Clerk III - Health Records Analyst

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: Clerk III - Health Records Analyst 
Job Title: Clerk III 
Agency: Health & Human Services Comm 
Department: Client Records Sct 
Posting Number: 11193 
Closing Date: 11/26/2025 
Posting Audience: Internal and External 
Occupational Category: Healthcare Practitioners and Technical 
Salary Group: TEXAS-A-11 
Salary Range: $2,694.33 - $3,946.25 
Pay Frequency: Monthly
Shift: Day 
Additional Shift: Days (First) 
Telework: Not Eligible for Telework 
Travel: Up to 5% 
Regular/Temporary: Regular 
Full Time/Part Time: Full time 
FLSA Exempt/Non-Exempt: Nonexempt 
Facility Location: Rio Grande State Center 
Job Location City: HARLINGEN 
Job Location Address: 1401 S RANGERVILLE RD 
Other Locations:  
MOS Codes: 0100,0111,0160,0161,0170,3051,3372,3432,4133,6042,6046,6617,6672,15P,3F5X1,420A,42A,56M,68G,741X 
8A200,AZ,CS,F&S,LS,LSS,PERS,PS,RP,RS,SK,SN,YN,YNS 
 
 

Brief Job Description:

Are you ready to be professionally challenged?  Are you looking to be part of a dynamic team of engaged and committed professionals?  Then the Health and Specialty Care System (HSCS) may be just the place for you!  The State Hospital System, under the HSCS is comprised of ten psychiatric hospitals located throughout the state and one youth residential psychiatric center in Waco.  The HSCS is a hub of excellence for forensic mental health and complex psychiatric care, with all facilities accredited by the Joint Commission. The hospitals provide state-of-the-art treatment is recovery-oriented and evidence-based.  Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan. Apply now to join our team.

The Clerk III performs moderately difficult clerical work for the Health Information Management Department (HIM). Work involves latitude for decision-making in carrying out medical record processes, such as responding to requests for records, preparing discharge packets for continuity of care, providing information and instructions to personnel, and performing advanced clerical duties. Work involves performing specialized tasks requiring knowledge of and use of a computer and its programs. Exercises vigilance in maintaining confidential files and reports, and sound judgment in assembling and organizing information for the supervisor. Exercises initiative and judgment in determining individual methods and practices for work situations. The Clerk III provides clerical assistance to the HIM Director with tasks that involve tracking and monitoring programmatic data, preparing technical reports and information.

Performs other duties as assigned, including but are not limited to actively participating and/or serving in a support role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. The position or job tasks may require an alternate shift pattern assignment and/or location, as needs of the hospital require. 

Essential Job Functions (EJFs):

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs duties as assigned.

Coordinates the receiving, sorting, and review of medical information and documents received from paper sources to ensure accurate and timely completion.

Creates digital images of paper records/documents, reviews images for quality and legibility, and stores images into the electronic record. 

Analyzes requests for medical information, evaluates the legality of releases, abstracts pertinent portions of the records, copies, and sends out in accordance with the facility and departmental policies and procedures.  Assists patients, staff and affiliates with records requests for continuity of care purposes. 

Completes transcription and entry of dictated notes and assessments into the electronic health record. Engages in timely communication with providers to ensure needed corrections are addressed and assessments and/or notes are authenticated within specified timeframes. Monitors Crystal reports for completion and authentication. 

Submits work orders to maintenance, leads in obtaining supplies and maintaining purchase records. Prepares unit reports. tracks data such as the daily census information of patient movement and length of stay information.

Monitors and prepares monthly audits to monitor for record closure, assessment and authorization completion.

Will respond to request for patient health information ensuring that all requests comply with applicable state and federal guidelines, including 42 CFR Part 2.  Will request patient health information following all facility, state, and federal guidelines.  Will respond to inquiries regarding record policy and procedures and assist with the completion of authorizations. 

Other duties as assigned including actively participates and/or serves 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 office procedures and advanced clerical duties.

Knowledge of medical record Procedures, proper use and spelling of medical terminology, punctuation, and grammar.

Knowledge of medical record review and analysis concepts, HIPAA authorization requirements, and release of information concepts.

Ability to communicate articulately and tactfully orally and in writing.at all times and in all modes of communication.

Ability to prioritize and manage tasks to complete assignments on time. ensure records are closed within designated timeframe. 

Ability to effectively use automated office systems, equipment and basic computer software.

Skill in the use of standard Microsoft Office systems and programs to include Excel, Word, and Outlook

Skilled in building and maintaining professional relationships with coworkers, stakeholders and other business units.

Skill in professionally mentoring and leading staff to fulfill business requirements and assignments in a timely fashion.

Initial Screening Criteria:

Minimum of two (2) years medical record department experience (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 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.