Data Specialist – Aids Institute Programs

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Opportunity for advancement
• Paid time off
• Parental leave

The Data Specialist is responsible for accurately entering, maintaining, and monitoring client and program data for HIV Prevention (MSA/TPSS and YMSM), and related services. This role ensures timely collection of service data, compliance with funder requirements (NYSDOH AIDS Institute), and adherence to HIPAA and internal QA/QI standards.

The Data Specialist supports program performance, reporting accuracy, and quality improvement by ensuring data integrity across AIRS, EHR platforms, and internal databases. The position also supports staff with data documentation, reporting deadlines, and data‑driven program evaluation.

The major responsibilities of this position include, but are not limited to:

• Accurately enter client demographics, HIV testing data, counseling notes, case notes, referrals, and service utilization data into AIRS, EHR systems, and internal trackers.
• Ensure all documentation—including intake forms, service encounter notes, progress notes, assessments, and outcome measures—is complete and submitted within required time frames.
• Maintain HIV testing temperature logs and ensure accurate tracking of pre‑ and post‑test counseling activities.
• Ensure timely data entry for service encounters, intakes, assessments, and program deliverables, preferably same day and no later than the same business week.
• Review and reconcile discrepancies in data entries to ensure accuracy and completeness across all systems.
• Review charts for completeness and missing documentation; follow up with staff to close gaps.

• Ensure adherence to data quality standards for Aids Institute, Ryan White, HIPAA, and internal QI/QA guidelines.
• Conduct routine data quality checks, support monthly AIRS data cleanup, reconcile errors, inconsistencies, and missing information, and AIRS utilities backup.
• Prepare or support monthly, quarterly, and annual program reports, including AIRS, RCMR, EBP, progress reports, and narrative reports.
• Ensure all required reporting deadlines are met:
  • AIRS and program data entry and reporting: by the 10th of each month
  • Assist in the preparation of Monthly narrative reports: by the 10th of each month
• Monitor data for trends, gaps, and performance indicators, support development of dashboards and data visualization tools for program monitoring.
• Prepare monthly, quarterly, and annual reports for internal QA/QI, funders, and program performance dashboards.
• Assist with chart reviews, internal audits, and funder monitoring visits.
• Conduct monthly AIRS cleanup, utilities backup, and routine quality assurance checks.
• Support the production and review of program reports.
• Collect and enter Evidenced‑Based Program (EBP) group data, attendance sheets, pre‑post‑surveys, and outcome evaluations.

• Collaborate with Program Manager, outreach staff, and all program staff to verify service documentation and ensure documentation is accurate and timely and resolve data issues.
• Support the Program Manager, QI/QM staff, Executive Director, Associate Executive Director, and Fiscal Manager in preparing for audits, chart reviews, and funder site visits.
• Participate in weekly supervision, Team meetings, monthly QA meetings, required trainings, required data management trainings, and other meetings as assigned.
• Provide basic training to staff on data entry requirements, documentation standards, and reporting guidelines.
• Assist clinical and administrative leadership in preparing documentation for audits and quality assurance purposes.
• Analyze data to identify trends, gaps, and program improvement opportunities.
• Document linkage to HIV medical care for newly identified HIV‑positive individuals.
• Track follow‑up outcomes and referral confirmations.
• Support staff in ensuring all referral and linkage data is documented promptly and accurately.

• Maintain both electronic and physical client files in compliance with confidentiality, HIPAA, and agency policies.
• Assist…