Intake and Data Specialist

Planned Parenthood of Greater New York; City of Corning (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

The Intake & Data Specialist at Planned Parenthood of Greater New York supports daily oversight of service documentation and the SSS database, performing data entry, reviewing forms for completeness, and assisting with demographic and crime information collection.

This full-time role involves volunteer coordination, after-hours hotline coverage, and occasional travel, with emphasis on confidentiality, training support, and collaboration with SSS leadership.

Responsibilities

• Reviews all documentation received for data entry to ensure completion and accuracy, and identifies documentation errors and notifies staff.
• Enters direct service documentation into the database including demographic information, victimization, direct services provided, case notes, and referrals into client files.
• Updates client information as needed (victimization status, case status, releases of information, mergers of duplicated clients and case closure).
• Assists in preparing data for grant reporting and applications.
• Helps train SSS staff on documentation, data entry processes and software updates.

Job description

POSITION SUMMARY

The Intake & Data Specialist is responsible for supporting the Manager of SSS Operations in daily oversight of direct service documentation and the SSS database which includes reviewing case files and forms for completeness and accuracy as well as daily data entry to ensure the database is up to date. The Intake & Data Specialists will support initial client intake through the collection of client demographic and crime information, reviewing confidentiality forms, and providing an explanation of OVS benefits, as well as assistance filing OVS compensation claims. The Intake & Data Specialists also supports the coordination of the volunteer program including outreach, recruitment, and training. Provides direct services to clients during coverage of the program’s 24/7 hotline. The Specialist is also responsible for coverage of the Survivor Support Services (SSS) 24/7 hotline which includes after-hours on-call shifts. Flexibility in work schedule is essential; some evenings and weekends required. This is a full-time position and involves travel within the region about 15% of the time.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Documentation & Data Provision (60%)

• Reviews all documentation received for data entry to ensure completion and accuracy, as well as identifies all documentation errors and notifies appropriate staff and Supervisors.
• Enters direct service documentation into the database including demographic information, victimization, direct services provided, case notes, and referrals into appropriate client files.
• Responsible for updating client information as needed to include victimization status, case status information, releases of information and other forms, merging of duplicated clients and case closure activities.
• Assists in the preparation of data for grant reporting and applications.
• Assists in the training of SSS staff and the on documentation, data entry processes and software updates.
• In partnership with the SSS leadership, monitors for strict adherence to confidentiality and HIPPA compliance across all platforms and SSS activities.
• Supports the enhancement of team documentation practices by assisting in the updates of trainings & reference documents, and offers technical assistance as needed.

Direct Services (15%)

• Provides direct services to survivors during coverage of the 24/7 hotline including emotional support, crisis intervention, and advocacy and accompaniment as requested
• Supports initial client intake through the collection of client demographic and crime information, obtaining/reviewing confidentiality forms and releases of information
• Provides information on OVS benefits and assists with filing OVS compensation claims.
• Maintain strong documentation and case files, adhering to set deadlines.
• Uphold confidentiality of client information and adheres to HIPAA and SSS procedures

Volunteer Coordination (15%)

• Conducts outreach and corresponds with prospective volunteers, organizes applications, screening and assists in interviewing potential volunteers.
• Assists in the recruitment, training, and support of volunteer advocates.
• Provides assistance and consultation for volunteers as needed or when requested.
• Participates in volunteer evaluation.
• Supports the planning and facilitation of volunteer training and events.
• Assists in the coordination of volunteer coverage of 24-hour Crisis Hotline, to include evenings and weekends.

Administrative (10%)

• Maintains DOH Rape Crisis Counselor/Advocate certification via successful completion of mandatory continuing education hours.
• Assists with identifying coverage of the 24/7 hotline and ensuring schedule is up to date.
• Assists in the maintenance of shared calendars and file systems.
• Assist in preparing monthly & quarterly statistical reports.
• Attend staff meetings and assist in the evaluation of the program.
• Participate in program planning and evaluation.
• Perform other duties as assigned within a team-based work environment.

CORE COMPETENCIES

• A demonstrated commitment to PPGNY’s mission related to bodily autonomy, health equity, and gender and racial justice
• A demonstrated commitment to learning about and enhancing practices related to racial equity and its impact on healthcare systems.
• Strong relationship building and communication skills, including an ability to work and build trust across cultural differences related to related to race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability; and to reflect on one’s personal identity with humility
• Ability to provide compassionate, non-judgmental and culturally