Job Title: HMIS Data Monitor
Job Purpose
Maintain and provide vital statistical records on agency programs by accurately and consistently entering, monitoring, and safeguarding client data in HMIS. The HMIS Data Monitor follows prescribed procedures and agency HMIS policies, ensuring data entry is completed in accordance with rules, regulations, and established procedures, and works under the direction of the Administrative Assistant/HMIS Data Coordinator. This position interacts directly with clients during data collection and is expected to do so in a compassionate, trauma-informed, and respectful manner that supports clients as the authors of their own lives.
Experience and Knowledge
- High school diploma; some college or business/computer courses preferred
- Computer experience: Word Processing, Data Base(s), Spread Sheets
- Strong organizational skills and attention to detail with the ability to multitask
- Exceptional interpersonal skills with the proven ability to communicate effectively and compassionately with clients, colleagues, and the community
- Experience in and knowledge of the community
- Experience with HMIS or a comparable client database preferred, but not required
- Ability to accurately and consistently follow established data entry procedures
Skills and Abilities
- Computer skills with broad knowledge of databases
- Organizational and planning skills
- Ability to maintain confidentiality
- Ability to work under pressure and deadlines
- Ability to budget time and duties efficiently
- Ability to complete routine work with minimal supervision, while seeking guidance from the HMIS Data Coordinator when needed
- Ability to answer phones and greet clients professionally, courteously, and with a calm, trauma-informed demeanor
- Ability to develop and maintain professional relationships and to communicate and work with other staff, volunteers, and public from various cultural, ethnic, and racial backgrounds
- Ability to work within the purpose, structure, and constraints of the Agency and to make suggestions for change in a responsible manner
- Ability to maintain poise and control and to be effective even under extreme stress and unexpected crisis
- Assumes responsibility for own learning
- Professional and responsible in all aspects of work and makes good use of time
Core Values of Staff
Compassion. We act with compassion toward others and work for the good of others by respecting people as the authors of their own lives.
Customer Service. We work to delight our customers, both internal and external.
Integrity. We act with the integrity that promotes the highest confidence, trust, and accountability.
Leadership. We demonstrate leadership in our organization and the community.
Teamwork. We work as a team, achieving more collectively than individually.
Job Related Training Courses/Programs
- Orientation
- On-going in-service workshops and conferences
- HMIS Lead-provided training on data standards, data quality, and privacy/security requirements
Principal Duties & Responsibilities
1. Welcomes and checks in clients by
- Greeting clients arriving for appointments in a warm, respectful, and trauma-informed manner
- Verifying appointment details and checking clients in accurately and promptly
- Notifying the appropriate staff member of client arrival and any relevant scheduling changes
- Helping clients feel welcomed and oriented while they wait, and communicating any delays with courtesy
2. Answers and directs phone calls by
- Answering agency phones promptly and professionally
- Responding to caller inquiries or directing calls to the appropriate staff member or program
- Taking clear, accurate messages when staff are unavailable
- Maintaining a calm, compassionate tone with clients and callers who may be in crisis or distress
3. Maintains database by
- Accessing, inputting, and retrieving information daily to computer
- Monitoring files for deficiencies
- Following prescribed procedures
- Tracking outstanding records and information
4. Prepares monthly, quarterly, and/or annual reports by
- Collecting and recording client and program data
- Following report guidelines
5. Secures information by
- Establishing and maintaining record keeping system
- Filing documents in an organized manner
- Verifying database backups are made according to established schedule
6. Resolves statistical discrepancies by
- Collecting and analyzing information
- Bringing unresolved discrepancies to the attention of the HMIS Data Coordinator
7. Maintains client and agency confidence and protects operations by
- Keeping information confidential
- Following policies and procedures
- Participating in quality reviews
- Completing paperwork in a timely manner
- Always following safety procedures
8. Maintains professional competency by
- Participating in continued education and personal growth experiences
9. Performs other duties as related to the position and as assigned
- Work non-traditional hours and/or alternate schedule during special projects or to meet agency deadlines