Data Entry Clerk

Wellvana is seeking a detail-oriented and organized Data Entry Clerk to support administrative and operational activities by accurately entering, updating, reviewing, and maintaining information in company systems.

The Data Entry Clerk will work with sensitive healthcare and business information and must demonstrate a high level of accuracy, confidentiality, organization, and professionalism. This position will collaborate with internal teams to ensure information is entered correctly, records remain current, and data is available to support Wellvana's healthcare operations.

The ideal candidate is comfortable working with large amounts of information, has strong attention to detail, types accurately and efficiently, and can identify and correct discrepancies.

Essential Responsibilities

• Enter and update patient, provider, practice, operational, and administrative information into designated systems.
• Review information for completeness, accuracy, and consistency before entering or submitting data.
• Verify data against source documents, forms, electronic records, spreadsheets, or other approved sources.
• Identify missing, inaccurate, duplicated, or inconsistent information and take appropriate steps to correct it.
• Maintain accurate electronic records and databases.
• Update existing records when information changes.
• Perform routine data cleanup and quality-control activities.
• Scan, organize, upload, and electronically file documents as required.
• Process forms, applications, records, correspondence, and other administrative documentation.
• Maintain organized electronic files and records in accordance with company procedures.
• Perform data reconciliation and compare information across multiple systems when required.
• Assist with reports, spreadsheets, lists, and administrative projects.
• Retrieve information from company systems when requested by authorized personnel.
• Communicate data discrepancies or missing information to the appropriate team member.
• Follow established workflows and procedures for data entry and document management.
• Maintain productivity and accuracy standards established by the department.
• Meet required deadlines for data-entry and administrative assignments.
• Protect confidential patient, employee, provider, and company information.
• Follow Wellvana's privacy, security, HIPAA, and data-handling requirements.
• Work collaboratively with operations, clinical, care-management, provider-support, and other internal teams.
• Perform other administrative and data-related duties as assigned.

Healthcare Data Responsibilities

Because Wellvana operates within the healthcare environment, the Data Entry Clerk may work with information relating to patients, healthcare providers, practices, care programs, and healthcare operations.

Responsibilities may include:

• Entering patient demographic information.
• Updating provider and practice information.
• Maintaining program or enrollment records.
• Processing healthcare-related forms and documentation.
• Updating information received from healthcare partners.
• Reviewing records for missing or inconsistent information.
• Supporting administrative aspects of patient and provider workflows.
• Maintaining accurate records for internal reporting and operational purposes.

All healthcare information must be handled according to applicable privacy and security requirements.

Data Accuracy and Quality Control

The Data Entry Clerk is responsible for maintaining a high level of accuracy.

Duties include:

• Double-checking entries before submission.
• Comparing information against original source documents.
• Identifying duplicate records.
• Correcting data-entry errors.
• Following standardized naming and formatting conventions.
• Performing routine quality checks.
• Reporting recurring data issues to management.
• Following established procedures for correcting records.
• Maintaining accurate documentation of completed work.

HIPAA and Confidentiality

This position may involve access to protected health information (PHI) and other confidential information.

The Data Entry Clerk must:

• Maintain strict confidentiality of patient and company information.
• Access information only when necessary to perform assigned responsibilities.
• Follow Wellvana's privacy and information-security procedures.
• Follow applicable HIPAA requirements.
• Never share confidential information with unauthorized individuals.
• Use approved systems and communication methods when handling sensitive information.
• Properly secure physical and electronic records.
• Immediately report suspected privacy or security incidents according to company procedures.
• Complete required privacy, HIPAA, and cybersecurity training.

Qualifications

Required Qualifications

• High school diploma or equivalent.
• Previous data entry, administrative, clerical, customer service, or office experience preferred.
• Strong attention to detail.
• Accurate and efficient typing and data-entry skills.
• Strong organizational and time-management abilities.
• Basic computer proficiency.
• Ability to work with spreadsheets, databases, email, and electronic documents.
• Ability to follow detailed written and verbal instructions.
• Ability to maintain confidentiality.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Ability to manage repetitive tasks while maintaining consistent accuracy.

Preferred Qualifications

• Previous healthcare or medical-office experience.
• Experience working with electronic health records (EHRs).
• Experience with CRM or database systems.
• Experience handling protected health information.
• Knowledge of HIPAA requirements.
• Experience with Microsoft Excel or Google Sheets.
• Experience with document-management or ticketing systems.
• Previous experience working in a remote or hybrid environment.

Required Skills

• Data entry
• Typing accuracy
• Attention to detail
• Data verification
• Record maintenance
• Document management
• Organization
• Time management
• Basic computer skills
• Microsoft Office/Google Workspace
• Spreadsheet management
• Problem-solving
• Confidentiality
• Written communication
• Teamwork

Technology Skills

The Data Entry Clerk should be comfortable using:

• Microsoft Excel
• Microsoft Word
• Google Sheets and Google Docs
• Email applications
• Web-based databases
• Customer relationship management systems
• Electronic health record systems, where applicable
• Document-management systems
• Internal communication platforms

Training may be provided for Wellvana-specific applications and systems.

Performance Expectations

Performance may be measured by:

• Data-entry accuracy
• Productivity
• Completion of assignments within required deadlines
• Record completeness
• Error rates
• Data-quality standards
• Compliance with company procedures
• HIPAA and privacy compliance
• Attendance and reliability
• Communication and teamwork

Working Conditions

This position may be performed in an office, hybrid, or remote environment depending on business requirements.

The employee may spend significant portions of the workday:

• Working at a computer.
• Entering and reviewing information.
• Reviewing electronic documents.
• Working with spreadsheets and databases.
• Communicating with internal departments.
• Performing repetitive data-entry tasks.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to use a keyboard and mouse for extended periods.
• Ability to read information displayed on a computer screen.
• Ability to communicate effectively by telephone, email, and electronic communication.
• Reasonable accommodations will be provided to qualified individuals with disabilities in accordance with applicable law.

Compensation and Benefits

Benefits may include healthcare coverage, paid time off, retirement benefits, professional-development opportunities, and other benefits offered by Wellvana, subject to eligibility and applicable company policies.

Equal Employment Opportunity

Wellvana is committed to providing equal employment opportunities to qualified individuals and maintaining a professional and respectful workplace.

Disclaimer

This job description describes the general nature and level of work expected for the Data Entry Clerk position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions. Responsibilities may change based on business needs.