Overview

DATA MANAGEMENT SPECIALIST I

Olympia, WA

(On-Site in the Olympia Office)

Catholic Community Services, Family Behavioral Health is looking for a Data Management Specialist to join our team of innovators who continually "push the envelope" and challenges traditional thinking in Behavioral Health.

Who We Are

We are a values-driven organization, providing family oriented behavioral health care for children, youth and families, provided primarily in their own home and community. Our enthusiastic clinical teams provide whatever is needed to help children and youth remain safely in their own home, restoring hope, providing intense mental health services and supports, and helping to strengthen the family unity. With sites located in Tukwila, Burien, North Tacoma, University Place, Olympia, Shelton, Bremerton, Aberdeen, Yelm, Vancouver, (Salmon Creek and Oakview) and Portland Oregon, we offer comprehensive intensive, Wrap-around mental health services to a diverse population of families. We employ over 800 caring and compassionate employees.

What We Value

Compassion Diversity Strength-Based-Approach Social-Justice & Our Staff!

What We Offer

Starting Base Pay Range: $29.71 - $33.05 per hour

Benefits

12 paid holidays; plus 1 personal holiday each year!
3 weeks' vacation per year
12 sick-days per year
Medical
Dental
Vision Insurance
Life Insurance (1 times annual salary)
Retirement Plans: 403-B Employee Savings Plan and an Employer Contribution Pension

The Data Management Specialist is responsible for maintaining the accuracy, integrity, and completeness of client data within the Electronic Health Record (EHR), state databases, and funder systems. This position supports clinical, operational, and leadership staff through data management, reporting, auditing, and compliance monitoring activities. The Data Management Specialist serves as a key resource in ensuring client information is entered, maintained, and reported in accordance with agency, state, funder, and regulatory requirements. This position will report to the CQI Clinical Manager and will work on-site in the Olympia office.

Responsibilities

Client Record Management Manage client records within the Electronic Health Record (EHR), including entering and maintaining demographic, insurance, payer, guarantor, and identification information. Coordinate the opening, transfer, discharge, and closure of client records while ensuring all required documentation, including benefit inquiries and state-mandated forms, are accurately uploaded and maintained. Monitor client records to ensure completeness and accuracy throughout the course of services and prior to staff transitions. Maintain detailed client tracking systems and support daily updates to client service lists.
Insurance and Eligibility Verification Verify Medicaid eligibility and other insurance coverage through ProviderOne and other applicable systems. Maintain accurate guarantor information and update insurance-related data as needed. Register clients in funder portals and ensure required client information is accurate, current, and consistent across all systems used by the organization.
Reporting and Data Monitoring Generate, format, and distribute a variety of weekly and monthly reports for leadership, program staff, and funders. Monitor and track client intake dates, treatment plan due dates, caseload activity, documentation completion, failed claims, and other performance indicators. Ensure reports are accurate, timely, and presented in a format that supports operational decision-making and compliance monitoring.
Data Quality and Compliance Perform routine audits of client records to ensure compliance with agency standards, funding requirements, and regulatory expectations. Review documentation for coding errors, data discrepancies, and incomplete records. Collaborate with the Management Information Systems team to identify, investigate, and correct data-entry issues and system inconsistencies. Maintain accurate client demographic and assessment information in state databases and support ongoing data quality improvement efforts.
Staff Training and Operational Support Provide training and guidance to new employees regarding EHR documentation practices, client data entry procedures, and reporting requirements. Serve as a resource to staff regarding documentation standards and data management processes. Attend meetings as needed to remain informed of program requirements, regulatory updates, and documentation changes.
Provide Cross-Training and Team Coverage Support Develop and maintain working knowledge of Operations Team functions to provide coverage during staff absences, vacancies, or periods of increased workload. Collaborate with team members to ensure continuity of administrative, operational, and program support services across the department.
Perform Additional Duties as Assigned Support organizational priorities by participating in special projects and performing additional operational, administrative, and program-related duties as assigned to meet departmental and organizational needs.

HIPAA

Responsible for upholding a culture of privacy and security in highly confidential work environment (HIPAA covered entity service area).
Comply with all CCSWW policies and procedures that involve access to and safeguarding of client Protected Health Information (all forms).

Qualifications

WHAT WE ARE SEEKING IN A CANDIDATE:

Associate’s degree or equivalent in experience.
One or more years experience entering data into an Electronic Health Record or similar database experience.
Two or more years’ experience working in an office setting.
Strong computer skills especially in MS Office. Must have proficient experience using Excel.
Ability to type and enter data quickly and accurately.
Excellent written and oral communication skills.
Excellent interpersonal and organizational skills.
Must have reliable transportation, valid driver’s license, auto registration and automobile insurance.
Must have an acceptable driving record per CCS’ driving policy (required to provide current driving abstract).
Must successfully pass required background checks prior to an offer of employment.
Ability to work both independently and as a member of a team.
Support and uphold the mission, beliefs and values of Catholic Community Services.
Demonstrates the necessary attitudes, knowledge and skills to deliver culturally competent services and work effectively in multi-cultural situations.

Preferred Qualifications

Experience working in a non-profit organization.
Familiarity with social service/mental health terminology and practices.
Experience with electronic medical records.

About Olympia

With economic engine anchored by state government, Olympia enjoys the benefits of a stable workforce, engaged and educated community, with well-supported top-notch schools and higher education. Enjoy all the area has to offer:

Olympia, "handcrafted" is a way of life. People are intentional and passionate for their craft. Local makers create one-of-a-kind experiences for visitors to enjoy form artisan cheese and fresh apple cider to handmade saps and intricate illustrations. And must not forget, the talented chefs as well as skilled roasters of fair-trade coffee, brewers of handcrafted ales and a maker’s of very fine wines.
From the local waters of the Puget Sound, to the many hidden inlets, rivers and lakes, the Olympia region is a waterfront paradise. Boardwalks are boundless in Olympia and can make you feel (almost) like waking on water. Olympia has over 40 public parks available for your recreation enjoyment.

If you are on our careers page and you are interested in being considered for this opening: please click on "Apply” to fully complete our application, upload your updated resume and answer a few questions for consideration.

If you are not on our careers page: please copy and paste the following URL into your browser: https://fbh-ccsww.icims.com/jobs/intro?hashed=-435738801 to view our opportunities. Search for your jobs of interest and click on “Apply” to apply, upload your updated resume, and answer a few questions for consideration.

For additional questions, contact Karla Lacktorin, Regional Clinical Recruiter, at karlal@ccsww.org

Note to Internal Candidates: HR reviews internal compensation and determines increase based on their experience and also agency internal equity factors.

Catholic Community Services and Catholic Housing Services is an Equal Opportunity Employer. Please let us know if you need special accommodations to apply or interview for this position.

Catholic Community Services of Western Washington

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