Seasonal Data Entry Specialist

Novir; Milwaukee (WI); On-site; USD 17,000 - 22,000; Part time

Job summary

Novir LLC is seeking a detail-oriented Data Entry Specialist to support our onsite vaccination clinic. The role focuses on verifying vaccine eligibility, documenting in EMR systems, and ensuring accurate post-clinic registry entries.

This seasonal position requires dependable, independent work across Wisconsin immunization registries and customer EMR platforms, with Monday–Friday afternoon/evening shifts and strict attention to HIPAA compliance.

Qualifications

• Experience with electronic medical records, immunization registries, or healthcare data entry preferred.
• Familiarity with one or more state immunization registries (WIR, NCIR, SHOTS, CIIS).
• Experience with customer EMR platforms (PCC, ECP, Matrix, ElderMark) preferred.

Responsibilities

• Vaccine eligibility verification by reviewing resident vaccination histories in state immunization registries.
• Document vaccine eligibility and related information in Novir's TRACK system.
• Complete post-clinic documentation in state registries and customer EMR systems with accuracy and timeliness.

Skills

Detail oriented

Dependable

Self-directed

Organizational skills

Time management

Communication

HIPAA compliance

Tools

WIR

NCIR

SHOTS

CIIS

PCC

ECP

Matrix

ElderMark

Job description

Who We Are

Novir is an emerging diagnostic biotechnology company with an unmatched team of professionals and trusted partners delivering smart, fast and flexible testing solutions supported by reliable, cost-effective screening products and best-in-class technology.

Our Values

Care for Tomorrow. Create a lasting, positive difference in the lives of others. Serve people with compassion and understanding. Recognize what truly matters and center every action around meeting the needs of our community both now and into the future.

Delight our Customers. Appreciate every interaction with our customers and find ways to bring them joy. See through the Customer’s eyes, understand and anticipate their needs to consistently deliver solutions exceeding their expectations.

Be Bold – Say It. Be direct and open. Speak with honesty and courage, and respect others for doing the same. Say what you think, embrace passionate debate, and always bring the issue to the table. Communicate with confidence.

Bring Your Best Self. Show up and be authentic. Utilize your greatest strengths and stay true to who you are. Bring positive energy, be genuine in your approach, and continually seek ways to grow. Be uncompromisingly you.

Innovate Relentlessly. Explore new possibilities and be willing to take a risk. Challenge status quo. Try new ideas, learn from mistakes, and rally the team to raise the bar.

The Data Entry Specialist supports Novir’s onsite vaccination clinic operations by ensuring accurate vaccine eligibility verification and timely completion of post-clinic documentation. This role works primarily within state immunization registries and customer electronic medical record (EMR) systems to maintain complete and accurate resident vaccination records.

This is a seasonal position, with the majority of work performed during Monday-Friday afternoon/evening shifts. Dependability, accuracy, and the ability to work independently are essential to success in this role.

Schedule

• Seasonal position
• Monday-Friday
• Primarily afternoon/evening shifts
• Schedule may vary based on clinic volume and operational needs
• Must be available consistently during assigned seasonal shifts

Certified Medical Assistants strongly encouraged to apply

What You’ll Do:

Vaccine Eligibility Verification

• Access state immunization registries to review resident vaccination histories
• Determine resident eligibility for vaccines being offered at scheduled clinics
• Review and reconcile immunization information across systems
• Accurately document vaccine eligibility and related information within Novir's TRACK system
• Identify discrepancies or incomplete records and escalated issues appropriately

Post-Clinic State Registry Documentation

• Utilize Novir's post-clinic reports to document vaccines administered in the appropriate state immunization registry
• Complete documentation accurately and within required timelines
• Review submitted records for accuracy and completeness
• Address rejected, incomplete, or discrepant records as appropriate

Customer EMR Documentation

• Complete post-clinic documentation in customer EMR systems
• Document resident vaccine administrations, consents, and refusals according to customer requirements
• Ensure documentation is entered under the correct resident and accurately reflects the services provided
• Complete documentation within established Novir and customer timelines
• Communicate EMR access issues or documentation barriers promptly

Qualifications:

• Highly dependable: Consistent attendance and reliability are critical, particularly during peak seasonal clinic periods
• Self-directed: Able to manage assigned work independently, prioritize tasks, and meet deadlines without constant supervision
• Detail-oriented: Able to maintain a high level of accuracy when working with resident demographic and immunization information
• Comfortable with repetition: Able to perform repetitive data entry and documentation tasks while maintaining accuracy and focus
• Strong organizational and time-management skills
• Ability to work efficiently while maintaining quality
• Strong communication skills and willingness to escalated questions or discrepancies when needed
• Commitment to maintaining confidentiality and following HIPAA and data privacy requirements

Required Experience & Technical Knowledge:

• Prior experience with electronic medical records, immunization registries, healthcare data entry, or a related administrative/clinical support function preferred
• Working knowledge and experience with one or more of the following state immunization registries:
  • WIR - Wisconsin Immunization Registry
  • NCIR - North Carolina Immunization Registry
  • SHOTS - Florida Immunization Information System
  • CIIS - Colorado Immunization Information System
• Experience with customer EMR platforms preferred, including:
  • PointClickCare (PCC)
  • ECP
  • Matrix
  • ElderMark
• Strong computer skills and ability to navigate multiple software platforms
• Ability to learn and follow customer-specific documentation requirements

Who You Are:

• You’re Detail Oriented: You pay attention to the small things that make a big difference. Accuracy and timeliness are important to you
• You’re Flexible: You are comfortable working independently across multiple healthcare platforms and understand that timely and accurate documentation is essential to ensuring complete resident vaccination records and successful clinic operations
• You’re A People Person: Customer service is at the core of everything you do, and you are a great partner. Reliable, dependable, consistent describe you well. You care about being productive and doing the job well as an important part of the team

Novir is a fast-growing startup with a work hard, play hard attitude. We look for smart, motivated individuals who are excited to build something incredible from the ground up!

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.