What are the responsibilities and job description for the Medical Clinic Scheduler position at Health & Human Services Comm?

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 Clinic Scheduler
Job Title: Administrative Asst III
Agency: Health & Human Services Comm
Department: Central Client Transportation
Posting Number: 15633
Closing Date: 04/20/2026
Posting Audience: Internal and External
Occupational Category: Office and Administrative Support
Salary Range: $2,953.25 - $4,365.66
Pay Frequency: Monthly
Salary Group: TEXAS-A-13
Shift: Day
Additional Shift:
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: Mexia State Supported Living Center
Job Location City: MEXIA
Job Location Address: 540 CHAPEL DRIVE
Other Locations:
MOS Codes: 0100,0111,0170,3372,3381,4430,6046,15P,3F5X1,420A,42A,56M,68G,741X,8A200,AZ,LS,LSS,MC,PERS,PS,RP,SN
YN,YNS

Brief Job Description:

Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence.

The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state. Learn About Our State Supported Living Centers

If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you!

The Medical Scheduler coordinates and schedules all outside medical appointments or treatments for the facility. Maintains or creates various tracking systems to track consents, surgery approvals, appointment requests, records requests, records receipt, follow-up visits, and scheduled appointments. Coordinates with Medical Staff providers to ensure all appropriate orders are entered in the electronic medical record including special instruction for appointments and notifies patient’s unit/home of the special instructions before the appointment. Communicates appointment information with various departments within the facility to ensure staffing and transportation needs in accordance with facility policy and procedure. Assembles all information included in scheduling packets and trip packets. Processes return packets from outside providers and follows up as needed to complete. Processes and tracks information for surgery approvals prior to procedure including obtaining price of procedure from surgeon and surgical facility, if needed. Compiles and maintains a current provider list of providers accepting patients including all pertinent information needed to request an appointment, obtain medical records and consents from the provider office, and documentation of provider’s contracting status with the facility. Maintains a list of the location of new providers willing to treat facility patients. Trains and monitors the support staff designated as back-up to the scheduler including the development of training materials and reports any issues to the staff’s supervisor. Fields all inquiries about appointments, consults, trip validity, consents, or any other requested information from various departments within the facility in a courteous and timely manner and maintains good rapport and working relationships with all areas of the facility. Acts as support and cross-trains for other duties as need or directed by the scheduler’s supervisor. Works under limited supervision with moderate latitude for the use of independent judgment in completion of duties.

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 or overtime in accordance with agency leave policy and performs other duties as assigned.

Coordinates and schedules all appointments with outside medical offices and hospitals. Compiles the initial scheduling request packets with appropriate medical data, patient demographics, insurance or billing information, consents to treat, and orders. Reviews all return paperwork for follow-up visits or further testing / specialist care tracking to verify that all follow-ups and testing are scheduled in a timely manner.

Maintain or develop (as needed) tracking systems to track consents, surgery approvals, appointment requests, records requests, records receipt, follow-up visits, and scheduled appointments.

Coordinates with the medical providers to make sure all appropriate orders for outside appointments are entered in the appropriate database including any special appointment instructions.

Communicates appointment information with various departments within the facility. Includes: Notifying medical providers, psychiatry, Qualified Intellectual Disability Professionals (QIDP), social workers, nurses, staffing, Clients Rights, and any other necessary departments about initial appointments, any appointment reschedules or cancellations and the reason, and any patient refusals. Notifies appropriate person of transportation needs including early notification of overnight or nonstandard appointments.

Assembles the outside referral packet that accompanies each patient to an outside appointment at least a day in advance of the appointment and notifies designated person when complete.

Processes return packets from outside providers. Paperwork must be reviewed, and any follow-up notification must be tracked for appropriate orders / scheduling. Requests for additional testing / labs must be tracked and faxed back to the requesting office when completed. All copies of return information must be maintained and reviewed to ensure correct orders have been entered and the appointment / consult information is entered into the electronic record system.

Requests and tracks consult reports from patient appointments. Requests, tracks, and documents in the appropriate database all attempts to obtain outside provider consult reports within the timeframes designated by facility policy and procedure.

Processes and tracks information for surgery approvals including obtaining surgical consents to treat, procedure and diagnosis codes and estimated surgeon’s fee from the specialist office. Obtains estimated hospital/anesthesia fees from the hospital, projected length of patient stays and verifies insurance or Medicaid benefits when needed.

Compiles and maintains outside provider contact list. List must be maintained and updated / corrected as necessary. The scheduler may be also required, on a limited basis, to locate a provider not currently on the contact list to provide patient care including referring the provider, as needed, to the appropriate person for contract negotiations.

Trains and monitors any support staff designated as back up to the position. Includes development of training materials as needed, ability to adequately explain the various tracking systems and processes, understanding policy and procedures, and ability to monitor work for accuracy and correct as needed.

Responds to all requests for reports or verification of trip status from both Medical Records and the department responsible for reimbursement. The scheduler is required to forward the reports from the patient’s electronic chart or request the records if not available. The scheduler is required to research and respond to accounting about the validity of the charges based on trip description, services billed, and can include verifying the charges are being billed as the correct patient.

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 office practices and procedures.

Skill in the use of standard office equipment and software.

Skill in using in Microsoft Office application.

Ability to implement administrative procedures; to interpret rules, regulations, policies, and procedures; to communicate effectively; and to train others.

Ability to develop and implement tracking systems.

Ability to establish and maintain effective working relationships with the public as well as supervisors, co-workers, and various departments within the facility in a pleasant and timely manner.

Knowledge of HIPAA standards and facility privacy policy regarding electronic communication formats.

Knowledge of ICD-10 Codes and HCPCS procedure codes is preferred

Knowledge of Insurance/Medicaid verification policies and procedures is preferred

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

High school diploma or equivalent.

Administrative assistant or clerk experience.

Medical scheduling experience is preferred.

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 Aide, Medication Aide and Employee Misconduct and HHS List of Excluded Individuals/Entities (LEIE).

Males between the ages of 18 – 25 must be registered with the Selective Service.

All State Supported Living Center Employees are subject to Random Drug Testing.

Flexibility in work hours may be required for this position. The position may be required to work overtime and/or extended hours. Must be willing to work weekends and holidays.

All applicants must be at least 18 years of age to be considered for employment at a state-operated facility.

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.

Salary : $2,953 - $4,366

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