SUMMARY
The Medical Administrative Support Staff provides essential administrative services to support the Medical and Dental Case Management efforts for Individual Medical Readiness (IMR) soldiers within the South Dakota Army National Guard (SDARNG). This role is integral to resolving issues that make soldiers non-deployable assets, contributing to the ultimate goal of achieving and maintaining more than 90% (ideally 100%) of Service members Fully Medically Ready (FMR).
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
- Provide a wide range of Medical and Dental Case Management and related Medical Administrative support services.
- Work with all assigned soldiers in the SDARNG to support their readiness.
- Support quality assurance and quality control for all case management and related medical administrative services, including assisting with daily review, spot checks, and remedial training for discrepancies in medical systems.
- Assist with Service Treatment Record (STR) maintenance and management, and contribute to creating standardized operating procedures for medical records maintenance.
- Assist with credentialing and privileging services for all SDARNG medical, dental, and behavioral health providers.
- Track the medical status of all SDARNG Soldiers in eCase and ensure thorough administrative charting with detail.
- Schedule profile exams/evaluations/Physical Health Assessments (PHA).
- Maintain automated referrals indicated in systems such as MEDCHART, HealthCare Portal, eCase, and AVS.
- Ensure that all medical documentation received from the Soldier and/or their care facility is placed in an appropriate electronic record, as well as the Soldier’s STR.
- Conduct review of Health Readiness Record (HRR) for all Soldiers who have an open case.
- Maintain Soldier medical records in accordance with Army Regulation (AR) 40-66.
- Provide records custodian or delegate with all relevant medical/dental documentation.
- Obtain release of information from Soldiers.
- Educate Soldiers on resources available to improve medical and dental readiness.
- Uphold Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines and Privacy Act of 1974, ensuring strict confidentiality of service member records.
- Review and track health assessment (PHA, SRP) lab results; assist with communication to Service Members (SM) regarding lifestyle modifications.
- Upload medical documents of case managed Soldiers into HRR within 5 business days of receipt.
- Stamp all medical documents with date and initials for verification before uploading.
- Index uploaded medical documents immediately after scanning documents into HRR.
- Perform MODS entry for immunizations, designation of pregnancy, eye exams, and medical warning tags within 3 business days of notification.
- Track all medical appointments or communication with Soldier and unit in eCase.
- Communicate with delegated government personnel to track compliance versus noncompliance and provide input.
- Run reports pre and post PHA/SRP and monitor MEDPROS to ensure all scheduled services are completed/updated and current medical status is reflected.
- Compile and provide data for medical readiness reports to the commander or designated representative.
- Ensure Soldiers with profiles are case managed in the eCase module.
- Compile, enter, verify, and file medical documents and records in appropriate folders and databases, including scanning and indexing documents into medical and dental records.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
SKILLS AND QUALIFICATIONS
- Ability to apply relevant medical administrative knowledge and skills.
- Strong organizational and record-keeping abilities.
- Proficiency in data entry and use of medical systems (e.g., eCase, MEDCHART, HealthCare Portal, AVS, MODS, HRR).
- Attention to detail for accurate charting and document processing.
- Understanding of and adherence to military regulations and policies related to medical readiness, IMR, and deployment (e.g., AR 40-501, AR 40-66).
- Excellent communication skills for interacting with soldiers, unit personnel, and medical facilities.
- Strict adherence to HIPAA standards and Privacy Act regulations.
EDUCATION & EXPERIENCE
- High school diploma or GED equivalent
- Prior military Medic/Corpsman, or at least 1 year of relevant medical background such as a medical records clerk or health unit clerk.
SUPERVISORY RESPONSIBILITY
No supervisory responsibilities are required for this role.
WORK ENVIRONMENT
- The primary duty station is Camp Rapid, 2823 West Main Street, Rapid City, SD, Bldg 420.
- This is a dynamic, high-accountability role operating in a military clinical support environment.
- The environment demands attention to military culture, adherence to security clearance requirements, and compliance with federal and state healthcare standards.
Our Values:
Native American Owned & Proud | Accountable | Team Focused | Innovative | Visionary | Excellence
PHYSICAL DEMANDS
Extended computer-based data entry and reporting required.
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.
