Location: Hattie Mae White
Department: Medicaid - A
Area:District Wide
Contract Months:12
Salary Range: $75,000.00 – $95,000.00
Academic Year: 26-27
The Coordinator 1 – Client Medicaid Services is essential to the smooth and efficient operation of the department. This role manages administrative tasks, maintains records, facilitates communication, and provides support to both team members and stakeholders. The Coordinator serves as the primary point of contact for the client district, supporting the implementation of the SHARS program, and special education data management systems. The Coordinator responds to inquiries from superintendents, CFOs, special education directors, principals, managers, and SHARS providers, and providing data to enhance collaboration among stakeholders.
Additionally, the Coordinator ensures each client district meets Medicaid compliance requirements, oversees account management and aging, and monitors, analyzes, and coordinates operations to maximize Medicaid revenue while maintaining full adherence to state and federal regulations. Through these efforts, the Coordinator 1 – Client Medicaid Services plays a critical role in promoting departmental efficiency, compliance, and overall success.
1. Serves as the primary liaison for client districts, including all large districts, supporting operations and ensuring smooth program implementation. Coordinates, monitors, and enforces compliance with medical claiming and SHARS policy guidelines. Analyzes daily operations, resolves issues, and prioritizes assignments to maintain efficiency. Provides training to district administrators, clinicians, and health and related service providers on the eSHARS system, Medicaid regulations, and audit compliance. Oversees SHARS program development by planning, coordinating, facilitating meetings, and managing follow-up actions.
2. Regularly travels across Texas to deliver training and provide guidance on Medicaid program policies, regulations, and the eSHARS system. Collaborates with districts to assess infrastructure, review ongoing operations, and evaluate cloud-based data systems and support services to optimize Medicaid revenue and ensure program compliance. Assists new client districts by developing the infrastructure needed to implement school-based Medicaid programs effectively.
3. Serves as the primary point of contact for client district stakeholders, assisting with communications from district senior leadership in response to inquiries from the Board of Education, employee associations, employees, partner organizations, and other requesters. Coordinates and supports the resolution of client district concerns by investigating issues, collaborating with relevant teams, implementing effective solutions, and ensuring timely follow-up. Provides guidance, resources, and training to prevent recurring challenges, enhance client satisfaction, and maintain records to inform process improvements, all while ensuring compliance with district, state, and federal regulations and policies.
4. Regularly engages with client districts through on-site visits and other interactions to gather feedback on program impact and needs. Acquires, compiles, and analyzes operational data to ensure infrastructure effectiveness and compliance with district, state, and federal policies. Conducts client district program audits as needed and provides comprehensive support on SHARS program matters and routine administrative tasks as directed by senior leadership.
5. Facilitates effective communication with the technology team regarding reported issues and system bugs, including reproducing errors, supporting system testing, and participating in quality assurance activities prior to software production releases. Additionally, analyzes district data and collaborates with third-party vendors to research and resolve technical data issues.
6. Prepares and files required reports to ensure client districts compliance with state and federal Medicaid requirements, including mission-critical Medicaid, SHARS Cost Reports, Certification of Expended Funds (COEF) and Maintenance of Effort (MOE) compliance to USHHS Office of Inspector General (OIG) disclosures.
7. Prepares and files required reports to ensure client districts compliance with state and federal Medicaid requirements, including mission-critical Medicaid, SHARS Cost Reports, Certification of Expended Funds (COEF) and Maintenance of Effort (MOE) compliance to USHHS Office of Inspector General (OIG) disclosures.
8. Provides guidance and support to leadership while assisting administrative staff across departments in coordinating and managing administrative and operational functions. Supports revenue maximization by overseeing client district eSHARS uploads, prescriptions, state-required competency training, service log tracking, error report resolution, and maintenance of participant lists for the Random Moment Time Study (RMTS) while ensuring compliance with district, state, and federal regulations and policies.
9. Leads regular Medicaid compliance meetings, updating key stakeholders and addressing concerns, risks, and issues to ensure continuous adherence to program requirements. Supports client districts with SPED related compliance functions, including special education data management system integrations. Analyzes district-specific data to identify discrepancies and coordinates corrective actions while maintaining confidentiality and data integrity.
10 Cultivates strong relationships with client district stakeholders to enhance engagement, collaboration, and program success. Supports the planning and execution of marketing strategies for events, conferences, and campaigns, ensuring materials are timely, engaging, and aligned with department goals and district guidelines. Coordinates on-site event logistics, manages digital communications and social media content, and ensures all marketing materials meet department standards. Oversees project timelines, approvals, and deliverables, maintains internal and external communications, and prepares, updates, and implements Requests for Proposal (RFPs) for school-based Medicaid and related programs, and special education data management systems.
11. Performs other job-related duties as assigned.
Bachelor’s degree
At least 3 to 5 years
*Applicants who do not meet these work experience qualifications may be considered if they have a unique combination of education and work experience that indicate potential for success in this role.
Proficient in Microsoft Office Suite, RFP Watch, Web Master Software, social media platforms, and office equipment (e.g., computer, copier), with a strong understanding of account management principles, methodologies, and tools.
Work Leadership. Regularly provides team leadership to a group of two or more employees but does not have formal supervisory responsibility. Leading and directing is restricted to monitoring work and providing guidance on escalated issues. Most of work time is spent performing many of the same duties they are leading.
Work is substantially complex, varied and regularly requires the selection and application of technical and detailed guidelines. Independent judgment is required to identify, select, and apply the most appropriate methods as well as interpret precedent. Position regularly makes recommendations to management on areas of significance to the department. Supervision received typically consists of providing directions on the more complex projects and new job duties and priorities.
Participate in group plan and budget development by compiling and organizing relevant data and figures.
Decisions are made on both routine and non-routine matters with some latitude but are still subject to approval. Job is occasionally expected to recommend new solutions to problems and improve existing methods or generate new ideas.
Decisions have moderate impact to the facility/department or division, causing increased satisfaction or dissatisfaction; producing efficiencies or delays; promoting or inhibiting personal intellectual or professional development; and/or contributing to financial gain or expense. Errors may be serious, usually not subject to direct verification or check, causing losses such as improper cost calculations, overpayment or improper utilization of labor, materials or equipment. Effect is usually confined to the organization itself and is short term.
Regularly assesses and diffuses complex, and escalated customer issues. Takes personal responsibility and accountability for solving systemic customer service problems. Regularly explores alternative and creative solutions to meeting the needs of the customer within HISD's policies and guidelines.
Work includes travel approximately 85% of the time.
Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements.
Ability to carry and/or lift less than 45 pounds.
Houston Independent School District is an equal opportunity employer.
The Houston Independent School District is the largest public school system in Texas and the eighth largest in the United States. Its schools are dedicated to giving every student the best possible education through an intensive core curriculum and specialized, challenging instructional and career programs. HISD is empowers students to become critical thinkers, visionary leaders, and active contributors in their community, fostering a pathway to success for limitless opportunities in a competitive global landscape.
