Data Entry Specialist

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• High School Diploma, G.E.D., or H.S.E. or equivalent required.

• 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…