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Data Entry Specialist

Data Entry Specialist

Haitian Centers Council IncNew York, NY, US
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Job Description

Job Description

Benefits :

  • Group Life Insurance
  • Voluntary Insurance Plans
  • EAP
  • Public Service Loan Forgiveness- qualfied employer
  • Dental insurance
  • Health insurance
  • Opportunity for advancement
  • Paid time off
  • Parental leave
  • Training & development
  • Wellness resources

Data & Evaluation Coordinator

PURPOSE OF POSITION

The Data Evaluation Coordinator is responsible for managing data collection, data entry, analysis, and reporting to support program evaluation, compliance, and program effectiveness. This role ensures that data systems are accurate, efficient, and aligned with performance metrics to measure program impact and improve service delivery. The coordinator ensures timely and accurate documentation in compliance with program requirements, funder regulations (PHS / NYCDOH, Ryan White, etc.), and internal quality assurance protocols.

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

RESPONSIBILITIES

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

1. Data Management & Reporting

  • Develop and maintain data tracking systems for mental health and HIV program performance, client outcomes, and service utilization.
  • Collect, input, and validate data from multiple sources, ensuring accuracy and compliance with funding requirements (e.g., Ryan White, Medicaid, NYS OMH, HRSA).
  • Ensure all client data is securely stored and managed per confidentiality and regulatory guidelines (HIPAA, 42 CFR Part 2, OMH reporting standards).
  • Accurately input client demographics, case notes, service utilization, and program-related data into Electronic Health Records (EHR), funder databases (e.g., eSHARES and AIRs,), and internal tracking systems.
  • Ensure all required documentation is complete, error-free, and submitted within designated timeframes.
  • Maintain up-to-date client records, including intake forms, progress notes, referrals, and discharge summaries.
  • Ensure timely and complete data entry for intakes, assessments, service utilization, case notes, and program deliverables.
  • Review and reconcile discrepancies in client records and service reports to ensure data integrity.

    • 2. Program Evaluation & Reporting

  • Analyze program data to assess trends, treatment adherence, mental health outcomes, viral load suppression rates, and service engagement.
  • Prepare reports for funders, program managers, executive leadership, and regulatory agencies to meet reporting requirements (e.g., PHS, OMH etc.).
  • Develop and manage databases, dashboards, tracking systems, data visualizations, and presentations to communicate key findings to internal teams and external stakeholders.
  • Support quality improvement (QI) initiatives by identifying trends and gaps in service delivery.
  • Assist with developing and monitoring key performance indicators (KPIs) for program effectiveness.
  • Assist in preparing reports for funders, audits, and internal performance reviews.

    • 3. Data Quality & Compliance

  • Ensure data accuracy, completeness, and adherence to HRSA Ryan White, HIPAA, and other regulatory standards.
  • Conduct routine quality checks to ensure compliance with funder reporting guidelines.
  • Assist in preparing monthly, quarterly, and annual reports for program tracking and evaluation.
  • Conduct routine data quality checks and correct errors to improve accuracy.
  • Promote a data-driven culture by helping staff understand and use data.

    • 4 . Coordination & Support

  • Work closely with therapists, case managers, clinicians, and outreach teams to verify service documentation and ensure accurate data collection and reporting.
  • Support the Clinical Director and Clinical Supervisor in compiling reports for audits, funder reviews, and internal assessments.
  • Participate in team meetings and trainings to stay updated on data management best practices.

    • 4. Administrative & Technical Support

  • Assist with organizing and maintaining electronic and physical files for program documentation.
  • Support the development of data tracking tools and templates as needed.
  • Provide basic technical assistance to staff on data entry procedures.
  • Support the Quality Improvement (QI) team in conducting chart reviews and compliance checks.
  • Collaborate with staff to ensure accurate documentation of services and work closely with them to understand data needs.
  • Work with IT and database administrators to troubleshoot data-related issues.
  • Participate in meetings, training sessions, and funder audits as needed.

    • QUALIFICATIONS

  • Associates degree or equivalent in Health Information Management, Data Management, Social Services, Public Health, or a related field required. Bachelors degree preferred.
  • 1-2 years of experience in data entry, administrative support, or records management, preferably in a healthcare, behavioral health, or nonprofit setting.
  • Experience working with HIV / AIDS services, behavioral health, or social services programs is a plus.
  • Proficiency in Microsoft Office (Excel, Word, Outlook) and data entry and analysis systems.
  • Experience using Electronic Health Records (EHR) systems and funder databases (AIRS, eSHARES, or similar platforms) is preferred.
  • Strong understanding of HIPAA compliance, data security, and other confidentiality regulations for mental health and HIV-related services.
  • Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
  • Ability to interpret and communicate clinical and social service data to diverse stakeholders
  • Strong problem-solving skills and attention to detail.
  • Excellent organizational and time-management skills.
  • Ability to work independently and collaboratively with program staff.
  • Knowledge of HIV prevention, treatment, and care models, including PrEP, U=U, and harm reduction
  • Must be able to pass a background check
  • Passion for HCCs mission.
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