Position Details

Data Entry Specialist - Forensic Services

Department: Forensic Services

Reports to: Supervisor of Forensic Programs

Pay Range: $20 to $23 per hour (DOE/DOQ)

Hours per Week: 40 hours

Workdays: Monday to Friday 8-5

Benefits:

  • Medical, Dental & Vision Insurance
  • Vacation, Sick Leave, Float Days & Paid Holidays
  • 403(b) Retirement Plan
  • Life Insurance
  • Long Term Disability
  • Wellness Program
  • Employee Assistance Program
  • LifeFlight Membership
  • Education Allowance


JOB PURPOSE:  The Forensic Programs Data Specialist is responsible for managing and maintaining accurate, timely, and complete data entry across the F-PATH, F-HARPS, and OCRP programs. This position plays a critical role in supporting direct service staff by ensuring that all data related to referrals, housing status, subsidies, participant activities, enrollments, and discharges are accurately reported in the PDAMS system as required by the Washington State Health Care Authority (HCA). The Data Specialist serves as the central point of contact for all data-related tasks, quality assurance efforts, and communications with HCA program representatives regarding documentation and reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Accurately enter and maintain participant data in PDAMS, including referrals, housing placements, subsidies, services/activities, enrollments, and discharges.
  • Ensure real-time updates and integrity of data across all program components in compliance with HCA standards and deadlines.
  • Track housing-related FHARPS subsidies by maintaining a detailed internal ledger of participant spending, available balances, and documentation to ensure spending remains within program guidelines.
  • Monitor documentation across all programs for clarity, accuracy, and adherence to trauma-informed, person-centered, and recovery-oriented language; provide supportive feedback and guidance to direct service staff when adjustments are needed.
  • Participate in HCA-hosted data and system meetings, training, and troubleshooting sessions to stay current on requirements, resolve errors, and apply system updates.
  • Collaborate with Forensic Program staff to gather required documentation, identify data entry gaps, and ensure records are complete and accurate.
  • Support direct service staff in participant engagement efforts as needed, particularly in cases where documentation, enrollment, or subsidy coordination may serve as a barrier to continued involvement.
  • Run regular data quality checks and generate reports as needed to support internal program monitoring and contract compliance.
  • Serve as a liaison between Peninsula Behavioral Health and HCA for any data clarification or correction requests.
  • Provide training and technical assistance to program staff related to PDAMS procedures, updates, and documentation best practices.
  • Support the implementation of continuous quality improvement processes related to data entry, documentation, and tracking systems.

SECONDARY DUTIES AND RESPONSIBILITIES:

  • Performs relevant clinical and administrative tasks according to agency policies.
  • Demonstrates proficiency in utilization of the Agency's electronic medical record system.
  • Participates in team meetings and program development.
  • Maintains high standards of professional conduct in interaction with clients, staff, and other community members.
  • Maintains professional competence through a program of professional development and in-service training.
  • Demonstrates flexibility in adapting to changing work demands.
  • Performs other duties as assigned or requested.

PERFORMANCE EXPECTATIONS:

  • Maintain accurate, timely chart information in compliance with funding sources while also meeting agency quality assurance guidelines.
  • Meets attendance and punctuality standards necessary for effective program participant care.
  • Meets all contract obligations.
  • Understand and adhere to state and federal confidentiality regulations.
  • Conducts self ethically and professionally at all times.
  • Coordinate and prioritize work assignments so that tasks are completed on time and in a quality manner.

REQUIRED EDUCATION, LICENSE(S), CERTIFICATION, AND EXPERIENCE:

Education:   Minimum High School Diploma/GED.

Licensure:    Agency Affiliated Counselor registration (Peninsula Behavioral Health will assist in obtaining this credential) 

Certified Peer Support Specialist credential within 6 months of hire (Peninsula Behavioral Health will assist with obtaining the required training)

Experience:  Must be a person who has direct, personal lived experience receiving services for a mental health condition OR is in recovery from substance use disorder in at least the last two consecutive years.

Additional requirements:

  • Must be able to pass a pre-employment drug test and background check
  • Must be able to provide vaccination records for MMR, Hep B, Tdap and recent flu shot

PREFERRED ADDITIONAL CREDENTIALS/EXPERIENCE:

Experience: Desirable that the applicant has a valid Washington State driver's license and meets the requirement to drive Agency vehicles, as necessary.

Has an understanding of Peer Support ethical and practice guidelines of being open minded, recovery oriented, hopeful, respectful, empathetic agent of change, strengths focused, and person centered.

KNOWLEDGE, SKILLS, AND ABILITIES:

Essential:

  • Strong attention to detail and high level of accuracy in data entry and record keeping.
  • Ability to navigate and maintain data within multiple systems, including PDAMS or similar electronic reporting platforms.
  • Knowledge of trauma-informed, person-centered, and recovery-oriented language and practices.
  • Ability to interpret, apply, and communicate reporting requirements, guidelines, and documentation standards.
  • Strong organizational and time management skills; able to prioritize tasks and meet deadlines.
  • Ability to work collaboratively with multidisciplinary teams and communicate effectively with staff across various roles.
  • Competence in Microsoft Office Suite (Excel, Word, Outlook) and data tracking tools.
  • Ability to troubleshoot data inconsistencies and provide constructive feedback and training to staff.
  • Comfortable participating in virtual meetings and state-led data training or corrective action sessions.
  • Ability to work independently and take initiative while also being a dependable team member.

Secondary:

  • Provide occasional support to direct service staff in participant engagement and appointment follow-through related to documentation or subsidy coordination.
  • Assist in compiling data for grant reports, audits, and internal program evaluation.
  • Help train new staff on documentation standards and data entry procedures.
  • Offer input on workflow improvements related to data tracking, reporting, or subsidy management.
  • Support data-related coordination across the Forensic PATH, FHARPS, and OCRP programs during transitions in staffing or system changes.

NATURE AND SCOPE:

Physical Demands:

  • Moderate physical effort (lift/carry up to 25 lbs.)
  • Prolonged sitting at desk with computer.
  • Occasional standing/walking.
  • Maintains Universal Precautions and uses barriers (gloves, masks, aprons, goggles) appropriately in all potential exposures to body fluids.

Cognitive Skills:

  • Good verbal and written communication skills
  • Learning skills
  • Problem analysis and problem solving

Working Environment:

  • May be exposed to infections and contagious diseases.
  • May be exposed to patients exhibiting assaultive behaviors.
  • Work in a clean, well-lit, and ventilated office.

Working Demands:

  • Frequent pressure due to schedule demands.
  • Subject to varying and unpredictable situations
  • Subject to irregular work hours

Principal Challenges:

  • Providing excellent customer support to fellow employees.
  • Identifying trends in technical support requests and recommending process improvements.           


*Peninsula Behavioral Health does not discriminate because of a person's presence of any sensory, mental, or physical disability, race, creed, color, national origin, sex, sexual orientation, gender identity including transgender status, marital status, pregnancy, childbirth, and pregnancy-related conditions, age (40), honorably discharged veteran or military status, or use of a trained dog guide or service animal by a person with a disability, state employee or health care whistleblower status.