Documentation Specialist

Advocates; Framingham (MA); On-site; USD 32,000 - 39,000; Full time

Job summary

Advocates in Framingham, MA seeks a Documentation Specialist to oversee clinical records, ensuring DMH/DDS timelines and standards are met in a full-time, first-shift role. Starting rate is $23.50/hr with a Mon-Fri 9am-5pm schedule.

The candidate will review all paperwork and EHRs, train staff on documentation practices, supervise ACA and CSP writing, and maintain tracking for timely completion while supporting licensing reviews and preserving dignity for those served.

Qualifications

• High School Diploma or GED with at least two years of clinical experience.
• Valid driver's license and access to an insured vehicle to travel between sites.
• Strong written and spoken English communication abilities.
• Experience using an Electronic Health Record.
• Ability to work independently and provide team support.
• Client-centered, intuitive approach.
• Knowledge of DMH MSDP and Rehab Options preferred.

Responsibilities

• Ensure treatment plans meet DMH/DDS standards and timelines.
• Review paperwork, records, and EHRs for compliance and updates.
• Meet with supervisors and staff to review documentation.
• Provide training to staff on documentation standards.
• Supervise staff writing ACA and CSP.
• Maintain tracking and notification system for timely docs.
• Conduct ongoing training to uphold high-quality paperwork.
• Collaborate to pass licensing reviews by DHMH and DDS.
• Attend supervision and team meetings.
• Attend trainings and maintain required certifications.
• Ensure individuals are treated with dignity per HR policy.

Skills

Communication

Independent work

Team collaboration

Documentation accuracy

EHR proficiency

Client-centered approach

Education

High School Diploma/GED

Tools

Electronic Health Record (EHR)

Job description

Overview

Starting Rate: $23.50/hr

Schedule: Monday through Friday 9am-5pm

The Documentation Specialist is responsible for overseeing the development and implementation of the clinical record to ensure compliance with paperwork timelines, guidelines, and federal and state agency documentation standards.

Who We Are

At Advocates, we provide comprehensive services for people facing developmental, mental health, or other life challenges.

We’rea nonprofit, mission-driven organization with a person-centered approach, empowering the individuals we support to make choices, build independence, and live full, meaningful lives. Our work is rooted in respect, compassion, and inclusion, and we envision a world where individual differences are appreciated and celebrated.

At Advocates, we value the ideas, experiences, and contributions of employees and are committed to fostering a supportive, welcoming culture where everyone can grow and thrive.

Minimum Education Required

High School Diploma/GED

Shift

First Shift

Responsibilities

• Ensure the people we serve have treatment plans that meet DMH and/or DDS standards and timelines.
• Review all paperwork, recordkeeping, and electronic health records. Ensure documentation standards are met, timelines are followed, and clinical work is reflected accurately. Provide oversight to ensure all charts have necessary annual documents and relevant updates.
• Meet regularly with the Clinical Supervisors, Program Managers, and Mobile Outreach Specialists to review all paperwork.
• Provide initial and ongoing support and training to all program staff in documentation standards, daily notes, treatment plans, electronic health care records, and record keeping requirements.
• Provide supervision to all staff responsible for writing the Adult Comprehensive Assessment (ACA) and Community Service Plan (CSP).
• Maintain tracking and notification system to facilitate timely documentation completion.
• Conduct ongoing training with staff to promote high quality paperwork standards.
• Collaborate with the Quality Management Consultants to ensure charts pass licensing reviews from Department of Mental Health and ensure charts are compliant with Department of Developmental Services Survey and Certification.
• Attend and actively participate in all supervision, treatment team, and staff meetings.
• Attend trainings as assigned; maintain necessary certifications as required.
• Ensure that individuals we support are treated with dignity and respect in accordance with Advocates’ Human Rights policy.

Qualifications

• High School Diploma or equivalent and minimum of two years of clinical experience. 1 year experience with DMH MSDP and Rehab Options.
• Must hold a valid driver's license and access to an operational and insured vehicle to travel between sites.
• Excellent communication skills with the ability to read and write English and communicate effectively in the primary language of the program to which they are assigned.
• Excellent computer skills. Ability to use an Electronic Health Record.
• Ability to thrive in an independent role while offering and receiving team support.
• Intuitive, client-centered, supportive approach.

Advocates is committed to cultivating a diverse and welcoming community where everyone feels respected and valued. Advocates fosters a culture of inclusion that celebrates and promotes diversity along multiple dimensions, including race, ethnicity, sex, gender identity, gender expression, sexual orientation, partnered status, age, national origin, socioeconomic status, religion, ability, culture, and experience.

We are committed to providing equal employment opportunities to all applicants. If you require a reasonable accommodation during the application, interview or hiring process, please contact Human Resources.