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Non-Clinical Dental Case Manager

Education Requirements: ​

  • A minimum of a person with an Associate of Applied Science (A.A.S), Registered Nurse (RN), Direct Service Social Worker as Non-clinical Case Managers or a person with a bachelor’s degree in a Health related field with three years’ experience as a Case Manager, to provide IMR support to the New York Army National Guard.

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: 

  • Responsible for tracking medical status of ALL assigned Soldiers.
  • Request profile exams/evaluations and audiology exams at physical exam center.
  • Coordinate Soldier treatment plans with appropriate medical facilities.
  • Maintain automated referrals indicated in MEDCHART.
  • Submit case processing, medical documentation, and profile concerns to military/contacted provider.
  • Attend MRE’s events as determined by the needs of the state and the individual units.
  • Ensure Soldiers referred by a provider are followed by the case management team.
  • Manage Soldier’s care from the identification of the condition to when the Soldier is either:
    • Considered medically ready.
    • Administratively separated from the military.
  • Ensure all medical documentation received from the Soldier and/or their medical team is received and placed in appropriated electronic record, as well as the Soldier’s hard copy record.  54.10 Maintain Soldier medical records in accordance with Army Regulation (AR) 40-66, Medical Record Administration and Healthcare Documentation.
  • Obtain release of information from Soldier.5.12 Educate Soldiers on resources available to improve medical and dental readiness.
  • Maintain Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines.
  • Review and track health assessment lab results and contact SM and educate on lifestyle modi5.4.13 Upload medical documents of case managed Soldiers into Health Readiness Record (HRR).
  • Stamp all medical documents for verification after uploading.
  • Index uploaded medical documents.
  • Update MODS as required on the following:  immunizations, designation of pregnancy, eye exams, and medical warning tags. 
  • Provide all medical documents received for case management to NYARNG Medical Command, (Records Custodian), for filing, using a document evidencing chain (hand-off) of custody from the contractor to the government.
  • Track medical appointments by communication with unit to ensure Soldier attendance and submission of follow up documentation.
  • Log in eCase any contact with SM (email, voice call, or personal interview).
  • Communicate with delegated government personnel to track compliance versus noncompliance.
  • Run MEDPROS report Post MRE event.
  • Monitor MEDPROS to ensure all scheduled services are completed/updated and current medical status is reflected.
  • Report Medical Readiness to the Commander or his/her designated representative.
  • Ensure Soldiers with P3 or P4 profiles, (A profile containing one or more numerical designators of “3” signifies that the individual has one or more medical conditions or physical defects that may require significant limitations. The individual should receive assignments commensurate with his or her physical capability for military duty.(4) A profile serial containing one or more numerical designators of “4” indicates that the individual has one or more medical conditions or physical defects of such severity that performance of military duty must be drastically limited) are all case managed in the eCase module.
  • Prepare cases for and participate in monthly review of all open case files with Lead Case Manager/DSS.fications.
  • Responsible for tracking dental status of ALL assigned Soldiers.
  • Responsible for dental charting in eCase.
  • Request profile exams from dental exam center.
  • Coordinate Soldier treatment plans with appropriate dental facilities.
  • Submit case processing, dental documentation and profile concerns to military/contracted provider.
  • Attend MRE’s events as determined by the needs of the state and the individual units.
  • Ensure Soldiers referred by a provider are followed by the case management team.
  • Manage Soldier’s care from the identification of the condition to when the Soldier is either:
  • Considered dentally ready.
  • Administratively separated from the military.  
  • Follow the regulations and policies applicable to Individual Medical Readiness (IMR) and deployment, to include the AR 40-501 and other applicable guidance.
  • Ensure all dental documentation received from the Soldier and/or unit is received and placed in appropriated electronic record, as well as the Soldier’s hard copy record.
  • Maintain Soldier dental records in accordance with Army Regulation (AR) 40-66, Medical Record Administration and Healthcare Documentation.
  • Educate Soldiers on resources available to improve dental readiness.
  • Maintain Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines.
  • Upload dental documents of case managed Soldiers into Health Readiness Record (HRR).  
  • Stamp all dental documents for verification after uploading. 5.6.16 Index uploaded dental documents.
  • Contractor will ensure all administrative charting of all updates and/or notes in eCase is completed.
  • Track dental appointments by communication with unit to ensure Soldier attendance and submission of follow up documentation.
  • Log in eCase and contact with SM (email, voice call, or personal interview). 
  • Communicate with delegated government personnel to track compliance versus noncompliance.
  • Run MEDPROS report Post MRE event. 
  • Monitor MEDPROS to ensure all scheduled services are completed/updated and current dental status is reflected.
  • Report Dental Readiness to the Commander or his/her designated representative.
  • Assist with the duties and responsibilities of the case coordinator.
  • Issue temporary dental profiles for DRC3 Soldiers.
  • Maintain counseling forms for DRC3 Soldiers.
  • Issue dental vouchers for DRC3/DRC4 and deploying Soldiers.
  • Send out IDT schedule requests and manage calendar of all units to assist with Soldier Readiness reports.
  • Scrub OCD for any open dental cases that can be closed.
  • Work directly with the State Dental Officer (SDO) and Military Dental Officers on requested initiatives, help with questions or run requested reports needed form MEDPROS.
  • Work directly with Event Dental Contractor representative for pre-mission and post mission wrap up documents.
  • Write and maintain Dental Case Management SOP.
  • Schedule case management at the clinic. Providing case management weekly to Soldiers attending for PHA.
  • Run monthly, weekly and bi-weekly reports in reference to: AGR Dental Readiness Report, Pre-Mission X-ray Report, Dental Readiness Report, Unit Non-Deployable Report, MRC3 Dentally Deployable Report, Unknown DRC3 Report, Unknown DRC4 Report.
  • Participate in dental case reviews as needed to ensure that every Soldier with an open case is being tracked, managed, and communicated within a minimum of every 90 days.
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