Medical Office Assistant

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!

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 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

• 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

• High school diploma or equivalent required

• New Castle, DE 19720

• Telework is available but this is not a fully remote position

• U.S. citizenship is required as it supports the U.S. federal…