Full-time Description
The
Data Entry Specialist
is responsible for accurate and timely entry of client-level and service-level data to support Ryan White Care Coordination reporting and contract deliverables. This role enters required data into funder reporting systems, including eSHARE, and supports data quality processes by verifying completeness, identifying discrepancies, and coordinating corrections with Care Coordinators, Patient Navigators, and program leadership. The Data Entry Specialist helps ensure that reported services are supported by complete documentation in the program’s internal chart and GMHC’s data systems.
Essential Job Functions The Data Entry Specialist will be responsible for the following duties:
Funder Reporting Data & Data Quality
Maintain accurate and timely data entry in electronic health record (EHR) systems, including eShare, TREAT, and AWARDS, ensuring that all client interactions, services provided, and referrals are properly documented.
Transcribe demographic, intake, assessment, and reassessment information from internal systems, paper forms, and electronic records into eSHARE for DOHMH and Public Health Solutions programs, as applicable.
Manage eSHARE data entry responsibilities using a SQL-generated Data Entry form and follow established procedure to ensure accuracy and consistency.
Identify, troubleshoot, and resolve data entry issues, including missing information, data inconsistencies, or system errors, and elevate issues as needed.
Conduct routine data checks to support reporting readiness and ensure that required data fields and documentation are complete before submission.
Internal Systems Documentation Support
Enter and maintain participant enrollment and service tracking information in internal charts and tracking systems, including TREAT and AWARDS, in accordance with program timelines.
Coordinate with Care Coordinators and Patient Navigators to obtain missing documentation or clarifications needed to support reporting and data quality standards.
Maintain organized electronic files and tracking logs to support audits, monitoring, and internal quality assurance processes.
Confidentiality, Compliance & Professional Practice
Maintain confidentiality and comply with applicable privacy and confidentiality requirements, including HIPAA and New York State Public Health Law Article 27-F, by securely handling and storing sensitive client information.
Participate in trainings and professional development opportunities, as directed by the supervisor, to enhance skills and knowledge in data quality, reporting systems, confidentiality, and program procedures.
Assist with continuous quality improvement, audits, initiatives, and other special projects as assigned by supervisor.
Perform other duties as assigned.
Requirements Special Skills and Knowledge Required Skills
Experience in data entry and data management, including maintaining accuracy across high-volume workflows.
Detail oriented with excellent organizational skills and strong attention to deadlines.
Ability to maintain focus on repetitive tasks and follow established data entry procedures consistently.
Strong written, oral, and interpersonal communication skills to coordinate with program staff and resolve data discrepancies.
Excellent written, oral and interpersonal skills.
Strong computer skills, including advanced proficiency with Microsoft Excel.
Preferred Skills
Previous experience entering data into eSHARE, AIRS and/or internal electronic health record and tracking systems.
Experience supporting reporting deliverables for contract-funded or grant-funded programs.
Education and Certification
High School Diploma, G.E.D., or H.S.E. or equivalent required.
Technical Skills The ideal candidate should have the following technical competencies to effectively manage case documentation, reporting, and client services:
Familiarity leveraging Office 365's comprehensive suite of cloud-based collaboration tools, which enhances organizational efficiency and streamlines workflow across multiple platforms.
Intermediate Proficiency in MS Office Applications including Word, PowerPoint, and Outlook, complementing advanced Excel capabilities. This proficiency supports efficient document creation, data presentation, and email management.
Experience using electronic health record systems and internal tracking systems, including TREAT and AWARDS, is preferred.
Comfort working with structured data entry tools, including SQL-generated forms, and applying standardized procedures for consistent data entry.
Work Environment and Schedule This Is a Hybrid Position Requiring a Mix Of
In-office duties, such as team meetings, training, and data entry and documentation review.
Remote work, as determined by the supervisor based on program needs.
Participation in the annual AIDS Walk New York event is mandatory for all GMHC staff.
Physical Demands While Carrying Out The Responsibilities Of This Role
Travel & Mobility: Occasional movement within the office setting may be required.
Physical Activity: Occasional lifting or carrying of materials (typically up to 25 pounds), including office or computer equipment, may be required.
Sitting/Standing: Ability to sit for extended periods while completing data entry, documentation review, and administrative tasks, with intermittent standing as needed.
Communication: Regular participation in conversations is necessary, including speaking and actively listening to colleagues during meetings and one-on-one discussions.
Documentation: The ability to listen attentively and take detailed notes during meetings and other communicative sessions is crucial. This often requires a high level of focus and manual dexterity to write or type for prolonged periods.
Mental Effort: High focus and mental concentration are required to analyze data, solve complex problems, and develop effective solutions within tight deadlines.
GMHC is deeply committed to fostering an inclusive, racially and gender-diverse workplace. We believe that a wide range of perspectives and lived experiences contributes to a stronger, more compassionate organization and improves our ability to serve diverse communities. Working at GMHC requires a demonstrated commitment to equity, inclusion, and social justice, as well as an understanding of the issues impacting the full breadth of the communities we serve.
Salary Description $35,000-$45,000 per year (DOE)
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Data Entry Specialist
is responsible for accurate and timely entry of client-level and service-level data to support Ryan White Care Coordination reporting and contract deliverables. This role enters required data into funder reporting systems, including eSHARE, and supports data quality processes by verifying completeness, identifying discrepancies, and coordinating corrections with Care Coordinators, Patient Navigators, and program leadership. The Data Entry Specialist helps ensure that reported services are supported by complete documentation in the program’s internal chart and GMHC’s data systems.
Essential Job Functions The Data Entry Specialist will be responsible for the following duties:
Funder Reporting Data & Data Quality
Maintain accurate and timely data entry in electronic health record (EHR) systems, including eShare, TREAT, and AWARDS, ensuring that all client interactions, services provided, and referrals are properly documented.
Transcribe demographic, intake, assessment, and reassessment information from internal systems, paper forms, and electronic records into eSHARE for DOHMH and Public Health Solutions programs, as applicable.
Manage eSHARE data entry responsibilities using a SQL-generated Data Entry form and follow established procedure to ensure accuracy and consistency.
Identify, troubleshoot, and resolve data entry issues, including missing information, data inconsistencies, or system errors, and elevate issues as needed.
Conduct routine data checks to support reporting readiness and ensure that required data fields and documentation are complete before submission.
Internal Systems Documentation Support
Enter and maintain participant enrollment and service tracking information in internal charts and tracking systems, including TREAT and AWARDS, in accordance with program timelines.
Coordinate with Care Coordinators and Patient Navigators to obtain missing documentation or clarifications needed to support reporting and data quality standards.
Maintain organized electronic files and tracking logs to support audits, monitoring, and internal quality assurance processes.
Confidentiality, Compliance & Professional Practice
Maintain confidentiality and comply with applicable privacy and confidentiality requirements, including HIPAA and New York State Public Health Law Article 27-F, by securely handling and storing sensitive client information.
Participate in trainings and professional development opportunities, as directed by the supervisor, to enhance skills and knowledge in data quality, reporting systems, confidentiality, and program procedures.
Assist with continuous quality improvement, audits, initiatives, and other special projects as assigned by supervisor.
Perform other duties as assigned.
Requirements Special Skills and Knowledge Required Skills
Experience in data entry and data management, including maintaining accuracy across high-volume workflows.
Detail oriented with excellent organizational skills and strong attention to deadlines.
Ability to maintain focus on repetitive tasks and follow established data entry procedures consistently.
Strong written, oral, and interpersonal communication skills to coordinate with program staff and resolve data discrepancies.
Excellent written, oral and interpersonal skills.
Strong computer skills, including advanced proficiency with Microsoft Excel.
Preferred Skills
Previous experience entering data into eSHARE, AIRS and/or internal electronic health record and tracking systems.
Experience supporting reporting deliverables for contract-funded or grant-funded programs.
Education and Certification
High School Diploma, G.E.D., or H.S.E. or equivalent required.
Technical Skills The ideal candidate should have the following technical competencies to effectively manage case documentation, reporting, and client services:
Familiarity leveraging Office 365's comprehensive suite of cloud-based collaboration tools, which enhances organizational efficiency and streamlines workflow across multiple platforms.
Intermediate Proficiency in MS Office Applications including Word, PowerPoint, and Outlook, complementing advanced Excel capabilities. This proficiency supports efficient document creation, data presentation, and email management.
Experience using electronic health record systems and internal tracking systems, including TREAT and AWARDS, is preferred.
Comfort working with structured data entry tools, including SQL-generated forms, and applying standardized procedures for consistent data entry.
Work Environment and Schedule This Is a Hybrid Position Requiring a Mix Of
In-office duties, such as team meetings, training, and data entry and documentation review.
Remote work, as determined by the supervisor based on program needs.
Participation in the annual AIDS Walk New York event is mandatory for all GMHC staff.
Physical Demands While Carrying Out The Responsibilities Of This Role
Travel & Mobility: Occasional movement within the office setting may be required.
Physical Activity: Occasional lifting or carrying of materials (typically up to 25 pounds), including office or computer equipment, may be required.
Sitting/Standing: Ability to sit for extended periods while completing data entry, documentation review, and administrative tasks, with intermittent standing as needed.
Communication: Regular participation in conversations is necessary, including speaking and actively listening to colleagues during meetings and one-on-one discussions.
Documentation: The ability to listen attentively and take detailed notes during meetings and other communicative sessions is crucial. This often requires a high level of focus and manual dexterity to write or type for prolonged periods.
Mental Effort: High focus and mental concentration are required to analyze data, solve complex problems, and develop effective solutions within tight deadlines.
GMHC is deeply committed to fostering an inclusive, racially and gender-diverse workplace. We believe that a wide range of perspectives and lived experiences contributes to a stronger, more compassionate organization and improves our ability to serve diverse communities. Working at GMHC requires a demonstrated commitment to equity, inclusion, and social justice, as well as an understanding of the issues impacting the full breadth of the communities we serve.
Salary Description $35,000-$45,000 per year (DOE)
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