Clearinghouse Coordinator Lead

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.

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 Clearinghouse Coordinator Lead performs highly complex (senior-level) consultative, administrative, and supervisory program work. This work includes supervising the timely and accurate notification process to designated state hospitals (SHs) for cases requiring urgent admission or a different facility level of care, developing guidelines and providing leadership for the other coordinators by addressing case-by-case challenges and broader issues such as wait times, readmissions, and county-specific metrics, and manages the feedback and information exchange between courts, jails, Local Mental Health Authorities (LMHAs), Local Intellectual and Developmental Disability Authorities (LIDDAs), private providers, and other key stakeholders. Supervises the work of others. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment.

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.

Shift statement (use as needed): This position may be eligible to earn additional pay for work performed on evenings, nights and/or weekends.

MSP statement (use as needed): 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 asked 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.

Supervises the timely and accurate notification process to designated State Hospitals (SHs) for cases requiring urgent admission or a different facility level of care.  Oversees the referral of cases to contracted hospital facilities, ensuring a consistent flow of admissions that maximizes the effective use of services.  Develops guidelines and provides leadership on addressing case-by-case challenges and broader issues such as wait times, readmissions, and county-specific metrics.  Establishes protocols for managing incoming phone and email communications from program staff, government agencies, partner organizations, and the public, ensuring rapid and accurate clarification regarding SH forensic admission processes. 20%

Directly supervises the planning, development, and implementation of core agency processes related to forensic clearinghouse waitlists. Oversees the identification of process gaps and actively contributes subject matter expertise to recommend improvements for resolving workflow inefficiencies and technical issues. Participates in policy review sessions, ensuring that forensic admission procedures are updated in line with evolving program objectives and regulatory standards. 15%

Manages the feedback and information exchange between courts, jails, Local Mental Health Authorities (LMHAs), Local Intellectual and Developmental Disability Authorities (LIDDAs), private providers, and other key stakeholders. Oversees the smooth transfer of critical information, ensuring that the Health and Specialty Care System operates in accordance with its values and mission.  Directs outreach initiatives to LMHAs, jails, and partner agencies, actively obtaining essential clinical data to support urgent admission requests by creating tools and followup reporting such as surveys to evaluate program effectiveness. 15%

Supervises the management of the designated SH forensic mailbox, ensuring prompt responses to individual commitment submissions for placement on clearinghouse lists. Establishes follow-up procedures to secure complete commitment packets when essential case information is missing, thereby facilitating accurate facility admissions. Monitors internal and external policy changes—including legislative updates and modifications to the criminal code—and ensures timely adjustments to clearinghouse processes in response to these changes. 15%

Oversees the preparation of detailed data reports on forensic case submissions, providing critical insights into emerging trends within clearinghouse operations. Develops and implements strategies to address data reporting requirements, ensuring that internal and external stakeholders receive precise and actionable information. Initiates recommendations for performance improvements and process enhancements based on thorough data analysis and trend identification. 15%

Conducts and oversees special investigations, program evaluations, and research efforts aimed at improving operational effectiveness. A primary focus will be on the forensic waitlist—engaging in reviews, analyses, and responsive actions based on current and historical practices. Compiles and interprets data, generates reports, and provides strategic feedback to agency leadership. Collaborates across departments to ensure comprehensive understanding and alignment of forensic waitlist management with broader system objectives. 5%

Serves as the direct supervisor for multiple team members, this position provides leadership and ongoing guidance in addressing complex challenges within the assigned program area. The role includes offering support and direction based on issues raised by direct reports and facilitating resolution of operational concerns. Provides consultative guidance to internal departments and external stakeholders, especially concerning forensic waitlist and clearinghouse procedures, ensuring consistency and adherence to policy while promoting best practices. 5%

Establishes clear goals and objectives for the program area, ensuring alignment with strategic priorities. The role includes developing schedules, approving operational priorities, and establishing performance standards to guide team efforts. Manages daily staffing and coverage needs while overseeing performance evaluations and continuous improvement initiatives. Assesses existing metrics and identifies new opportunities for program growth and enhanced service delivery, driving ongoing progress and accountability within the team. 5%

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.

Knowledge, Skills and Abilities (KSAs):

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.

Knowledge of local, state and federal laws related to admissions to state facilities across the state is vital.

Knowledge of program management processes and techniques.

Knowledge of research and training techniques.

Knowledge of Avatar or other EMR.

Knowledge of Code of Criminal Procedures and Texas Administrative Code.

Skills in identifying measures or indicators of performance.

Skills in the use of a computer and applicable software such as Microsoft Word, Outlook and Excel.

Skills in working collaboratively and cooperatively with colleagues at all levels in the organization, as well as with

external customers.

Skill in the use of the current Avatar software system for waiting list purposes.

Skill in reviewing wait list information to identify areas for improvement, individual patient concerns, or other indicators of success and performance.

Ability to gather, assemble, correlate, and analyze facts and to devise solutions to problems, and to prepare

reports.

Ability to develop, evaluate, and interpret policies and procedures.

Ability to communicate effectively both verbally and in writing.

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;

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Bachelor’s degree in criminal justice, social work, psychology AND two (2) years supervisory experience

OR

Associate degree and three (3) years in patient service or discharge placement, eligibility, medical facility admissions, criminal justice or social services AND two (2) years of supervisory experience

OR

No degree and four (4) years in patient service or discharge placement, eligibility, medical facility admissions, criminal justice or social services AND three (3) years of supervisory experience.

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 considered to be 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. 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

Telework Disclaimer:

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.