Job Description

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 escalate 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 escalate 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 understands 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.