Data Management Specialist 1

CCSWW•Olympia, WA

23h•$30 - $33•Onsite

About The Position

Catholic Community Services, Family Behavioral Health is seeking a Data Management Specialist to maintain the accuracy, integrity, and completeness of client data in the Electronic Health Record (EHR), state databases, and funder systems. The role supports clinical, operational, and leadership staff through data management, reporting, auditing, and compliance monitoring, ensuring client information is entered, maintained, and reported according to agency, state, funder, and regulatory requirements. The position reports to the CQI Clinical Manager and works on-site in the Olympia office. The specialist manages client records and tracking systems, verifies insurance eligibility, registers clients in funder portals, and prepares reports to support operational decisions and compliance monitoring. The role includes auditing records, correcting data issues in collaboration with the Management Information Systems team, and helping staff follow documentation and data-management practices. The specialist also cross-trains with Operations Team functions to support continuity during absences, vacancies, or increased workload. This position works in a highly confidential, HIPAA-covered environment and is responsible for protecting client Protected Health Information and complying with CCSWW policies and procedures.

Requirements

Associate’s degree or equivalent experience.
At least one year of experience entering data into an Electronic Health Record or similar database.
At least two years of experience working in an office setting.
Strong computer skills, especially in Microsoft Office, with proficient experience using Excel.
Ability to type and enter data quickly and accurately.
Excellent written and oral communication skills.
Excellent interpersonal and organizational skills.
Reliable transportation, a valid driver’s license, current auto registration, and automobile insurance.
Acceptable driving record under CCS’ driving policy; must provide a current driving abstract.
Successful completion of required background checks before an offer of employment.
Ability to work independently and as a member of a team.
Ability to support and uphold the mission, beliefs, and values of Catholic Community Services.
Necessary attitudes, knowledge, and skills to deliver culturally competent services and work effectively in multicultural situations.

Nice To Haves

Experience working in a nonprofit organization.
Familiarity with social service or mental health terminology and practices.
Experience with electronic medical records.

Responsibilities

Enter and maintain client demographic, insurance, payer, guarantor, and identification information in the EHR.
Coordinate opening, transfer, discharge, and closure of client records; upload and maintain required documentation, benefit inquiries, and state-mandated forms.
Monitor client records for completeness and accuracy throughout services and before staff transitions.
Maintain client tracking systems and support daily updates to client service lists.
Verify Medicaid eligibility and other insurance coverage through ProviderOne and other applicable systems; maintain accurate guarantor and insurance information.
Register clients in funder portals and ensure client information is accurate, current, and consistent across systems.
Generate, format, and distribute weekly and monthly reports for leadership, program staff, and funders.
Track intake dates, treatment plan due dates, caseload activity, documentation completion, failed claims, and other performance indicators.
Audit client records for compliance with agency standards, funding requirements, and regulatory expectations; review for coding errors, data discrepancies, and incomplete records.
Collaborate with the Management Information Systems team to investigate and correct data-entry issues and system inconsistencies.
Maintain accurate client demographic and assessment information in state databases and support data quality improvement efforts.
Train and guide new employees on EHR documentation, client data entry, and reporting requirements; advise staff on documentation standards and data-management processes.
Attend meetings as needed to stay informed about program requirements, regulatory updates, and documentation changes.
Develop and maintain working knowledge of Operations Team functions and provide coverage during absences, vacancies, or increased workload.
Collaborate with team members to maintain continuity of administrative, operational, and program support services.
Participate in special projects and perform additional operational, administrative, and program-related duties as assigned.
Uphold privacy and security in a highly confidential HIPAA-covered environment and comply with policies for safeguarding client Protected Health Information.