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Medical Records Technician

4 months ago

New Castle, United States EIGENNET LLC Full time
Job DescriptionJob Description

We are seeking a Medical Records Technician. The Medical Records Technician is responsible for managing medical records for DEARNG Soldiers, ensuring compliance with regulatory requirements. Key duties include maintaining medical/dental records per AR 40-46, marking and safeguarding files, and creating and processing records for current members and new accessions. The technician processes records for training, transfer, discharge, retirement, and medical readiness events (MREs), prepares records for physical exams, and prescreens records for deployment eligibility issues. They perform quality assurance reviews, conduct annual record inventories, and ensure timely administrative charting in eCase, DENCLASS, MEDPROS, and other databases.

The technician assists in case reviews, scheduling appointments, and monitoring readiness databases, and alerts case managers of automated referrals. Responsibilities also include coordinating with mobilization stations for STR processing, following AR 40-66, maintaining HIPAA standards, and handling Release of Information requests. They ensure compliance with IMR and deployment regulations, stamp, and index medical documents, and assist in collecting monthly metrics and preparing required reports. Strong organizational and communication skills are essential, along with knowledge of Army Regulations and experience with medical record management systems. Prior experience in a military or medical records environment and certification in Health Information Management are preferred. This role requires handling sensitive information with discretion and maintaining confidentiality, with occasional travel to attend MRE events and possible extended hours to meet deadlines.
 

Medical Records Technician’s Duties:

·      Maintain Soldier medical/dental records in accordance with Army Regulation (AR) 40-46.

·      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.

·      Prescreen medical records for medical/dental health issues that require evaluation for deployment eligibility. Provide data to COR prior to MRE.

·      Contact mobilization stations and coordinate the preparation, package, ship, and track STR in accordance with AR 40-66 for shipment to the mobilization and archive platforms as prescribed. Communicate any issues with the Medical Administrator.

·      Process Release of Information requests in accordance with AR 40-66 reporting alibis to the Medical Administrator.

·      Performs quality assurance studies/reviews.

·      Conduct annual medical/dental record inventory.

·      Perform quality assurance checks on in-coming medical/dental records and track all discrepancies to closure monthly.

·      Complete tasks on time and meet their suspense.

·      Scrub electronic data system modules before medical/dental events to assist in early identification of non-deployable Soldiers.

·      Administrative charting - ensure all administrative charting in eCase, DENCLASS (Dental Classification Module), MEDPROS (Medical Data Protection System), and other electronic databases is 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.

·      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 those 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 Deputy States Surgeon.

·      Follow the regulations and policies applicable to IMR and deployment, to include the AR 40-501, and other applicable guidance.

·      Ensure all medical/dental documentation received from the Soldier and/or their medical team is received and placed in an appropriate electronic record, as well as the Soldier’s hard copy record.

·      Provide Records Custodian or delegate with all relevant medical/dental documentation.

·      Obtain release of information from Soldier.

·      Provide Soldiers with applicable information on resources available to improve medical and dental readiness.

·      Maintain medical/dental office or hospital contacts for case updates and medical records.

·      Maintain HIPAA of 1996 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 Records Custodian.

·      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. 

Preferred Skills

·      Strong organizational skills

·      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 MS Teams, Excel, Word, and Outlook

·      All contractor personnel who operate motorized vehicles on any Government Installation shall possess a current state driver's license.

Experience Required: At least two years’ experience in an administrative position, preferably medical. 

Educational Qualifications:  A minimum of a high school diploma or equivalent.