
• Ability to wear and maintain an N95 respirator (or equivalent) in accordance with OSHA Respiratory Protection Standard.
• Ability to be medically cleared to wear a respirator and comply with respirator use requirements at initial fit testing, as part of day-to-day use, and at annual fit testing.
• Ability to demonstrate initiative and follow-through on assignments
• Ability to maintain effective working relationships with the public and the community using tact and diplomacy
• Ability to independently drive and travel throughout the State of Texas and out-of-state to complete essential job functions.
• Ability to provide TB surveillance and clinical support services to infectious patients and their contacts.
• Ability to collect sputums and carry out phlebotomy.
• Ability to work well and effectively in a team environment.
• Ability to provide transportation.
• Current and valid Texas Class C driver license or equivalent from another state
• Experience in public health or community service.

Nice To Haves

• TB experience

Responsibilities

• Performs highly complex (senior level) administrative support work within Public Health Region 8. Processes claims, tracks budgets, manages purchase orders, receives and processes orders, and coordinates travel arrangements and reimbursements. Drafts and edits complex correspondence, reports, and forms using Microsoft Office. Enters data into region and state systems and performs data quality assurance. Tracks staff training and personnel records (immunization records, TB test results, attestation forms, fit testing, employee application access, etc). Maintains inventory logs and manages office supplies and equipment. Manages calendars, schedules meetings (in-person and virtual) and handles high volume correspondence via mail and email. Professionally screens and directs phone calls. Provides front desk receptionist switchboard coverage for the assigned shift on a rotating basis. Answers the telephone professionally and courteously. Establishes and maintains electronic and physical filing systems in compliance with security, confidentiality, and state records retention policies. Assists the manager in responding to regional and local health operations requests and ensures adequate program coverage during holidays and emergencies. May serve as a backup to the Communicable Disease Administrative Assistant. Abides by Regional TB Program Procedures, the State TB Program Procedures, Regional SDOs, and DSHS, Regional and State policies and procedures. Works hours other than 8 to 5, evenings, holidays, and weekends. Must be able to drive and travel throughout Texas independently and out-of-state to complete essential job functions.
• Ensures that state standards and target activities are being met as outlined in the Texas Tuberculosis (TB) Work Plan, TB program procedures, Standing Delegation Orders (SDOs), federal, and state requirements. Tracks, evaluates, recommends, and develops programmatic procedures for improved quality assurance, program delivery, security, and confidentiality of data, data systems, and processes for the region. Ensures compliance with DSHS TB Work Plan, maintains/updates program manuals, and tracks information necessary for completing the TB Annual Progress Report. Creates procedure manuals. Provides support in completing the TB program Annual Report and the Region 8 TB Program Manual. Completes assigned activities as outlined in the Texas TB Work Plan or the regional program manual. Assesses educational needs, develops education materials, and assists with training in hospitals/clinics, health service agencies, congregate facilities, and for patients regarding the prevention and control of TB. Completes continuing education applications, designs and conducts training for community settings, hospitals/clinics, congregate facilities, state and national conferences, and for patients regarding the prevention and control of TB. Collaborate with nursing staff to provide language translation assistance for patients under our care. Abides by Regional TB Program Procedures, the State TB Program Procedures, Regional SDOs, and DSHS, Regional and State policies and procedures. Works hours other than 8 to 5, evenings, holidays, and weekends. Must be able to drive and travel throughout Texas independently and out-of-state to complete essential job functions.
• Receives all incoming reports, labs, records, etc for cases, suspects, contacts, latent tuberculosis infection (LTBI), electronic disease notifications (EDN), binational patients, etc. Actively tracks and monitors TB reporting from hospital, correctional, and other reporting facilities in the region. Sorts all faxes, saves documents in existing patient folders and creates a new folder when necessary and forwards to correct program staff according to program procedures. Scan and upload documents into patient files on the share drive and maintain each patient file up to date. Requests any missing or additional medical records. Carries out data entry of clinical information and surveillance data collected from patient encounters, lab results, and radiology results. Enters information for EDNs, LTBIs, community, corrections, and binational patients. Enters all new patient information and maintains patient records updated by entering into local and state electronic databases. Upon report, assists clinical staff with gathering preliminary information and filling out case presentation forms. Requests additional information from hospitals, clinics, or correctional facilities, as needed by the treating physician or TB nurse consultant. Obtains medical records, completes case summary presentations, and fills in TB 400s, 340s, 341s, and other required forms for tuberculosis patients. Completes active surveillance activities. Processes interstate and intrastate jurisdictional transfers. Serves as backup to the RighFax Coordinator. Abides by Regional TB Program Procedures, the State TB Program Procedures, Regional SDOs, and DSHS, Regional and State policies and procedures. Works hours other than 8 to 5, evenings, holidays, and weekends. Must be able to drive and travel throughout Texas independently and out-of-state to complete essential job functions.
• Provides in-person DOT and/or Video DOT to TB cases/suspects and DOPT to TB contacts or TBI clients as ordered by TB physician. Reviews adverse reactions with client or parent at every visit. Timely and accurately document each visit on the DOT checklist and corresponding local and state databases. Meets patient at assigned time and place and documents and notifies TB nurses if the patient does not show or cannot attend DOT. Assures treatment compliance by providing DOT/DOPT services. Assesses patient environment to reduce risk of transmission and minimize delinquency. Track DOT mileage. Provide education to the patient on the use of VDOT, obtain VDOT consents, review patient’s medication recordings. Abides by Regional TB Program Procedures, the State TB Program Procedures, Regional SDOs, and DSHS, Regional and State policies and procedures. Works hours other than 8 to 5, evenings, holidays, and weekends. Must be able to drive and travel throughout Texas independently and out-of-state to complete essential job functions.
• Performs contact investigations for patients who are considered infectious. Ensures adequate scope of the contact investigation and obtains testing records from facilities. Supports regional, local, state, or federal entities in investigating and managing TB outbreaks and contact investigations in community contact investigations. Conducts interviews with people, collects information through hospital chart reviews, and follows up with contacts to ensure timely medical and evaluation of all contacts. Performs TB testing as needed and collects sputum and blood specimens. Uses approved program forms including but not limited to the Contact Investigation Worksheet and TB 208 to carry out contact investigation activities. Completes specimen collection, specimen packaging, specimen shipping, and specimen transportation to drop-off locations. Educates contacts on TB infection and disease treatment. Using the levels of risk approach assesses investigation results to determine the need to expand the contact investigation. Determines the scope of a contact investigation based upon the clinical data of the case or suspected case of TB. Completes data entry of contacts into regional and state databases and electronically and physically files documents. Abides by Regional TB Program Procedures, the State TB Program Procedures, Regional SDOs, and DSHS, Regional and State policies and procedures. Works hours other than 8 to 5, evenings, holidays, and weekends. Must be able to drive and travel throughout Texas independently and out-of-state to complete essential job functions.
• 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 activation. Such participation may require an alternate shift pattern assignment and/or location. Safe operation of either a state-owned vehicle or personal vehicle is required to conduct state business, and an acceptable driving record must be maintained in accordance with DSHS Policy 06-3901, Fleet Operations and Management & Procedures, and standards developed by the Texas Department of Public Safety. Complies with the Department of State Health Services Immunization Policy. Provide support services in the event of a natural or man-made disaster. On a rotating basis, provides support with responding to calls received through the 24-hour regional after-hours hotline. Works hours other than 8 to 5, evenings, holidays, and weekends. Must be able to drive and travel throughout Texas independently and out-of-state to complete essential job functions.

Benefits

• insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS)

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed