Designation: Data Entry & Tracker Coordination Executive

Location: Gurugram

Reporting To: Program Manager / Clinical Research Manager

Key Responsibilities

Call 1 Process — Fresh Client Intake
Receive fresh client data shared daily by Mariyam (Ops ATL) for clients who have taken the programme.
Transfer all relevant client data accurately and promptly into the Form Tracker sheet.
Check each client's eligibility against defined criteria using RCA.
Confirm whether the client's form has been filled or not.
Record and maintain the filled / not-filled status in the tracker sheet.
Escalate any discrepancies in eligibility or missing documentation to the Clinical Team before marking the participant as eligible.
Call 12 Process — Renewal Client Tracking
Pull renewal clients from the Renewal sheet for the same duration period as Call 1.
Apply the duration filter to exclude 1-month, 21-day, and 2-month clients.
Retain only clients on 3-month or longer programmes for further processing.
Verify eligibility using Zoconut and RCA, following the same process as Call 1.
Record and update the filled / not-filled status in the tracker sheet.
Progress Tracker Management
Maintain the client list in sync with the Call 12 list.
Pull symptom and wellness data points (Acidity Severity, Gas Severity, Bristol Stool Chart, Stool Frequency, Incomplete Evacuation, Energy, Sleep, Appetite, Stress) via the Progress Dump and enter them accurately into the tracker.
Share the Data Integration sheet daily with coaches whose client data is incomplete.
Proactively follow up with coaches to ensure inputs are received and incorporated within the 2-day turnaround window.
Escalate any coaches who are consistently non-responsive or delayed to the Operations Lead.
Compile and generate coach-wise reports covering Call 1, Call 12, and Progress Tracker data.
Gut Health Profile Tracking
Monitor the Gut Health Profile (Responses) sheet updated by Mariyam on an ongoing basis.
Identify entries that have not been filled and flag them for follow-up.
Build and maintain the Gut Health Profile report accurately and on schedule.
IBSSS & FSSG Form Data Maintenance
Maintain and update IBSSS (Irritable Bowel Syndrome Severity Scoring System) form data for clients on an ongoing basis.
Maintain and update FSSG (Frequency Scale for the Symptoms of GERD) form data for clients on an ongoing basis.
Track pending/unfilled IBSSS and FSSG entries and follow up with the relevant coach or clinical team member to close gaps.
Ensure IBSSS and FSSG scores are entered accurately and consistently for use in clinical review and reporting.
Verify questionnaire completeness and calculated scores before updating the tracker.
Coach Coordination & Daily Follow-Up
Check all trackers daily to identify pending or missing coach inputs.
Reach out to coaches proactively (via chat/call/email) to ensure timely completion of pending data.
Maintain a running log of coach-wise completion status and turnaround time.
Ensure smooth, professional, and consistent communication with coaches to build cooperation.
General Data Entry & Reporting
Handle day-to-day data entry across multiple sources including Zoconut, RCA, and various Google Sheets/Excel trackers etc.
Build and maintain pivot tables, lookups, and formulas to summarize and report on tracker data.
Ensure data formatting, naming conventions, and sheet structure remain clean and consistent.
Flag data discrepancies, duplicate entries, or broken links/formulas to the Operations Lead.
Support any other ad-hoc data entry or reporting tasks as assigned.

Tools & Systems Used

Zoconut (client/programme management)
RCA (eligibility verification)
Google Sheets / MS Excel (Form Tracker, Renewal Sheet, Data Integration Sheet, Progress Tracker, Gut Health Profile Responses, IBSSS, FSSG)
Progress Dump exports for symptom/wellness data

Required Skills & Qualifications

Graduate in any discipline; background in healthcare, nutrition, or life sciences is a plus.
1–3 years of experience in data entry, back-office operations, or coordination roles.
Strong hands-on expertise in MS Excel and Google Sheets, including VLOOKUP/XLOOKUP, pivot tables, conditional formatting, and data validation.
Ability to quickly learn and work within Zoconut, RCA, and other internal tools.
Willingness to learn clinical scoring frameworks such as IBSSS and FSSG, and coordinate with the clinical team on their upkeep.
Basic understanding of clinical questionnaires and health data management is desirable.
Exceptional attention to detail and accuracy in high-volume data entry.
Strong follow-up, coordination, and communication skills to work effectively with coaches.
Ability to independently manage multiple trackers and deadlines simultaneously.
Comfortable working with recurring daily deadlines and a structured process.

Skills: google sheets,data,health,tracker,form

Data Entry Executive