Medical Records Technician

Job Description

Must Have experience working in Medical Field at Army National Guard as Medical Records Clerk or Technician.

Non-Clinical Case Management Services are required to effectively prepare, track, record, and assess the medical readiness of Wyoming Army National Guard (WYARNG), Cheyenne, WY service members according to the service member’s specific medical readiness requirements to achieve the highest levels of medical readiness and deployability for assigned federal and state missions. Dates April 1 2025 to 31 March 2026.

1.1.1 Data entry into MHS-Genesis, MODS, MEDCHART, PRT, DenClass and other WYARNG specific databases as required depending on the Soldier’s individual medical case requirements.

1.1.2 Scanning, filing, and tracking of digital and hard-copy Soldier Treatment Records (STR).

1.1.3 Initiate, document and follow-up of Soldier profiling actions and treatment requirements.

1.1.4 Log contact (email, telephone, or personal conversations) and updates with Soldiers, their cases, or their unit administrative support in eCase and/or other medical systems.

1.1.5 Initiate, process and track all medical board cases (MED, NDR-PEB, MAR2).

1.1.6 Attend PHA events as determined by the needs of the WYARNG and individual unit requirements.

1.1.7 Ensure Soldier referred by a provider for specific medical tests or other requirements are tracked to sufficiently support provider orders.

1.1.8 Contact Soldiers and appropriate medical/dental offices to obtain medical documentation and information regarding cases for treatment plan review.

1.1.9 Support Soldier in becoming medically ready (MRC 1 or 2) by tracking medical or dental appointments.

1.1.10 Communicate with Soldier’s unit regarding Soldier medical/dental appointment to ensure attendance and submission of follow-up documentation.

1.1.11 Request and track profile exams, medical evaluations, and audiology exams at PHA events and when required.

1.1.12 Review and track abnormal health assessment lab results; contact the Soldier and their unit to follow-up and coordinate if further testing is required.

1.1.13 Document all cases in eCase within one business day of notification of appointment, lab result, communication or other action related to the Soldier’s individual treatment plan.

1.1.14 Follow all regulations and policies applicable to IMR and deployment to include AR 40-58, AR 40-66, AR 40-400, AR 40-501, AR 40-502, AR 600-8-4, AR 25-50,

WYARNG specific instructions or Standard Operating Procedures (SOP) and other regulations and policies as determined applicable by the COR.

1.1.15 Coordinate with Soldiers who have Line of Duty (LOD) and non-LOD injuries, illness, or disease to ensure medical profiling requirements are properly managed to minimize the amount of time the Soldier is in a non-deployable status.

1.1.16 Maintain Soldier medical records (electronic and physical) in accordance with AR 40-66, The Privacy Act of 1974, HIPAA, SOP, and guidelines to include record generation through final disposition.

1.1.17 Ensure all Soldiers with temporary or permanent profiles are continually managed and recorded in the eCase module until Soldier is found medically fit and returned to an MRC 1 or 2 status.

1.1.18 Inform providers of Soldier medical/dental status and furnish the provider with necessary information and documentation to support an appropriate military medical determination.

1.1.19 Manage Soldier’s care from point of notification until Soldier is returned to an MRC 1 or 2 status or administratively separated from the military.

1.1.20 Stamp all medical/dental documents received with a date stamp and action completed after uploading to the appropriate electronic application.

1.1.21 Submit case process, medical documentation and profile concerns to the LCM, COR, military personnel, or provider to ensure Soldiers conditions are properly handled.

1.1.22 Meet with the Deputy State Surgeon (DSS) and/or the Health Services Supervisor (HSS) and the COR to review all current cases on a minimum of a monthly basis.

1.1.23 Ensure proper maintenance of Soldier medical/dental records in accordance with HIPAA and the Privacy Act.

1.1.24 Validate the accuracy of the electronic and hard-copy information of the Soldier’s treatment plan and the STR.

1.1.25 Obtain Soldier’s signature on the release of information form when required.

1.1.26 Perform MEDCHART system and application actions as required.

1.1.27 Perform MODS system and application actions as required.

1.1.28 Ensure each open case is reviewed and charted in eCase with a synopsis of any subjective or objective documentation or information received and the next steps in the Soldiers plan of care at each of the following occurrences:

1.1.28.2 Upon receipt of documentation.

1.1.28.3 When Soldier’s medical status changes.

1.1.28.4 After communication with civilian or military medical authorities.

1.1.28.5 After contact with the Soldier.

1.1.28.6 At least every 30 days for all open cases.

1.1.29 Monitor MEDPROS to ensure the appropriate MRC status is reflected.

1.1.30 Retrieve and manage Soldier records in preparation of medical board packets, pre-deployment medical readiness events and case reviews.

1.1.31 Track medical and dental appointments.

1.1.32 Contact unit personnel and Soldiers to remind them of an appointment and to confirm attendance.

1.1.33 Review and action as necessary MEDPROS data before PHA events to identify and ensure the appropriate medical administrative actions are achieved or scheduled to return or maintain the Soldier in MRC 1 or 2 status as quickly as possible.

1.1.34 Ensure proper disposition of STR based upon SM transfer, retirement, or discharge from service.

1.1.35 Provide copies of supporting STR transfer documents to the COR no later than seven calendar days after the end of the month.

1.1.36

1.1.37 Location:

1.1.38 The contractor shall provide services according to the same compressed work schedule the WYARNG utilizes (9 hours per day with an 8-hour day prior to every other Friday off). This plan utilized an 80-hour bi- weekly pay plan instead of a 40-hour weekly plan. Performance shall be primarily conducted at the Raper Armory, 5410 Bishop Blvd, Cheyenne, WY 82009. One weekend per month overtime (Saturday and Sunday) is required. TELEWORK is allowed.