Record Data Specialist

Empowering People's Independence (EPI); City of Rochester (NY); On-site; USD 44,000 - 48,000; Full time

Benefits offered by this job

403(b) with discretionary match

Dental & Vision insurance

Employee assistance program

Flexible spending account

Health insurance with HSA and employer

Health savings account

Life insurance

Generous PTO bank

Parental leave

Referral program

Job summary

Empowering People's Independence (EPI) seeks a detail-oriented Records Specialist to manage, validate, and monitor essential documentation for OPWDD, DOH, and Medicaid billing. You will ensure accuracy, timeliness, and confidentiality of records across programs and services.

Responsibilities include maintaining electronic records, generating reports, tracking due dates, and supporting audits while collaborating with Program Managers to improve data quality and billing compliance.

Qualifications

• High school diploma or higher; experience in OPWDD settings or related health/human services preferred.
• Two+ years of work experience in records/documentation or data management.
• Experience with Medicaid, OPWDD, DOH requirements is desirable.
• Strong written and verbal communication skills and ability to collaborate across teams.

Responsibilities

• Monitors records for OPWDD, DOH, Medicaid, and department requirements; identifies risks and actions.
• Reviews Staff Action Plans and Service Plans for completeness and alignment with Life Plans or Plans of Care.
• Tracks plans, LCEDs, and records; monitors due dates, expirations, and missing information; supports timely billing and Medicaid compliance.
• Verifies documents for signatures, dates, and approvals; escalates deficiencies.
• Collaborates with Program Managers and Supervisors to support consistent service delivery.
• Develops and updates procedures and training materials for documentation and records management; trains staff.
• Maintains Self-Direction records for accuracy, approvals, and Medicaid compliance; documents findings and tracks corrections.
• Maintains reports, dashboards, and Excel tracking tools; ensures clean data and confidentiality.
• Provides leadership with accurate information for process improvement and audits.

Skills

Records management

Data validation

Documentation accuracy

Communication skills

Time management

Education

High school diploma

Associate's degree in health care or human services

Bachelor's degree preferred

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

PowerPoint

Job description

Job Purpose:

The primary function of this role is to manage, validate, and monitor data and documentation required. The position ensures that records are accurate, complete, current, securely maintained, and available for verification in accordance with Office for People with Developmental Disabilities (OPWDD), Department of Health (DOH), Medicaid billing, quality, and departmental requirements.

Hiring Range : $21.00/hr-$23.00/hr commensurate with experience

Benefits:

• 403(b) with discretionary match
• Dental & Vision insurance
• Employee assistance program
• Flexible spending account
• Health insurance with HSA and employer match
• Health savings account
• Life insurance
• Generous PTO bank
• Parental leave
• Referral program

Essential Functions:

• Monitors records associated with OPWDD, DOH, Medicaid, and departmental documentation requirements; risks, missing records, and needed corrective actions.
• Reviews Staff Action Plans and Service Plans for completeness, accuracy, approvals, and alignment with Life Plans or Plans of Care; tracks required distribution and retention.
• Tracks required plans, LCEDs, and other records; monitors due dates, expirations, missing information, and completion; and follows up to support timely billing and Medicaid regulations.
• Verifies required documents for required signatures, dates, supporting records, and approvals; tracks completion and escalates deficiencies.
• Works with Program Managers and Supervisors to support consistent service delivery.
• Develops and updates procedures, instructions, and training materials for documentation, data entry, records management; trains staff and presents information in group settings.
• Manages Self-Direction records for completeness, accuracy, approvals, service alignment, and program and Medicaid regulations; documents findings and tracks corrections through resolution.
• Reviews departmental tracking tools and participant records for data quality; maintains accurate electronic records and Excel tracking spreadsheets; corrects duplicate, missing, outdated, or inconsistent information; and follows naming, filing, version-control, retention, and confidentiality standards.
• Maintains reports, dashboards, and exception lists showing documentation status, due dates, overdue items, audit findings, corrective actions, and trends; provides leadership with accurate information for follow-up and process improvement.

Non-Essential Functions:

• Other duties as assigned within scope of practice.
• Participate on various EPI committees as able.

Compliance:

• Must maintain confidentiality and exercise discretion concerning all business-related matters, including but not limited to board/vendors/donors’ names, investigations, finance, operations, employee relations matters.
• Must be willing to complete specific company required trainings as mandated by our governing agency, Office for People with Developmental Disabilities (OPWDD), at time of hire and annually thereafter.
• Must adhere to all departmental /company policies & procedures at all times.

Professional Deportment:

Consistently demonstrate EPI’s Values:

1. Integrity
   • I will do what I say I will do.
   • I honor my commitments, follow up, and adjust expectations if circumstances change.
   • I do the right thing when no one is watching.
2. Courage
   • I own my responsibilities and take initiative without being told to do something.
   • I do not shy away from difficult conversations. I will give and receive honest feedback.
   • I constructively share my ideas and lean into disagreements for the betterment of the organization.
3. Adaptability
   • I am open to different ideas and ways of accomplishing our mission.
   • I am approachable and work to develop self-awareness around how I am being perceived by others.
   • I own my mistakes and learn from them.
4. Respect
   • I treat others the way they want to be treated.
   • I am courteous, responsive, and presume best intentions.
   • I recognize and acknowledge positive actions and contributions. I give credit where it is due.
   • I listen to understand and reframe my message to ensure I am understood.

Education and Experience:

• High school diploma and at least two (2) years of work experience in OPWDD settings or Associate's degree in a health care or human services related field and at least one (1) year of work experience in OPWDD.
• Bachelor’s degree in a health care or human services related field preferred.

Supervision:

• None

Computer Skills:

• Strong working knowledge of Microsoft programs to include Email, Word, Excel, PowerPoint, Teams.

Qualifications:

• Must possess and maintain a valid NYS Driver’s License-a vehicle is required for business travel
• Solid verbal and written communication skills and ability to communicate with all persons supported and a diverse employee population of various levels within the organization.
• Demonstrated ability to use poise, tact, maturity and diplomacy, during difficult and/or stressful situations to effectively collaborate and resolve issues.
• Proven ability to work in a fast-paced environment, with demonstrated ability to manage multiple tasks, and customer requests, while meeting deadlines.

Physical Demands:

The physical demands described below are representative of those that are required to successfully perform the essential functions of this job. Individuals with disabilities, which impact their ability to perform the essential functions, will need to review reasonable accommodations with Human Resources.

• Must be able to talk, hear, stand, walk, and/or sit for extended periods of time; may have to twist, bend, use hand to finger, stretch with hands and arms.
  • Specific vision abilities required by this job include close vision and ability to adjust focus
• May be exposed to strong odors from time to time.
• Must be able to lift and carry up to 50 lbs.

While performing the duties of this position, exposure to changing weather conditions will occur.

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