Data Entry Specialist/Community Job Coach

PRIMARY RESPONSIBILITIES:

Provide individualized services to individuals (or small groups of individuals) with various disabilities in obtaining, learning, performing and maintaining jobs in the community. This position is responsible for accurately tracking and entering program encounter notes, claims details, and other relevant documentation into the agency’s electronic records system. The role ensures compliance with organizational and regulatory standards while maintaining the highest levels of data accuracy and confidentiality.

ESSENTIAL JOB FUNCTIONS:

Community Job Coach:

• Provide support services to consumers in the community.
• Build on participant's abilities and strengths based on: a) available past experience and information, and b) personal observations of the individual performing job tasks.
• Provide on-site/off-site supervision of consumers at all times unless otherwise indicated by the consumer's plan of service.
• Gain a high-level knowledge of all elements of the assigned job(s), including general procedures and practices of the work site.
• Implement rehabilitation plans.
• Communicate consumer concerns and trends to the designated supervisor.
• Attend all training sessions as assigned.
• May be utilized in the industrial workshop not only as a job coach but as a worker due to high demand for production.
• May assist in monitoring program participants and other related work as required.

Data Entry Specialist:

• Tracks and reports submissions of encounter notes by program employees, maintaining a log of which employees have completed their submissions and following up with supervisor to those who are overdue.
• Enters encounter notes, claims details, SALS (service activity logs), and authorizations for billing into the electronic records system with precision and timeliness.
• Reviews documentation for completeness and compliance with organizational standards, identifying and addressing discrepancies as needed.
• Ensure strict adherence to HIPAA and other applicable confidentiality regulations when managing sensitive data.
• Collaborates with program management and billing personnel to clarify and resolve data discrepancies.
• Updates records and submits corrections as required by accounting.
• Maintains up-to-date knowledge of system functionalities and attends training sessions to enhance skills.
• Communicate effectively with the team regarding encounter notes and claims requirements.
• Communicate with outside stakeholders such as support coordinators and the care management team from SCCMHA requesting authorizations and making sure that authorizations are current for billing.
• Generate reports and summaries as needed to support organizational objectives and compliance reviews.

MARGINAL JOB FUNCTIONS:

• May participate in plan review meetings concerning the consumer.
• Track and document participant time and attendance.
• Provides support to other team members during system upgrades or workflow changes.
• Assists in developing or updating data entry procedures and training manuals.
• Participate in team meetings to discuss and address process improvements.

ADDITIONAL FOR DRIVERS:

• Valid chauffeur license and reliable transportation.
• Observe and implement all driving, maintenance and safety factors related to the operations of the agency-owned vehicles.
• Conduct preventative maintenance and safety checks before and after use on all agency-owned vehicles as assigned.
• Drives gasoline or diesel-powered vans to transport program participants to and from community sites and volunteer sites.
• Ensure that all appropriate documentation is completed in a timely manner. Maintains vehicle log according to agency standards.

QUALIFICATIONS:

• High school diploma or equivalent; associate degree in a relevant field preferred.
• Experience in working with people with disabilities preferred.
• Proficiency with electronic health record systems and Microsoft Office Suite (Word, Excel, Outlook).
• Successful completion of a criminal history background check, drug screen, and driving record check.
• Successful completion of agency sponsored defensive driving course.
• Strong attention to detail and excellent organizational skills.
• Effective verbal and written communication skills.
• Ability to work independently and manage multiple tasks simultaneously.