Medical Office Assistant

Medical Office Assistant

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.

Responsibilities

• 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

• 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

• 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

• 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

• 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

****************** 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.