Records & Data Management Specialist 2026-01853

Records and Data Management Specialist

The Wyoming Life Resource Center is seeking a Records and Data Management Specialist to support the accurate, secure, and timely management of resident and employee health information. This position provides day-to-day support for the Electronic Health Record system; maintains electronic and paper records; assists with reporting, chart audits, scanning, document indexing, record requests, employee health files, and survey preparation; and helps staff follow established documentation and confidentiality requirements.

This position works closely with clinical, nursing, administrative, and Records staff to support continuity of care, survey readiness, regulatory compliance, and reliable access to essential health information.

Working for the State of Wyoming offers more than a paycheck. Our total compensation package includes:

• Comprehensive health, dental, and vision insurance
• Paid vacation, sick leave, FMLA, and holidays
• Retirement - Pension and 457(b) plans that help you build a secure future
• Flexible schedules and work-life balance options
• Meaningful work that makes a difference for Wyoming communities

Essential functions include:

• Assist the EHR team in supporting and maintaining electronic records in a manner aligned with WLRC organizational workflows.
• Gather, examine, analyze, and maintain information in the electronic data management system.
• Generate audit reports on a routine schedule.
• Receive and process requests as needed for federal and state surveys.
• Verify the legitimacy of requests for information and maintain confidentiality practices.
• File and keep an inventory of files. Prepare files for archiving.
• Recommend and implement operating policies and procedures.
• Serve as an advisor on medical records policies and consultant to facility staff.
• Participate in applicable committees.
• Evaluate staff use of inputting data into the electronic health record system.
• Recommend and implement corrective action on areas needing improvement and retention.
• Provide advice and guidance to a range of staff on all aspects of health records.
• Develop systems and procedures to provide data for internal analysis and external reporting.
• Other duties, as assigned.

Preferences may be given to applicants with three or more years of experience in official records and data management. Preference may also be given to candidates with experience in medical records, health information management, records management, long-term care, skilled nursing, developmental disability services, or a healthcare setting. Preference may be given to candidates who are highly proficient with Google Workspace, including Gmail, Google Drive, Google Docs, and Google Sheets, as well as shared electronic files, scanners, printers, document-management systems, Electronic Health Record systems, and other office technology.

Familiarity with Microsoft Office applications is also preferred.

Knowledge of electronic and paper records-management practices, document retention, filing, scanning, indexing, and information retrieval. Knowledge of and ability to follow agency policies and regulations. Knowledge of HIPAA privacy and security requirements, confidentiality standards, and secure handling of protected health information. Knowledge of Electronic Health Record systems, healthcare documentation practices, medical-records processes, document-management systems, reporting tools, and electronic file storage. Knowledge of standard office technology, including Google Workspace applications, email, scanners, printers, copy machines, and other computer-based office systems.

Knowledge of ICF/IID, skilled nursing facility, and long-term care documentation practices is preferred. Ability to work with and around WLRC residents, including those who may display challenging behaviors.

Minimum qualifications include a Bachelor's Degree (typically in Records or Data Management) and 0-1 year of progressive work experience (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Clerk OR 3-4 years of progressive work experience (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Clerk.

Physical working conditions include regular use of computers, printers, scanners, copy machines, and other office equipment. Duties require extended periods of sitting, standing, walking, reading, typing, and reviewing electronic and paper records. The position regularly retrieves, organizes, files, transports, and stores paper records, file boxes, and archive materials. Duties may require bending, reaching, kneeling, pushing carts, and lifting or moving boxes and files weighing up to 50 pounds, with heavier items moved using appropriate equipment or assistance.

Work occurs in an active healthcare and residential environment and may involve interaction with residents who have medical, behavioral, mobility, or developmental support needs.