Clearinghouse 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.

Functional Title: Clearinghouse Coordinator 
Job Title: Program Specialist IV 
Agency: Health & Human Services Comm 
Department: Hospitals Section 
Posting Number: 7120 
Closing Date: 09/12/2025 
Posting Audience: Internal and External 
Occupational Category: Healthcare Support 
Salary Group: TEXAS-B-20 
Salary Range: $4,263.16 - $6,779.25 
Pay Frequency: Monthly
Shift: Day 
Additional Shift: Days (First) 
Telework:  
Travel: Up to 10% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location:  
Job Location City: AUSTIN 
Job Location Address: 909 W 45TH ST BLDG 552 
Other Locations:  
MOS Codes: 16GX,60C0,611X,612X,63G0,641X,712X,86M0,86P0,88A0,88B0,8U000,OS,OSS,PERS,YN,YNS 
 
 
 

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.

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.

This position is telework eligible. Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business need.

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.

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 role includes providing 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. This includes receiving phone and email correspondence from numerous entities including but not limited to program staff, government agencies, partner organizations, or the general 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.  (40%)

Direct involvement in the planning, developing, and implementation of fundamental agency processes surrounding the forensic clearinghouse waitlists. Within these actions, the Clearinghouse Coordinator 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. This work also requires active participation in policy review specific to the forensic admission processes and procedures in accordance with program objectives and goals. (10%)

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.  (20%)

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 statut and criminal code of procedures. (20%)

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. Within the completion and monitoring of required performance reports, it also takes the initiative to make pertinent recommendations about appropriate changes. (10%)

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. 

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.

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.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Bachelor’s degree in criminology, social work, psychology, accounting, information technology, finance, or history.

And

Minimum 1 year (12 months) experience with the Code of Criminal Procedures and Texas Administrative Code required.

OR

At least three years in criminology, social work, psychology associate, admissions, or eligibility processes.

AND

Minimum 1 year (12 months) experience with the Code of Criminal Procedures and Texas Administrative Code required.

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 require you 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.