• Administrative Care Coordinator

    Job Locations US-MA
    Posted Date 2 years ago(1/19/2017 12:43 PM)
    # of Openings
  • Overview

    Windwalker Group horiz RGB

    The Administrative Care Coordinator provides administrative office support to the case management team in the Massachusetts Army National Guard.  Non-clinical case management administrative personnel will be experienced in all aspects of job performance and qualified in their respective functional areas. The non-clinical case managers may delegate administrative responsibilities to the administrative care coordinators/medical records technicians as needed. Contractor personnel shall not perform inherently governmental functions (i.e., representation of government, decision authority, etc.)


    • Tracking medical status of ALL assigned Soldiers as delegated by the case manager, including tracking scheduled appointments; documenting communication efforts with the Soldier, their unit, and the appropriate military provider; and collecting medical information for review by the case manager or provider.
    • Assist Case Managers with tasks assigned to manage a workload of up to 150 cases.
    • Scrub electronic data system modules before medical/dental events to assist in early identification of non-deployable Soldiers.
    • Administrative charting in eCase - Employee will ensure all administrative charting in eCase is completed and e-case reviews are conducted quarterly to ensure that every Soldier with an open e-case is being tracked, managed, and communicated with at a minimum of every 45 days.
    • Communicate with delegated government personnel to track compliance versus noncompliance.
    • Monitor MEDPROS to ensure all scheduled services are completed/updated and current medical status is reflected.
    • Alert the case manager(s) of automated referrals indicated in MEDCHART/eCase.
    • Attend weekend Periodic Health Assessment events as determined by the needs of the state and the individual units.
    • Ensure those Soldiers referred to case management are followed by the case management team.
    • Prepare for and/or document team case meetings as directed by the case management team and/or DSS.
    • 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.
    • 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 Soldier.
    • Provide Soldiers applicable information on resources available to improve medical and dental readiness.
    • Maintain Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines.
    • Maintain medical/dental office or hospital contacts for case updates and medical records.
    • Upload medical documents of case managed Soldiers into Health Readiness Record (HRR).
    • Stamp all medical documents for verification after uploading.
    • Index uploaded medical documents.
    • Provide all medical documents received for case management to Records Custodian to be filed using a document evidencing transfer of custody from the contractor to the government.  Copy of each supporting transfer document shall be provided to the COR at the end of each month no later than 7 calendar days at the end of the month.
    • Assist in the collection of monthly metrics for all cases assigned or other administrative workload which may include preparing and/or filing all required reports.
    • Review outgoing correspondence for format accuracy and content in accordance with AR 25-50 and Department of the Army Memo 25-52.
    • Obtain a working knowledge of Military dynamics and organizational management.
    • Complete any similar duties as described above that are related to completing the mission of Soldier medical readiness.


    • Education/Experience - Must have a minimum of a high school diploma or equivalent, and have at least two years’ experience in an administrative position, preferably medical.
    • Security – Must be able to pass a national security background check for access into military electronic systems. This includes, but is not limited to fingerprinting, credit check, and Federal CORI.
    • Possess the required technical skills and expertise to perform the above responsibilities with minimal guidance.
    • Must be proficient in Microsoft Word, Excel, PowerPoint, and Outlook, and have a working knowledge of desktop computer operations.
    • Must be able to travel outside the work area and State/Territory/District to attend medical/dental events and national conferences.
    • Must maintain active and valid HIPAA certification.


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