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Medical Record Administrator

Education Requirements: ​

  • A minimum of an Associate’s Degree, and have at least three years’ experience in an administrative position, preferably medical. 

General Skill Set Required:

  • Strong organizational skills –ability to prioritize tasks, keeping a timeline on projects, maintain focus on important projects and delegate as needed.
  • Strong communication skills, both written and oral
  • Basic knowledge of standard office procedures and the ability to interpret general instruction
  • Knowledge and experience needed to use Microsoft Office Suite including but not limited to Excel, Word, PowerPoint and Outlook

Job Responsibilities: 

  • Maintain Soldier medical/dental records in accordance with Army Regulation (AR) 40-66.
  • Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.
  • Create, maintain, and process medical records for current members.
  • Create medical records for new accessions upon receiving the enlistment order.
  • Process medical records for individuals scheduled for Basic Military Training, Schools, Transfer, Discharge, Retirement and all MRE’s.
  • Prepare medical records for individuals scheduled for MRE’s and physical exams. 
  • File documentation in individual medical/dental records in both the hard copy file and in the electronics Health readiness Record.  Provide/input documentation of results of the Bi-monthly case reviews.
  • Prescreen medical records for medical/dental health issues that require evaluation for deployment eligibility.  Provide data to COR/OPS prior to Regularly Schedule Drills (RSD).
  • Contact mobilization stations and coordinate the preparation, package, ship, and track Service Treatment Records (STR) in accordance with AR 40-66 for shipment to the mobilization platforms as prescribed. Communicate any issues with the Medical Administrator.
  • Process Release of Information (ROI) requests in accordance with AR 40-66 reporting alibis to the Medical Administrator. 
  • Performs quality assurance studies/review. This will be conducted by routinely reviewing specified standard/s policy or procedures.
  • Conduct annual medical/dental record inventory.
  • Perform quality assurance checks on in-coming medical/dental records and track all discrepancies to closure on a monthly basis.  These checks need to be completed on-time and discrepancies tracked to meet their suspense’s.
  • Scrub electronic data system modules before medical/dental events to assist in early identification of non-deployable Soldiers.
  • Ensure all administrative charting in eCase, DENCLASS (Dental Classification Module), MEDPROS (Medical Data Protection System), eProfile, Medical Health Assessment/Periodic Health Assessment (MHA/PHA), Medical Electronic Data Care History and Readiness Tracking (MEDCHART), Automated Voucher System (AVS),  Armed Forces Health Longitudinal Technology (AHLTA), Medical Operational Data System (MODS),  and Medpros Web Data Entry (MWDE) completed in a timely manner.
  • Index uploaded medical/dental documents into the specified electronic records repository.
  • Assist in the collection of monthly metrics of soldiers who have outstanding medical or dental issues for all cases assigned. This includes the administrative workload of preparing and maintaining and filing of spreadsheets or reports of this data on all soldiers with medical or dental issues.
  • Manage the development and maintenance of a NYARNG medical records program which involves over 20,000 active and non-active records.
  • Manage and perform all services as required by the Army National Guard Service Treatment Records Personnel Policy Operational Message (PPOM) #16-017 program.
  • Act as the sole representative to the COR for all STR requirements.
  • Recommend/Draft for COR review and approval of policies and procedures to process medico-legal documents and correspondence requests, and to document, store, and retrieve medical records information conforming to Federal, State, and local statutes.
  • Advise COR on medical records procedures and problems and recommend solutions to the problems.
  • Apply legal principles, policies, regulations, and standards for the control and use of medical records information.
  • Review and analyze information reported into data systems and provide recommendations for more efficient use of resources to COR/Operation Officer.
  • POC for NGB STR discharge record program.
  • Compile and complete special and recurring Soldier Medical and Dental Compliance reports for the MEDCOM, JFHQ, and National Guard Bureau (NGB).   
  • Make projections on growth of medical records system and recommend design changes to accommodate program expansion.
  • Current on all guidelines and regulations impacting management of Medical Records.
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