Data Specialist Aids Institute Programs
30 days ago
New York
Job DescriptionBenefits: • Dental insurance, • Flexible schedule, • Health insurance, • Opportunity for advancement, • Paid time off 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 documentationincluding intake forms, service encounter notes, progress notes, assessments, and outcome measuresis 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., • 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 bachelors degree in data management, Social Services, Public Health, or related field preferred., • 12 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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