Medical Staff 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: Medical Staff Coordinator 
Job Title: Program Specialist II 
Agency: Health & Human Services Comm 
Department: General Admin 
Posting Number: 11363 
Closing Date: 01/19/2026 
Posting Audience: Internal and External 
Occupational Category: Office and Administrative Support 
Salary Group: TEXAS-B-18 
Salary Range: $3,793.41 - $5,921.25 
Pay Frequency: Monthly
Shift: Day 
Additional Shift:  
Telework: Not Eligible for Telework 
Travel: Up to 10% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location: Big Spring State Hospital 
Job Location City: BIG SPRING 
Job Location Address: 1901 N HIGHWAY 87 
Other Locations: Big Spring 
MOS Codes: 16GX,60C0,611X,612X,63G0,641X,712X,86M0,8U000,OS,OSS,PERS,YN,YNS 
 
 
 

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 Program Specialist II- Medical Staff Coordinator performs complex (journey-level) administrative, consultative, and technical support for the combined offices of the Medical Director and Superintendent Offices. This position works under the supervision of the Medical Director. Work involves coordinating the initial application process, reappointment process, and delineation of clinical privileges for all members of the medical staff. Plans, directs, organizes, and monitors flow of work within the medical staff department. Assists as the subject matter expert in medical services contracts and the site Graduate Medical Educator.

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.

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.

Coordinates the initial application process, reappointment process and delineation of clinical privileges for all members of the medical staff. Verifies and keeps current documentation of license, DPS, Drug Enforcement Administration (DEA), and queries the National Practitioner Data Bank, and Office of Inspector General for sanctions as required. Maintains individual practitioner credential files for all medical staff members with current appointments, reappointments, and privileges. Maintains individual practitioner medical peer review files for all medical staff members. Coordinates and assigns all chart audits to physicians. Tracks audits and all pending issues.

Responsible for planning, directing, organizing, and monitoring flow of work in medical staff office including recruiting of physicians. Also coordinating weekend, and holiday MOD call, and arranges provider lodging and maintenance work orders. Posts treatment team roster updates. Maintains coverage of leave time and names of physicians covering. Maintains and updates monthly physician assignment schedule and authorized signature lists.  Coordinates with Competency Training and Development (CTD) for new provider orientation. Also assists the medical director with verifying timesheets monthly to ensure accuracy of overtime related to Medical Officer on Duty (MOD) activities is accurate. Assists the Medical Director as needed.

Provides high-level administrative support for projects, committees, and reports: Coordinates several projects on behalf of the Medical Director and Assistant Superintendent including but not limited to committee minutes and agenda, facility Dangerousness Review Boards, resident and student data collection and reporting, and contract support. Collects information for external inquiries, performs research, and assists in the development of projects or documents. Prepares routine and complex reports, studies, forms, and correspondence. Prepares and maintains supporting information in Excel, Word, PowerPoint, and SharePoint.

Conducts quarterly tracers on SH units to evaluate care standards. Oversees tracer data collection, inputting it into the database, and generating reports for the Provision of Care team. Attends meetings ensuring alignment with performance improvement goals, and that tracer results contribute to overall quality improvement efforts.

Assists as a Subject Matter Expert in the development, evaluations, and renewal of medical services contracts. Responsible for preparing reports to be presented to the Governing Body regarding medical staff membership and privileges. Collect and maintain all records as defined in the DSHS Record Retention Schedule as Credentialing and Privileging Records for the medical staff. Maintains and updates the Medical Staff Bylaws as required.  Manages provider completion of Ongoing Professional Practice Evaluation (OPPE) and annual evaluations.

Serves as the site Graduate Medical Education (GME) coordinator for affiliated medical school, residency, and fellowship programs. Facilitating the organization of on-site clinical rotation hours for medical students, residents, and fellows. Collaborates closely with program directors, faculty members, and SH leadership staff to ensure that these rotations align with curriculum requirements and meet the educational needs of trainees. Coordinating scheduling logistics, managing resources, and providing support to enhance the learning experience for participants in the GME programs.

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 general office practices and procedures.

Ability to exercise independent judgment in prioritizing duties, projects, and other assignments.

Ability to be flexible in solving problems arising on a daily basis and manages multiple projects.

Ability to demonstrate proficiency with data processing programs and works independently on difficult and

complex administrative tasks.

Ability to deal with the public in a pleasant but effective manner and maintain effective working relationships with other employees and departments within the hospital as well as outside agencies.

Ability to maintain discretion working with confidential materials.

Proficient with applications Microsoft Word and Excel.

Registrations, Licensure Requirements or Certifications:

Preferred: Certified Provider Credentialing Specialist (CPCS) or Certified Professional in Medical Services Management (CPMSM) certification

OR

Working toward achieving Certified Provider Credentialing Specialist (CPCS) and/or Certified Professional in Medical Services Management (CPMSM) certification and successfully pass either CPCS or CPMSM examination(s) within 2 years.

Initial Screening Criteria:

One year of experience working in a medical support environment.

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

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.