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Catholic Community Services of Western Washington

Delivers social services, housing, counseling.

Data Management Specialist 1

Clinical Support & Patient AdministrationUpdated on Nov 10
Full-timeOlympia, WA, USA$29.71 - $33.05 /hr

About the Job

Requirements

  • An associate’s degree or equivalent experience is required.
  • At least one year of experience entering data into an Electronic Health Record or similar database is required.
  • At least two years of experience working in an office setting is required.
  • Strong computer skills, especially in Microsoft Office, and proficient experience using Excel are required.
  • The ability to type and enter data quickly and accurately is required.
  • Excellent written and oral communication skills are required.
  • Excellent interpersonal and organizational skills are required.
  • Reliable transportation, a valid driver’s license, vehicle registration, and automobile insurance are required.
  • An acceptable driving record under CCS’ driving policy is required, with a current driving abstract provided.
  • Successful completion of required background checks before an offer of employment is required.
  • The ability to work independently and as part of a team is required.
  • The candidate must support and uphold the mission, beliefs, and values of Catholic Community Services.
  • The candidate must demonstrate the attitudes, knowledge, and skills needed to deliver culturally competent services and work effectively in multicultural situations.
  • The candidate must uphold privacy and security in a highly confidential HIPAA-covered environment and comply with CCSWW policies and procedures for accessing and safeguarding client Protected Health Information in all forms.

Responsibilities

  • Maintain client records in the Electronic Health Record, including demographic, insurance, payer, guarantor, and identification information.
  • Coordinate the opening, transfer, discharge, and closure of client records, ensuring required documentation, including benefit inquiries and state-mandated forms, is accurately uploaded and maintained.
  • Monitor client records for completeness and accuracy throughout services and before staff transitions.
  • Maintain detailed client tracking systems and support daily updates to client service lists.
  • 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 client information is accurate, current, and consistent across organizational systems.
  • Generate, format, and distribute 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.
  • Audit client records for 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 investigate and correct data-entry issues and system inconsistencies.
  • Maintain accurate client demographic and assessment information in state databases and support data quality improvement efforts.
  • Train and guide new employees on Electronic Health Record documentation practices, client data entry procedures, and reporting requirements.
  • Serve as a resource to staff on documentation standards and data management processes.
  • Attend meetings as needed to stay informed about program requirements, regulatory updates, and documentation changes.
  • Develop and maintain working knowledge of Operations Team functions to provide coverage during staff absences, vacancies, or increased workload.
  • Collaborate with team members to ensure continuity of administrative, operational, and program support services across the department.
  • Participate in special projects and perform additional operational, administrative, and program-related duties as assigned to meet departmental and organizational needs.

Desired Qualifications

  • Experience working in a nonprofit organization is preferred.
  • Familiarity with social service or mental health terminology and practices is preferred.
  • Experience with electronic medical records is preferred.

About the Company

Catholic Community Services of Western Washington

Delivers social services, housing, counseling.

Catholic Community Services of Western Washington runs 180+ social services across Western Washington to help people in need, including housing, emergency aid, mental health support, pregnancy and youth programs, and senior services. Its housing arm provides stable homes and home care through Catholic Housing Services and its Family Centers support families and communities to stay safe and healthy. The group differentiates itself by being the region’s largest private social service provider with a broad, faith-based mission and a focus on advocacy to change unfair systems. Its goal is to help vulnerable people secure safe housing, thrive in strong families, and live with dignity while pursuing systemic improvements in society.

Company size
1,001-5,000
Company stage
Grant
Total funding
$10M
Headquarters
Seattle, WA
Founded
1991

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