Clinical Operations Care Coordinator

Job Posting Title :

Clinical Operations Care Coordinator

Hiring Department :

Department of Psychiatry

Position Open To : All Applicants

Weekly Scheduled Hours :

40

FLSA Status : Exempt

Earliest Start Date :

Immediately

Position Duration :

Expected to Continue Until Aug 31, 2026

Location : AUSTIN, TX

Job Details : General Notes

The Texas Child Health Access Through Telemedicine (TCHATT) Clinical Operations Care Coordinator will work as part of an interdisciplinary, team-based program that cares for patients enrolled in the TCHATT program at Dell Medical School. TCHATT provides telemedicine or telehealth programs to school districts to help identify and assess the behavioral health needs of children and adolescents and provide access to mental health services.

This is a state-funded position sponsored by the Texas Child Mental Health Care Consortium (TCMHCC). TCMHCC was created by the 86th Texas Legislature to leverage the expertise and capacity of the health-related institutions of higher education to address urgent mental health challenges and improve the mental health care system in this state in relation to children, adolescents, and perinatal women.

A flexible working arrangement agreement can be accommodated based upon the needs of the program and with supervisor approval. This position may require occasional work on-site for some of the scheduled work week. Remote work will require reliable internet access and a suitable private workspace free from distractions.

This position has an end date of 8 / 31 / 2026 , but may be renewable based upon availability of funding, work performance, and progress toward goals. Funding is expected to continue.

Purpose

The Clinical Operations Care Coordinator will help children and families navigate through the TCHATT program, assist in connecting them to providers in the community if needed, and maintain confidentiality of information in all aspects of care. This position will also be responsible for creating patient charts and scheduling and managing telehealth appointments for patients in electronic health records. The Clinical Operations Care Coordinator will collaborate with internal and external stakeholders to provide excellent customer service while adhering to department standards and develop sustainable pathways for referrals and enhancing processes.

Responsibilities

Work in an interdisciplinary model alongside pediatric psychiatrists, psychologists, other licensed mental health professionals, and operational staff to support students and families, helping them navigate treatment recommendations and clinical care.

Gather relevant clinical background and referral information to create client charts in the electronic health records, ensuring accuracy in entering and documenting protected health information.

Support families who need extra assistance, especially those facing language barriers or difficulty accessing virtual telehealth services, via phone, email, or during clinical visits.

Ensure accuracy in entering and documenting protected health information and follow workflows and processes closely to avoid error and ensure efficiency.

Complete documentation in the clinical record related to interaction with individuals served, families, and other service providers in an accurate and timely manner, and in accordance with professional ethics and with both federal and state regulations.

Act as a liaison to all stakeholders, supporting customer service needs including scheduling, rescheduling, referrals, records management and requests, and questions related to TCHATT services.

Work with care coordinators, supervisors, and clinicians to avoid scheduling conflicts and ensure accurate appointment information and patient data is managed appropriately.

Coordinate with TCHATT professionals, schools, and families to minimize obstacles and enhance both patient and provider satisfaction.

Facilitate effective student transitions to community organizations for long-term care, if needed.

Complete appointment confirmation calls, ensuring patients attend their appointment, and support with rescheduling requests.

Respond to stakeholder inquiries and requests in a timely manner via phone, text, email, virtual calls, and other program platforms.

Oversee internal and external communication related to patients' clinical services, discharge plans, and school collaboration among team members, patients, guardians, and school staff.

Support team members in disseminating appropriate referral information.

Document information in the electronic medical record. Collaborate with graduate assistants and / or interns to maintain a community resource database for external referrals, locating student referrals and problem-solving complex cases.

Follow policies around documentation standards and timelines, processing internal and external requests, and identify solutions to issues or complications that may arise related to patient care.

Develop and deliver TCHATT trainings for new hires and school staff. Additionally, perform other duties and special projects as assigned.

Required Qualifications

Bachelor's degree in social work, psychology, education, or a related field. Three (3) years of professional experience working in a health care or educational (preferably K-12) setting.

Excellent oral and written communication skills.

Proficiency in electronic systems including, but not limited to, Google Suite, Trayt, Slack, Athena, Calendly.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Master's degree in social work, psychology, education, or a related field. Knowledge of managed care, medical terminology, patient referral processes, claims, CPT coding, and educational practices supporting mental health and social emotional learning.

Experience working with pediatric behavioral and mental health patient populations in medical, mental health, educational, or related settings.

Experience developing, refining, and evaluating patient care plans or student education plans.

Able to prioritize, plan, communicate effectively with an interdisciplinary team, respond to multiple requests in a limited time frame, and handle multiple tasks / demands simultaneously.

Demonstrated ability to be flexible and adaptable to change. Bilingual (English / Spanish) language proficiency.

Salary Range

$45,000+ depending on qualifications

Working Conditions

May work around standard office conditions

Repetitive use of a keyboard at a workstation

Use of manual dexterity

Occasional weekend, overtime, and evening work to meet deadlines

Required Materials

Resume / CV

3 work references with their contact information; at least one reference should be from a supervisor

Letter of interest

Important for applicants who are NOT current university employees or contingent workers : You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers : As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Employment Eligibility :

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion / transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility :

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks :

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer :

The University of Texas at Austin, as an equal opportunity / affirmative action employer ,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency :

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

Employment Eligibility Verification :

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify :

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following :

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance :

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031 .

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.