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Functional Title: HIM Coordinator Job Title: Program Specialist III Agency: Health & Human Services Comm Department: IntermedCarePsych Direct Care Posting Number: 23226 Closing Date: 11/24/2026 Posting Audience: Internal and External Occupational Category: Healthcare Support Salary Range: $4,020.33 - $6,335.66 Pay Frequency: Monthly Salary Group: TEXAS-B-19 Shift: Day Additional Shift: Days (First) 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: Rusk State Hospital Job Location City: RUSK Job Location Address: 805 N DICKINSON DR
Other Locations:
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 ten psychiatric hospitals, two 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.
Program Specialist III, under the functional title as Coordinator of Health Information Management (HIM) works in the Medical Records Department and reports directly under the supervision of the Director of Health Information Management with moderate latitude for use of initiative and independent judgment. Work involves ensuring the quality, accuracy, completion, accessibility, and security of both paper and electronic medical record documentation. Primary function is assisting in the management of electronic health records. Serves as EHR Site Manager in review of Avatar changes, updates and needed interface with facility staff of implemented changes. Provide oversight of patient-related data entry to Avatar and CARE. Also, Facility Automation Manager (FAM) backup. Manages forms control. Modifies and creates Business Object reports. Tracks annuals for timeliness. Assists with implementation, methods and systems used in the HIM Department to ensure that medical records and patient data systems are accurate, timely and complete. Work habits and products support survey readiness, performance improvement and general hospital regulatory activities. Supports the mission and vision of the facility. Must understand that the duties, location of work and shift pattern are subject to change as determined by administration in order to meet department and hospital needs. Must understand that the duties may include exposure to blood or other potential infectious materials. Employee 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.
Essential Job Functions (EJFs):
Attends work on a regular basis and may be required 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.
Assists with the daily administration and management of the facility’s electronic heath record system. Monitors system operations, coordinates user access and workflow needs, troubleshoots documentation issues, and works with facility departments and central administration to support accurate, efficient, and secure electronic health record purposes. Provides guidance and technical assistance to staff regarding electronic documentation requirements and proper system use.
Provide oversight of patient-related data entry to Avatar and CARE to ensure information is accurate, complete, and entered within required timeframes. Identifies and assists with correcting data discrepancies and communicates concerns to the appropriate department. Serves as back up Facility Automation Management ( FAM) and assists with coordinating system access, technology-related requests and operational issues affecting facility issues.
Ensures the quality, accuracy, completeness, accessibility, confidentiality, and security of paper and electronic medical records. Reviews documentation practices for compliance with applicable laws, regulations, accreditation standards, agency policies, and facility procedures. Works with department to resolve documentation deficiencies and protect patient health information from unauthorized access, use or disclosure.
Serves as EHR Site Manager in review of electronic medical record changes, updates and needed interface with facility staff of implemented changes. Coordinates implementation of approved changes, communicates system updates to affected staff, and provides education or technical guidance to promote consistent use of the electronic health record.
Processes system access documentation for newly hired, transferring, separating, and terminating employees. Coordinates the establishment, modification, or removal of access to LAN, Avatar, MediMAR, Business Objects, CARE, and other assigned systems. Verifies that access is appropriate for the employee's position and ensures access is removed promptly when no longer authorized or required.
Conducts routine and special audits of electronic medical record documentation to evaluate accuracy, completeness, timeliness, and compliance with established requirements. Monitors electronic health record access for unauthorized or inappropriate activity, document findings, communicates identified concerns, and assists departments with corrective actions and follow-up monitoring.
Participates in assigned facility committees, work groups, meetings, and special projects involving health information management, electronic health records, data quality, privacy, compliance, or facility operations. Represents the Health Information Management Department and provides requested information or recommendations. Performs designated administrative responsibilities in the absence of the HIM Director.
Manages facility forms-control request to promote consistency, accuracy, and compliance with agency and facility requirements. Review requests for new or revised forms, coordinates required approvals, maintains current versions, communicates approved changes, and assists with removing outdated or unauthorized forms from use.
Develops, modifies, validates, and maintains Business Objects and Crystal Reports to support operational, clinical, regulatory, and administrative reporting needs. Collects and analyzes data, verifies report accuracy, troubleshoots reporting issues, and provides requested information to facility leadership, departments, and central administration.
Plans, assigns, prioritizes, and monitors the work of assigned staff. Provides training, technical guidance, and ongoing support regarding job responsibilities, electronic health record processes, documentation standards, system access, privacy, and facility procedure. Reviews completed work for accuracy and timeliness, addresses performance concerns, and promotes effective communication and teamwork.
Knowledge, Skills and Abilities (KSAs):
Knowledge of regulations pertaining to medical/legal records including HIPAA privacy statutes, record retention schedules, accreditation compliance, PHI, de-activation laws, subpoenas, patient record flow, and confidentiality laws
Knowledge of electronic health records systems
Knowledge of medical and pharmacology terminology
Knowledge of Business Objects and Crystal Reports
Skills in verbal and written communication
Skills in planning and organizing
Skills in critical thinking and problem solving
Skills in using computers and applicable software (e.g. Microsoft Suite)
Ability to use reference materials
Ability to work as a team player
Ability to supervise and provide guidance to staff with work related questions
Ability to create, complete, and update accurate reports, policies, and procedures
Demonstrates workplace professionalism, ethics and values consistent with the HHSC agency and RSH’s mission statement
Registrations, Licensure Requirements or Certifications:
None
Initial Screening Criteria:
Minimum of 1 year of medical records experience
Minimum of 1 year working with MS Office programs
Preferred experience with Crystal Report and Business Objects
Preferred experience with pulling queries for information
Preferred experience with writing policies and procedures
Additional Information:
Salary Note: The salary offered will follow HHS HR Policy starting salary guidelines which are typically made at or near the minimum of the salary range. For internal applicants, there can be limitations in consideration of applicant’s current classification and salary and is dependent upon available budget. Note: For program areas that have an approved market rate, the starting salary is considered the minimum of the market rate.
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, and HHS OIG list of Excluded Individuals/Entities. 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 and Terrell 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 of 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.
If you need assistance completing the online application, contact the HHS Employee Service Center at 1-888-894-4747. 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.
