Data Entry Clerk (In-Office)

Position Summary

The Data Entry Clerk is responsible for converting all employee paper files into digital format, ensuring accurate, organized, and up-to-date employee documentation within ANC Home Health Services’ online records system and the HHAeXchange compliance portal. This position plays a critical role in maintaining agency compliance by ensuring that all staff records and credentialing materials are accurately filed, labeled, and uploaded into the correct system subsections.

Essential Duties and Responsibilities

• Scan all paper employee files and convert them into properly labeled digital documents.

• Upload digitized files into the online employee record system, ensuring each file is

placed in the correct subsection (e.g., Application, Medical, Certification, Background,

Identification, etc.).

• Maintain organized electronic folders for all employees in accordance with agency file

structure standards.

• Verify that all files are legible, complete, and accurately named before uploading.

• Log in to HHAeXchange and update compliance records for each employee as directed.

• Update criminal background check completion dates and attach supporting

documentation.

• Add training school names and completion dates for HHA certification, CPR, and other

relevant credentials.

• Record all current nurse license numbers in the PA Department of State Licensing

System Verification section.

• Under the Verification Section, confirm that all license details match uploaded

documents.

• Under the Document Management Tab, ensure the following items are uploaded and

current for each employee: Application, Annual Inservice/Training Record, Criminal

Background Check, PPD (Tuberculosis) Test Results, and Government-Issued ID.

• Review digital records for accuracy and completeness prior to final submission.

• Maintain confidentiality of all employee information in accordance with HIPAA

regulations.

• Notify the HR & QA Manager of any missing or expired documents for follow-up.

• Assist in developing and improving digital record-keeping procedures.

Qualifications

• High school diploma or GED required; associate degree preferred.

• Previous data entry, administrative, or record management experience preferred

(healthcare experience a plus).

• Strong computer literacy with ability to navigate cloud systems and HHAeXchange

platform.

• Exceptional attention to detail and organizational skills.

• Ability to handle confidential information responsibly.

• Strong communication skills and the ability to work independently.

Working Conditions

Office-based role with primary responsibility for scanning, uploading, and managing digital

files. Requires prolonged periods sitting at a computer and handling physical documents.

May occasionally assist the HR or compliance team with administrative tasks as needed.

Performance Indicators

• Accuracy of data entry and digital uploads

• Timeliness in file conversion and HHAeXchange updates

• Compliance rates for staff documentation

• Feedback from HR & QA and Compliance leadership

Job Type: Part-time

Pay: $16.00 - $18.00 per hour

Expected hours: No less than 24 per week

Work Location: In person

Salary : $16 - $18