Medical Records Clerk

New Castle, DE

Full Time

Depart of Defense (DoD)

Entry Level

ROLE
We are seeking an experienced Medical Records Clerk 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. Record Management

Maintain Soldier medical and dental records in accordance with Army Regulation (AR) 40-66
Mark and safeguard files, output products, and storage media by classification level
Create, maintain, and process medical records for current service members
Generate medical records for new accessions upon receipt of enlistment orders
Process records for Soldiers scheduled for Basic Training, schools, transfers, discharges, retirements, and Medical Readiness Events (MREs)
Prepare medical records for physical exams and MRE events
File documentation in both hard copy and electronic Health Readiness Records (HRR)
Ensure all documentation from Soldiers and providers is filed in both digital and hard copy formats
Stamp uploaded documents for verification and completeness

II. Quality Control

Perform quality assurance studies and reviews of record accuracy
Conduct annual inventories of medical and dental records
Review incoming records for discrepancies and track resolution to closure monthly
Complete assigned tasks within established timelines and suspense dates
Assist in compiling monthly metrics and supporting administrative workload reports

III. System Maintenance

Scrub electronic systems in advance of medical and dental events to identify non-deployable Soldiers
Ensure timely administrative charting in Electronic Case Management (eCase), Dental Classification Module (DENCLASS), Medical Protection System (MEDPROS), and other databases
Monitor readiness databases to confirm services are completed and statuses are current

IV. Case Coordination

Participate in case reviews to ensure timely tracking and communication for open cases
Alert the Nurse Case Manager of referrals auto-generated in DENCLASS, Medical Electronic Data for Care History and Readiness Tracking (MEDCHART), or eCase
Provide case documentation, profile updates, and medical data to the Nurse Case Manager for provider review
Document team case meetings and provide administrative support as directed by the Deputy State Surgeon (DSS)
Maintain contact with medical and dental offices for case updates and record retrieval

V. Compliance Requirements

Respond to Release of Information (ROI) requests per AR 40-66 and report alibis to the Medical Administrator
Follow all applicable regulations and policies concerning Individual Medical Readiness (IMR) and deployment
Adhere to Health Insurance Portability and Accountability Act (HIPAA) requirements and ensure privacy standards
Obtain required release authorizations directly from Soldiers

VI. Readiness Support

Prescreen medical records to identify health issues affecting deployment eligibility
Coordinate with mobilization stations to prepare, package, ship, and track Service Treatment Records (STRs)
Support and attend MREs as required by Delaware Army National Guard (DEARNG) operational needs
Inform Soldiers about available resources for improving medical and dental readiness

KNOWLEDGE & SKILLS

Knowledge of medical record handling, retention, and secure documentation practices
Knowledge of Health Insurance Portability and Accountability Act (HIPAA)
Knowledge of Microsoft Office Suite (e.g., Teams, Excel, Word, Outlook, etc.)
Knowledge of standard office procedures and the ability to interpret general instruction
Strong organizational and communication skills, both written and oral

BACKGROUND

At least two (2) years in an administrative position required, preferably in a medical environment

EDUCATION

High school diploma or equivalent required

LOCATION

New Castle, DE 19720

TELEWORK

Telework is available

CLEARANCE

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

CLIENT

Department of Defense (DoD)

TRAVEL

Travel is required

WORK HOURS

40 hours
8 hours a day
5 days a week

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 Records Clerk

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