Record Data Specialist

Job Purpose:

The primary function of this role is to manage, validate, and monitor data and documentation required. The position ensures that records are accurate, complete, current, securely maintained, and available for verification in accordance with Office for People with Developmental Disabilities (OPWDD), Department of Health (DOH), Medicaid billing, quality, and departmental requirements.

Hiring Range : $21.00/hr-$23.00/hr commensurate with experience

Benefits:

• 403(b) with discretionary match
• Dental & Vision insurance
• Employee assistance program
• Flexible spending account
• Health insurance with HSA and employer match
• Health savings account
• Life insurance
• Generous PTO bank
• Parental leave
• Referral program

Essential Functions:

• Monitors records associated with OPWDD, DOH, Medicaid, and departmental documentation requirements; risks, missing records, and needed corrective actions.
• Reviews Staff Action Plans and Service Plans for completeness, accuracy, approvals, and alignment with Life Plans or Plans of Care; tracks required distribution and retention.
• Tracks required plans, LCEDs, and other records; monitors due dates, expirations, missing information, and completion; and follows up to support timely billing and Medicaid regulations.
• Verifies required documents for required signatures, dates, supporting records, and approvals; tracks completion and escalates deficiencies.
• Works with Program Managers and Supervisors to support consistent service delivery.
• Develops and updates procedures, instructions, and training materials for documentation, data entry, records management; trains staff and presents information in group settings.
• Manages Self-Direction records for completeness, accuracy, approvals, service alignment, and program and Medicaid regulations; documents findings and tracks corrections through resolution.
• Reviews departmental tracking tools and participant records for data quality; maintains accurate electronic records and Excel tracking spreadsheets; corrects duplicate, missing, outdated, or inconsistent information; and follows naming, filing, version-control, retention, and confidentiality standards.
• Maintains reports, dashboards, and exception lists showing documentation status, due dates, overdue items, audit findings, corrective actions, and trends; provides leadership with accurate information for follow-up and process improvement.

Non
- Essential Functions:

• Other duties as assigned within scope of practice.
• Participate on various EPI committees as able.

Compliance:

• Must maintain confidentiality and exercise discretion concerning all business-related matters, including but not limited to board/vendors/donors’ names, investigations, finance, operations, employee relations matters.
• Must be willing to complete specific company required trainings as mandated by our governing agency, Office for People with Developmental Disabilities (OPWDD), at time of hire and annually thereafter.
• Must adhere to all departmental /company policies & procedures at all times.

Professional Deportment:

Consistently demonstrate EPI’s Values: