EHR Admin & Data Coordinator

POSITION SUMMARY
This CTI Administrative Assistant will play a pivotal role in maintaining documentation systems, managing electronic health records (EHRs), supporting data reporting and billing processes, and ensuring efficient communication among team members and stakeholders. The Administrative Assistant will also assist in the implementation of digital technology to enhance client care and engagement, contributing to the overall effectiveness of the CTI program.
DUTIES, RESPONSIBILITIES, AND ESSENTIAL FUNCTIONS

• Manages and maintains accurate documentation within the Electronic Health Record (EHR) system, including referrals, assessments, and client encounters.

• Ensures all data input aligns with regulatory and program standards, including interoperability initiatives.

• Supports secure data submissions to the NYS OMH Platform via secure file transfer protocols (MFT, SFTP, etc.).

• Compiles and submits timely monthly reports to the Office of Mental Health, including outreach activities, service phases, discharge data, and performance indicators.

• Tracks key quality metrics such as housing stability, reduced psychiatric hospitalizations, emergency room utilization, and social determinants of health.

• Monitors contact data to ensure compliance with tiered billing standards (Levels 1–3 based on contact frequency).

• Coordinates documentation to support accurate monthly billing, including adherence to contact thresholds and allowable services.

• Tracks add-on service claims and ensure proper documentation for telehealth and collateral contacts.

• Assists the team in collecting, organizing, and reviewing data for quality assurance purposes.

• Supports initiatives linked to the State-funded quality improvement pool.

• Collaborates with the CTI team and agency leadership to regularly analyze program data to identify service trends, verify achievement of program goals, and evaluate service quality.

• Assists in preparing and maintaining documentation for CTI Self-Assessments conducted every 6 months and make results available for audits or upon request.

• Supports the development and implementation of corrective action plans based on data analysis, utilization review findings, and program assessments.

• Tracks the effectiveness of interventions and programmatic adjustments made in response to identified service gaps.

• Provides calendar management, meeting scheduling, correspondence, and clerical support to the CTI team.

• Organizes digital and physical files, prepare reports, and support interdepartmental communication.

• Coordinates scheduling for team meetings, trainings, and quality improvement sessions.

• Maintains confidential and organized program records that meet OMH regulatory and audit requirements.

• Assists with internal and external communication, including coordination with the Local Governmental Unit (LGU) and Director of Community Services (DCS), as required for oversight and cross-system collaboration.

• Supports CTI staff in maintaining compliance with all OMH reporting and documentation standards.

• Communicates with multiple community stakeholders, including the hospital systems, to obtain and provide information to assist in care coordination.

• Ensures that all required documentation (paper and electronic) is completed/processed/billed appropriately, in a timely manner, and meets quality and compliance thresholds.

• Performs other duties as assigned.
Responsibilities of All FREE Employees

• Always communicates in a respectful manner with all people including the people we support, supervisors, other valued team members, and members of the community.

• Complies fully with FREE’s confidentiality policies by holding in strictest confidence all information pertaining to members, residents,…