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Medical Support Assistant

Education Requirements: ​

  • A minimum of a high school diploma or equivalent, and have at least two years’ experience in  administrative services,  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.
  • Participate in case reviews as needed to ensure that every Soldier with an open case is being tracked, managed, and communicated with at a minimum of every 90 days.
  • Assist Soldiers in scheduling appointments with appropriate medical/dental facilities.
  • Communicate with delegated government personnel to track compliance versus noncompliance.
  • Monitor designated medical readiness databases to ensure all scheduled services are completed/updated and current medical status is reflected.
  • Alert the case manager(s) of automated referrals indicated in DENCLASS/MEDCHART/eCase.
  • Provide case processing, medical/dental documentation, and profile concerns to the case manager/dental case manager for review, and submit to the appropriate military provider.
  • Attend MRE events as determined by the needs of the state.
  • Ensure Soldiers referred to case management are followed by the case management or dental team.
  • Prepare for and/or document team case meetings as directed by the DSS.
  • Follow the regulations and policies applicable to Individual Medical Readiness (IMR) and deployment, to include the AR 40-501, MOD 13, Internal MEDCOM Standard Operating Procedures (SOP’s) and internal guidelines and procedures.
  • Ensure all medical/dental 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.
  • Obtain release of information from Soldier.
  • Maintain medical/dental office or hospital contacts for case updates and medical records. 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.
  • Participate in case reviews as needed to ensure that every Soldier with an open case is being tracked, managed, and communicated with at a minimum of every 90 days.
  • Assist Soldiers in scheduling appointments with appropriate medical/dental facilities.
  • Communicate with delegated government personnel to track compliance versus noncompliance.
  • Monitor designated medical readiness databases to ensure all scheduled services are completed/updated and current medical status is reflected.
  • Alert the case manager(s) of automated referrals indicated in DENCLASS/MEDCHART/eCase.
  • Provide case processing, medical/dental documentation, and profile concerns to the case manager/dental case manager for review, and submit to the appropriate military provider.
  • Attend MRE events as determined by the needs of the state.
  • Ensure Soldiers referred to case management are followed by the case management or dental team.
  • Prepare for and/or document team case meetings as directed by the DSS.
  • Follow the regulations and policies applicable to Individual Medical Readiness (IMR) and deployment, to include the AR 40-501, MOD 13, Internal MEDCOM Standard Operating Procedures (SOP’s) and internal guidelines and procedures.
  • Ensure all medical/dental 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.
  • Obtain release of information from Soldier.
  • Maintain medical/dental office or hospital contacts for case updates and medical records.
  • Maintain Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines.
  • Stamp all medical/dental documents for verification after uploading.
  • Index uploaded medical/dental documents into the specified electronic records repository.
  • Provide all medical/dental documents received for case management to Medical Command, NYANG.
  • 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.
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