Clearinghouse Coordinator

TX-HHSC-DSHS-DFPS•Austin, TX

20d

About The Position

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. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment and performs highly complex (senior-level) consultative services. The State Hospital System (SHS) Clearinghouse Coordinator position is responsible for direct oversight of the forensic clearinghouse waitlists which includes all fundamental processes involved related to the reception, addition and removal of cases placed for forensic admission to the SHS. This position serves as the primary source for notifications to identify State Hospitals for cases with increased urgency in admission as well as those that are determined to need a different facility level of care. The Clearinghouse Coordinator also serves as the referring source of cases to SHS contracted hospital facilities to ensure a consistent flow of admissions in an effort to utilize those services most effectively. This work will require active participation in policy review specific to the forensic admission processes and procedures in accordance with program objectives and goals. This work includes receiving phone and email correspondence from numerous entities including but not limited to program staff, government agencies, partner organizations, or the public and providing timely clarification and direction as it relates to the SHS forensic admission process as well as case specific information. Similarly, this position also performs essential professional verbal and written outreach to various parties for as needed follow-up. Performs other duties as assigned. Other duties as assigned include 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.

Requirements

Knowledge of local, state, and federal laws related to state hospitals and forensic services; basic program administration and management; basic statistical analysis and spreadsheets; training techniques.
Skill in reviewing wait list information to identify areas for improvement, individual patient concerns, or other indicators of success and performance.
Skill in the use of the current Avatar software system for waiting list purposes.
Ability to gather, assemble, correlate, and analyze facts related to forensic packets and other information related to waiting lists and appropriate continuity of care for those waiting for placement; to problem-solve; to provide information regarding waiting lists to a wide variety of audiences, in multiple formats; to prepare updates, summaries and reports; to evaluate and interpret policies and procedures related to waiting lists and forensic services overall when needed; to communicate timely, accurately and effectively with a wide variety of stakeholders including staff in legal system and jails; and to provide guidance to other professionals across inpatient and outpatient systems.
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.
Compliance with HHSC immunization policy and state hospital operating procedures related to immunizations is required.
Experience with the Code of Criminal Procedures and Texas Administrative Code required.
Bachelor’s degree in criminology, social work, psychology (accounting, information technology, finance, history.
At least three years in criminology, social work, psychology associate, admissions, or eligibility processes.

Nice To Haves

Experience working with Avatar or other EMR preferred.

Responsibilities

Serves as the primary source for notifications to identify State Hospitals for cases with increased urgency in admission as well as those that are determined to need a different facility level of care.
Serves as the referring source of cases to SHS contracted hospital facilities to ensure a consistent flow of admissions in an effort to utilize those services most effectively.
Provides guidance on case-by-case challenges or more broadly based findings related to wait times, readmissions, county specific details or other relevant variables within the collective data.
Direct involvement in the planning, developing, and implementation of fundamental agency processes surrounding the forensic clearinghouse waitlists.
Serves as a subject matter expert in helping to identify process gaps while also offering valuable feedback on potential improvements to resolve process flow issues and/or technical problems.
Active participation in policy review specific to the forensic admission processes and procedures in accordance with program objectives and goals.
Acts in an instrumental role towards the provision of feedback and information to various stakeholders (courts, jails, LMHAs/LIDDAs, private providers, stakeholders) to ensure that HSCS operates in a manner consistent with its values and mission.
Ensures the smooth and effective transfer of information as appropriate.
Performs a pivotal role in outreach efforts to local licensed mental health authorities (LMHA), jails and other partner agencies to obtain essential clinical information for urgent admission requests.
Attentively responds to the designated State Hospital forensic mailbox through which individual commitments are transmitted for placement on the designated clearinghouse lists.
Performs initial follow-up with parties submitting commitment packets when essential case information is not transmitted to ensure a complete packet is received for facility admission purposes.
Maintains a clear and concise focus on internal and external policy changes that may impact the appropriate placement of individuals on the clearinghouse waitlists.
Additional focus showcased as it relates to applicable legislative policy changes affecting statute and criminal code of procedures.
Provides detailed data reports on forensic case submissions and invaluable feedback about potential trends witnessed within the overall clearinghouse data as requested.
Efficiently and effectively responds to requests for specific information to accurately provide feedback to internal and external parties.
Takes the initiative to make pertinent recommendations about appropriate changes within the completion and monitoring of required performance reports.
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.