Data Entry Specialist

Benefits:

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Group Life Insurance

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Voluntary Insurance Plans

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EAP

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Public Service Loan Forgiveness- qualfied employer

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Dental insurance

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Health insurance

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Opportunity for advancement

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Paid time off

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Parental leave

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Training & development

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Wellness resources

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Data Entry Specialist

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PURPOSE OF POSITION

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The Data Entry Specialist is responsible for accurately and efficiently entering, maintaining, and updating client and program data to support the delivery of supportive counseling and behavioral health services for individuals living with HIV/AIDS (PLWHA). The specialist ensures timely and accurate documentation in compliance with program requirements, funder regulations (PHS/NYCDOH, Ryan White, etc.), and internal quality assurance protocols.

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The Data Specialist ensures accuracy, compliance, and efficiency in data entry, program reporting, and performance tracking to support program evaluation and service improvement.

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RESPONSIBILITIES

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The major responsibilities of this position include, but are not limited to:

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1. Data Entry, Collection, & Documentation·
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Accurately input client demographics, case notes, service utilization, and program-related data into Electronic Health Records (EHR), funder databases (e.g., eSHARE and AIRS), and internal tracking systems.·

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Ensure all required documentation is complete, error-free, and submitted within designated timeframes.

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Maintain up-to-date client records, including intake forms, progress notes, referrals, and discharge summaries

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Ensure timely and complete data entry for intakes, assessments, service utilization, case notes, and program deliverables.

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Review and reconcile discrepancies in client records and service reports to ensure data integrity

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1. Data Quality & Compliance
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Ensure data accuracy, completeness, and adherence to HRSA Ryan White, HIPAA, and other regulatory standards.

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Conduct routine quality checks to ensure compliance with funder reporting guidelines.

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Assist in preparing monthly, quarterly, and annual reports for program tracking and evaluation.

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Assist in preparing reports for funders, audits, and internal performance reviews.

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Conduct routine data quality checks and correct errors to improve accuracy.

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1. Coordination & Support
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Work closely with therapists, case managers, clinicians, and outreach teams to verify service documentation.

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Support the Clinical Director and Clinical Supervisor in compiling reports for audits, funder reviews, and internal assessments.

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Participate in team meetings and trainings to stay updated on data management best practices.

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1. Administrative & Technical Support
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Assist with organizing and maintaining electronic and physical files for program documentation.

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Support the development of data tracking tools and templates as needed.

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Provide basic technical assistance to staff on data entry procedures.

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Assist in developing dashboards, performance metrics, and data visualization tools for internal use.

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Support the Quality Improvement (QI) team in conducting chart reviews and compliance checks.

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Collaborate with case managers, clinicians, and outreach teams to ensure accurate documentation of services.

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Work with IT and database administrators to troubleshoot data-related issues.

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Participate in meetings, training sessions, and funder audits as needed.

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QUALIFICATIONS

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High school diploma or equivalent required; Associate’s or Bachelor’s degree in Health Information Management, Data Management, Social Services, or a related field preferred.

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At least 1-2 years of experience in data entry, administrative support, or records management, preferably in a healthcare, behavioral health, or nonprofit setting.

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Experience working with HIV/AIDS services, behavioral health, or social services programs is a plus.

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Proficiency in Microsoft Office (Excel, Word, Outlook, Teams) and data entry systems.

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Experience using Electronic Health Records (EHR) systems and funder databases (AIRS, eSHARE, or similar platforms) preferred.

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Understanding of HIPAA compliance, data security, and confidentiality regulations.

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Detail-oriented with excellent organizational skills.

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Ability to manage multiple tasks and meet deadlines in a fast-paced environment.

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Strong written and verbal communication skills.

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Ability to work both independently and collaboratively with program staff.

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Must be able to pass a background check

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Passion for HCC’s mission.