Records & Data Management Specialist 2026-01853

About the role

The Records and Data Management Specialist supports the accurate, secure, and timely management of resident and employee health information. This position provides day-to-day support for the Electronic Health Record (EHR) system, maintains electronic and paper records, assists with reporting, chart audits, scanning, document indexing, record requests, employee health files, and survey preparation, and helps staff follow established documentation and confidentiality requirements.

This role works closely with clinical, nursing, administrative, and Records staff to support continuity of care, survey readiness, regulatory compliance, and reliable access to essential health information.

Responsibilities

• Assist the EHR team in supporting and maintaining electronic records in alignment with WLRC organizational workflows.
• Gather, examine, analyze, and maintain information in the electronic data management system.
• Generate audit reports on a routine schedule.
• Receive and process requests for federal and state surveys; verify the legitimacy of information requests while maintaining confidentiality.
• File and maintain an inventory of records; prepare files for archiving.
• Recommend and implement operating policies and procedures for records management.
• Serve as an advisor on medical records policies and consultant to facility staff.
• Participate in applicable committees.
• Evaluate staff use of the electronic health record system and recommend corrective action for areas needing improvement.
• Provide advice and guidance to staff on all aspects of health records management.
• Develop systems and procedures to provide data for internal analysis and external reporting.
• Other duties as assigned.

Requirements

• Bachelor’s Degree (typically in Records or Data Management) OR
• 3–4 years of progressive work experience in Records and Data Management with acquired knowledge at the level of a Records & Data Management Clerk (in lieu of a degree).

Qualifications

Preference may be given to applicants with:

• Three or more years of experience in official records and data management.
• Experience in medical records, health information management, records management, long-term care, skilled nursing, developmental disability services, or a healthcare setting.
• Experience using Electronic Health Record (EHR) systems, document-management systems, scanning and indexing records, chart audits, records retention, reporting, HIPAA-related confidentiality practices, or release-of-information processes.
• High proficiency with Google Workspace (Gmail, Google Drive, Google Docs, Google Sheets), shared electronic files, scanners, printers, copy machines, document-management systems, and other office technology.
• Familiarity with Microsoft Office applications.
• Experience providing staff support or training related to EHR workflows, documentation standards, scanning, filing, or records-management processes.