Data Specialist - Aids Institute Programs
1 day ago
New York
Job DescriptionPURPOSE OF POSITIONThe Data Specialist is responsible for accurately entering, maintaining, and monitoring client and program data for HIV Prevention (MSA/TPSS and YMSM), and related services. This role ensures timely collection of service data, compliance with funder requirements (NYSDOH AIDS Institute), and adherence to HIPAA and internal QA/QI standards.The Data Specialist supports program performance, reporting accuracy, and quality improvement by ensuring data integrity across AIRS, EHR platforms, and internal databases. The position also supports staff with data documentation, reporting deadlines, and data-driven program evaluation. RESPONSIBILITIES The major responsibilities of this position include, but are not limited to: Data Entry, Data Collection & Documentation: • Accurately enter client demographics, HIV testing data, counseling notes, case notes, referrals, and service utilization data into AIRS, EHR systems, and internal trackers., • Ensure all documentation—including intake forms, service encounter notes, progress notes, assessments, and outcome measures—is complete and submitted within required timeframes., • Maintain HIV testing temperature logs and ensure accurate tracking of pre- and post-test counseling activities., • Ensure timely data entry for service encounters, intakes, assessments, and program deliverables, preferably same day and no later than the same business week., • Review and reconcile discrepancies in data entries to ensure accuracy and completeness across all systems., • Review charts for completeness and missing documentation; follow up with staff to close gaps. Data Quality, Reporting & Compliance, • Ensure adherence to data quality standards for Aids Institute, Ryan White, HIPAA, and internal QI/QA guidelines., • Conduct routine data quality checks, support monthly AIRS data cleanup, reconcile errors, inconsistencies, and missing information, and AIRS utilities backup., • Prepare or support monthly, quarterly, and annual program reports, including AIRS, RCMR, EBP, progress reports, and narrative reports., • Ensure all required reporting deadlines are met:, • AIRS and program data entry and reporting: by the 10th of each month, • Assist in the preparation of Monthly narrative reports: by the 10th of each month, • Monitor data for trends, gaps, and performance indicators, support development of dashboards and data visualization tools for program monitoring., • Prepare monthly, quarterly, and annual reports for internal QA/QI, funders, and program performance dashboards., • Assist with chart reviews, internal audits, and funder monitoring visits., • Conduct monthly AIRS cleanup, utilities backup, and routine quality assurance checks., • Support the production and review of program reports., • Collect and enter Evidenced-Based Program (EBP) group data, attendance sheets, pre-post-surveys, and outcome evaluations.Program Coordination & Team Support, • Collaborate with Program Manager, outreach staff, and all program staff to verify service documentation and ensure documentation is accurate and timely and resolve data issues., • Support the Program Manager, QI/QM staff, Executive Director, Associate Executive Director, and Fiscal Manager in preparing for audits, chart reviews, and funder site visits., • Participate in weekly supervision, Team meetings, monthly QA meetings, required trainings, required data management trainings, and other meetings as assigned., • Provide basic training to staff on data entry requirements, documentation standards, and reporting guidelines., • Assist clinical and administrative leadership in preparing documentation for audits and quality assurance purposes., • Analyze data to identify trends, gaps, and program improvement opportunities., • Document linkage to HIV medical care for newly identified HIV-positive individuals., • Track follow-up outcomes and referral confirmations., • Support staff in ensuring all referral and linkage data is documented promptly and accurately.Administrative & Technical Support, • Maintain both electronic and physical client files in compliance with confidentiality, HIPAA, and agency policies., • Assist in creating and improving data tracking tools, logs, templates, used for QI, and performance monitoring sheets., • Provide basic technical support and training to staff regarding data entry procedures, documentation standards, and reporting requirements., • Assist with compiling documentation for QI/QA processes, audits, and internal compliance checks., • Maintain secure, organized, and HIPAA-compliant electronic and paper records., • Support development of data tools, tracking templates, and dashboards and performance monitoring., • Troubleshoot data issues in collaboration with IT, EHR vendors, and program leadership., • Help develop tools and systems for tracking HIV testing data, outreach numbers, and EBP outcomes. HIV Prevention Program Data Functions (Specific to MSA/TPSS/YMSM): • Support in-office HIV testing workflow by tracking all pre- and post-test activities., • Ensure accurate data collection for referrals to mental health, substance use, medical care, and other supportive services., • Work with staff to link newly identified HIV-positive clients to HIV primary care services and document linkage outcomes., • Collect and enter EBP group data (3MV), attendance sheets, pre- and post-surveys, and outcome evaluations., • Assist with capturing referrals for mental health, substance use treatment, primary care, STI testing, and PEP and PrEP navigation.Other Duties, • High School Diploma required, associate or bachelor’s degree in data management, Social Services, Public Health, or related field preferred., • 1–2 years of experience in data entry, administrative support, or records management in healthcare, behavioral health, HIV services, or nonprofit settings., • Experience with AIRS, eSHARE, EHR systems, or similar funder-mandated databases preferred., • Strong understanding of HIPAA, confidentiality, and data security protocols., • Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook) and able to manage multiple tasks with tight deadlines., • Strong attention to detail and ability to meet strict deadlines., • Ability to work independently and collaboratively., • Excellent attention to detail, organizational skills, and written/verbal communication., • Experience in HIV/AIDS services or behavioral health programs strongly preferred., • Knowledge of HIV testing protocols, confidentiality standards, and data security requirements., • Ability to work collaboratively with cross-departmental teams., • Must pass background check and support the mission of the organization.
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