Administrative Care Coordinator

Paragone Solutions, Inc.•Topeka, KS

About The Position

The Care Coordinator supports the medical readiness and administrative management of Service Members (SMs) by ensuring the accurate maintenance, documentation, and coordination of medical records and case files in compliance with HIPAA, the Privacy Act, and applicable DoD, Army, and National Guard regulations. The Care Coordinator works closely with the assigned Case Manager to monitor case progress, validate treatment plans, and ensure timely updates and documentation at all required intervals. The role requires proficiency in Army web-based systems such as MODS, MEDCHART, MEDPROS, MPDV, and related platforms to track appointments, update medical readiness data, and support case resolution. The position plays a critical role in supporting medical boards, deployment readiness processing, and service member transitions, while maintaining regulatory compliance, timely reporting, and professional military correspondence standards.

Requirements

Education/Experience - Associate degree in related fields of sciences, business, or medical care and a
Minimum of 2 years of experience with;
Demonstrated capability in health care coordination;
Experience working with community agencies
Experience working with military personnel.
Security – Must be able to pass a national security background check for access into military electronic systems.
Possess the required technical skills and expertise to perform the above responsibilities with minimal guidance.
Must be proficient in Microsoft Word, Excel, PowerPoint, Outlook and Adobe, and have a working knowledge of desktop computer operations.
Must be willing and able to occasionally travel outside the designated work area and work weekends as needed to support Solider Readiness Program (SRP) events and Periodic Health Assessments (PHA).
Must maintain active and valid HIPAA certification.

Responsibilities

Tracking medical status of ALL assigned Soldiers as delegated by the Case Manager; this includes tracking scheduled appointments; documenting communication efforts with the Soldier, their unit, and the appropriate military provider; and collecting medical information for review by the case manager or provider.
Ensure proper maintenance of Solider medical records in accordance with HIPAA standards and guidelines and the Privacy Act of 1974
Utilization of all DOD and Army web-based electronic data systems necessary to review and document actions on assigned cases (e.g. MODS, MEDCHART, MHA, MEDPROS, etc.).
Knowledge, understanding and application of DoD, DA, NG and KSARNG regulations and policies through the application of duties.
Retrieve and validate the accuracy of the SM records in preparation of medical board packets, pre-deployment medical readiness events, and case reviews.
Support the Soldier Readiness Program (SRP) and Periodic Health Assessment (PHA) by coordinating medical and administrative documentation, scheduling evaluations, tracking readiness requirements and ensuring Soldiers meet deployment and retention standards.
Obtain SM’s signature on the release of information form.
Perform automated voucher system actions in MEDCHART as needed.
Perform MEDPROS SM data entry and the medical functions in Mobilization Planner Data Viewer (MPDV) within 5 business days of receipt as needed.
Ensure that each case is reviewed and charted at each of the following occurrences: upon receipt of documentation, medical status change(s), communication with civilian medical entities, contact with the SM, and every 30 days until resolution of identified condition either through permanent profile, return to duty or initiation of the DES/IDES.
Monitor MEDPROS to ensure all scheduled services are completed/updated and current medical status is reflected.
Track SM medical and dental appointments; Contact unit and SM to remind them of appointments, confirm attendance and submission of follow up documentation.
Scrub electronic data systems, electronic health records and hard-copy health records before readiness events for early identification of non-deployable Soldiers.
Ensure proper disposition of medical treatment records based upon SM’s transfer across military branches of service, transfers across component, interstate transfer within the National Guard, retirement, or discharge from service.
Support pending loss meetings by collecting and coordinating notes, attending meetings, and contributing relevant updates, insights and information as needed.
Provide copies of supporting transfer documents to the DSS no later than seven calendar days after the end of the month.
Create, maintain and update spreadsheets to support reporting and data tracking.