Medical Office Assistant

New Castle, DE

Full Time

Depart of Defense (DoD)

Entry Level

ROLE
We are seeking an experienced Medical Office Assistant to support the State Surgeon’s Office of the Delaware Army National Guard (DEARNG) in New Castle, Delaware. Your responsibilities will focus on maintaining medical and dental records, supporting readiness operations, and ensuring compliance with applicable military and privacy regulations.

This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.

Apply today!

RESPONSIBILITIES
I. Records Management

Maintain Soldier medical and dental records in accordance with Army Regulation 40-66
Create and process medical records for current service members
Establish medical records for new accessions after receiving enlistment orders
Prepare records for Basic Training, schools, transfers, discharges, retirements, and readiness events
Organize medical files for physical examinations and Medical Readiness Events
File documentation in hardcopy records and the electronic Health Readiness Record
Confirm that received medical and dental documentation is placed in the correct electronic and hardcopy record
Stamp medical and dental documents after successful upload
Conduct the annual inventory of medical and dental records

II. Privacy & Security

Safeguard electronic and physical medical records from unauthorized access
Limit the release of medical information to authorized personnel with a need to know
Protect HIPAA-covered information, Personally Identifiable Information, and Controlled Unclassified Information
Process Release of Information requests in accordance with Army Regulation 40-66
Follow Government procedures for medical-record access, retention, handling, and disclosure

III. Systems & Data

Enter and update administrative information in MHS GENESIS, eCase, DENCLASS, MEDPROS, and related systems
Review electronic records systems before medical and dental readiness events
Confirm that electronic records and readiness statuses are complete and current
Complete system documentation within established timelines
Organize, scan, index, upload, retrieve, and track medical and dental documentation
Compare electronic system entries against supporting source documentation for accuracy

IV. Quality Control

Perform quality checks on incoming medical and dental records
Identify record discrepancies and track each issue through closure
Maintain accurate and complete records within established suspense dates
Assist with monthly reviews of record quality, system accuracy, and workload status
Complete new-accession records within required timelines
Prepare, package, ship, and track Service Treatment Records in accordance with Army requirements

V. Readiness Support

Participate in scheduled case-review meetings
Document that Soldiers with open cases are actively tracked
Support record preparation for Soldier Readiness Processing and Medical Readiness Events
Coordinate with mobilization stations regarding Service Treatment Records
Attend approximately 8–10 annual readiness events that may last two to three days each
Travel to readiness centers, armories, and other locations throughout Delaware as directed

KNOWLEDGE & SKILLS

Knowledge of medical-record handling, filing, retention, and secure documentation practices
Understanding of HIPAA, privacy requirements, and the protection of sensitive records
Ability to perform data entry, record review, and discrepancy tracking
Proficiency with Microsoft Teams, Excel, Word, and Outlook
Familiarity with standard office procedures and the ability to follow general instructions
Strong organizational skills
Effective written and oral communication skills
Capacity to manage multiple deadlines while maintaining accuracy
Ability to work independently and protect confidential information

BACKGROUND

At least two (2) years in an administrative position required, preferably in a medical environment
Prior experience handling confidential, personnel, medical, or other sensitive records is preferred

EDUCATION

High school diploma or equivalent required

LOCATION

New Castle, DE 19720

TELEWORK

Telework is available but this is not a fully remote position

CLEARANCE

U.S. citizenship is required as it supports the U.S. federal government

CLIENT

Department of Defense (DoD)

TRAVEL

Local and statewide travel within Delaware is required

WORK HOURS

40 hours per week
Work is generally performed within core hours of 7:00 AM to 5:30 PM, Monday - Thursday
Weekend work is required for Medical Readiness Events
Workweek will be flexed before or after readiness-event weekends to remain within 40 hours

EMPLOYMENT CLASSIFICATION

Employment Classification Eligibility — Nonexempt

RELOCATION

Not eligible for relocation benefits

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KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.

Other Considerations. Applicants will be subject to a background investigation. Individual’s primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.

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Medical Office Assistant

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