SUMMARY
The Medical Administrative Clerk Staff Team Lead serves as a critical leadership and operational support role within the Flatwater Inc. team, responsible for overseeing day-to-day performance and task execution of contractor personnel assigned to Headquarters Air Force Accession Center (HQ AFAC) and those providing remote clerical support to multiple Military Entrance Processing Stations (MEPS) across the continental United States.
In addition to supervising and coordinating the work of assigned staff, the Team Lead directly performs all core functions of a Medical Administrative Clerk at HQ AFAC. These include processing applicant medical documentation, updating military systems (such as MHS GENESIS, AFRISS, and CHCS), and ensuring timely communication and documentation flow between MEPS, recruiters, and AFAC leadership.
This dual-function role requires strong administrative acumen, leadership capability, and a proactive approach to quality assurance and compliance. The Team Lead plays a key role in maintaining performance standards, addressing operational issues, and ensuring that all assigned
clerical support aligns with Air Force policies, HIPAA requirements, and contractual obligations.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
- Overseeing contractor personnel assigned to HQ AFAC and those remotely supporting MEPS locations.
- Disseminating all pertinent information and training as deemed by AFAC, to all employees.
- Ensuring disseminated information is acknowledged and acted upon, if required, within 3 business days, with 100% compliance from employees.
- Performing all duties of a medical administrative clerk assigned to HQ AFAC, which include:
- Relaying general instructions to patients or making referrals to other MEPS sections.
- Obtaining updates and filing medical records as needed.
- Organizing and researching patient records, extracting needed information, and reviewing records for completeness, accuracy, and consistency within established guidelines.
- Ensuring arrival of medical records prior to appointment(s).
- Initiating and locating patient medical records as needed.
- Obtaining documentation as requested by healthcare providers (e.g., test results).
- Performing other administrative and clerical duties in support of medical care and operational support.
- Once provided, maintain access to the Health Information Exchange (HIE) while performing under this contract.
- Maintaining professional communication with members of the Government and the worldwide AF medical network.
- Managing all data created for Government use, including handling and processing any records legally controlled by the Government.
- Completing HIPAA and Privacy Act training and complying with AFAC's specific health information privacy and security policies and procedures (100% compliance threshold).
- Completing any mandatory and annual training IAW DoD, AF Instructions, HIPAA, Privacy Act, AF Computer Security Policy, AF Safety Policy, and all civilian training requirements and regulatory agencies (100% compliance threshold).
- Complying with DoD Freedom of Information Act (FOIA) Program requirements and AFI 33-332, Air Force Privacy and Civil Liberties Program
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
SKILLS AND QUALIFICATIONS
- Proven ability to supervise and coordinate the activities of remote clerical staff supporting multiple MEPS locations.
- Skilled in tracking team performance and enforcing compliance with contract SOPs and quality standards.
- Experience ensuring timely acknowledgment and completion of tasks in software tools such as AFRISS and SharePoint.
- Proficient in using collaboration tools such as Microsoft Teams and SharePoint for task monitoring and team communication.
- Capable of identifying processing delays, escalating issues, and resolving discrepancies in coordination with the Program Manager or onsite military lead representative.
- Provides onboarding support and mentorship to team members to maintain consistency in task execution and document handling.
- Demonstrates a commitment to accuracy, timeliness, and quality in the management of high-volume medical documentation workflows.
- Aptitude to rapidly learn and effectively utilize the following systems for documentation collection and administrative tasks, with Government-provided training:
- Armed Forces Health Longitudinal Technology Application (AHLTA).
- Composite Health Care Systems (CHCS) and/or MHS GENESIS.
- Defense Enrollment Eligibility Reporting System (DEERS).
- Air Force Recruiting Information Support System (AFRISS).
- Military Filing System (by sponsor social security, terminal digit order, color-coded and blocked filing system).
- Comprehensive knowledge of the contents of a military medical record, layout, sections, family members prefix designation, forms used in a Military Treatment Facility, and the medical record tracking procedure.
- Completion of Government-required training during in-processing: HIPAA & Privacy Act, Anti-Terrorism, OPSEC, Combating Trafficking in Person, SHARP, DoD Cyber Awareness Training, MHS GENESIS, Sexual Harassment, Active Shooter, Suicide Prevention, Health Information Exchange (HIE), and any HQ AFAC specific training and any DAF/DoD mandated training.
EDUCATION & EXPERIENCE
- High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
- Minimum of three (3) years of medical clerical or administrative support experience
- Minimum of one (1) year in a lead or supervisory role within a healthcare or DoD setting
- Familiarity with military medical environments, including the structure and flow of military medical records, is essential.
- Candidates must demonstrate the ability to adhere to military-specific documentation procedures, security protocols, and regulatory requirements.
- Experience navigating structured, high-security environments and interacting with military personnel or systems is strongly preferred.
SUPERVISORY RESPONSIBILITY
- Direct supervision of a regional team onsite, hybrid, and remote Medical Administrative Clerks.
- Reports to the Program Manager and collaborates with other Team Members to maintain cross-regional continuity
WORK ENVIRONMENT
- The Medical Administrative Contractors (MACs) Lead will be assigned to HQ AFAC shall report to Bldg. 491, JBSA-Randolph, TX for the first ninety (90) calendar days of employment for proper training from the government.
- The primary location of performance is Joint Base San Antonio Randolph (JBSA-Randolph), TX.
- While onsite all Flatwater personnel must identify themselves as contractors by always wearing a badge.
- All documents and reports will be clearly marked as contractor-developed products.
Our Values:
Native American Owned & Proud | Accountable | Team Focused | Innovative | Visionary | Excellence
PHYSICAL DEMANDS
- Primarily sedentary with frequent use of standard office equipment including computer, keyboard, and headset
- May require prolonged screen time and periods of data entry
AAP/EEO Statement
Ho-Chunk, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.
