Administrative Asst Iii (Hearings Coordinator)

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 HSCS is comprised of nine 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 that is recovery-oriented and science-based. Whether in a direct-care or support role, your contribution will make a difference in the life of a Texan.
The Hearings Coordinator/Administrative Assistant III works Monday to Friday, 8:00 AM to 5:00 PM in the Admissions and Commitments Department.
The Hearings Coordinator coordinates, prepares and disseminates information establishing telecommunications for videoconferencing connections for court hearings. Ensures all forms for re-commitment, compelled medication orders and payment information is accurate, complete and disseminate appropriately according to committing court, program staff, physician, ad litem, attorney, etc. Processes court documents and Patient Admission packets in a timely manner. The Hearings Coordinator will assist with Bench Warrants, Recommitments and the Dangerousness Review Board. The Hearings Coordinator works under the general direction and supervision of the Director of Admissions & Commitments.
Essential Job Functions
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Processes court paperwork in compliance with the Code of Criminal Procedure.
Processes paperwork for patient admissions that includes running CARE histories, patient demographic, AvatarPM data entry, card file, and Admissions Bulletin Board posting outlining the admission schedule.
Will coordinate each application for commitment change and/or medication hearing with the respective appropriate court. Close attention should be paid to which court is the appropriate court to hear the case albeit the local county court (for courtesy hearings) or the respective committing court.
Coordinates all aspects of telecommunications videoconferencing; including scheduling court dates among all stakeholders, notifying all necessary stakeholders of relevant information, and providing for a smooth and efficient process.
Ensures all forms for re-commitment, compelled medication orders and payment information is accurate; complete and disseminated appropriately according to committing court, program staff, physician, ad litem and district attorney,; maintaining records and data entry for such.
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. Is a QIT member and maintains all meeting agendas and minutes.
Establish ad litem services coordination. Will be available as needed to meet with the patient and the ad litem. Will work with the committing court, hospital staff, and local attorneys to ensure a smooth process and all information is appropriately disseminated.
Prepares, edits and distributes correspondence, reports and forms related to hearings coordination, as well as interpreter services for hearings.
Provides backup coverage for the Dangerousness Review Board Liaison, the Deputy Court Coordinator and the Data Entry Operator as needed. Provides assistance to DRB monthly, as needed.
Serves as a notary for the ad litem and notarizes waivers (i.e. patients waiving their right to appear in court). Will disseminate an updated list following the meeting of patients/staff that will not need to attend the hearings.
Knowledge Skills Abilities
Knowledge of relevant state laws and regulations governing admissions to state hospitals.
Knowledge of admission guidelines for programs on the Maximum Security Unit.
Knowledge of legal processes governing commitment and medication hearings for state hospital patients.
Skills in communication, both in writing and orally.
Skills in organizing, record keeping and data entry.
Ability to work effectively with both internal and external stakeholders to accomplish the Admission Department's mission.
Registration Or Licensure Requirements
N/A
Initial Selection Criteria
Graduation from an accredited high school or equivalent.
Two (2) years' experience working in a psychiatric hospital preferred.
Experience In AFP And MSU Admissions Guidelines Is Preferred.
Experience working with the court system preferred.
Experience with the Microsoft Suite, with an emphasis in Excel and Word preferred.
Experience In RAD, Teams, Zoom And Webex Preferred.
All areas of application must be complete.
Additional Information
Requisition Number 565357
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.
Salary Note: The salary offered will follow HHS starting salary guidelines which are typically made at or near the posted minimum of the salary range.
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 patients. 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.
MOS Code
Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include: 42A, YN, 0111, 3A1X1. For more information see the Texas State Auditor’s Military Crosswalk at http://www.hr.sao.state.tx.us/Compensation/JobDescriptions.aspx.
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HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
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In compliance with the Americans with Disabilities Act (ADA), HHS 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.