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Administrative Care Coordinator, Part-time

Concord, NH (ID#15324)

When your mission depends on quality health care, rely on a team who can deliver results. From cutting-edge analysis to optimized health programs, Cherokee Nation Healthcare Services (CNHS) can manage any size federal project. Federal clients who partner with CNHS improve their access to care, medical readiness and program efficiency. Wherever the mission takes you, CNHS delivers world-class solutions, on time and on budget.

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The purpose of this requirement is to provide Part-Time Medical and Dental Administrative Care Coordination Services in support of case management. This requirement is designed to be flexible, responsive and meets the ever-evolving needs of the government. DoDI 6025.19 establishes aggressive quarterly and annual metric goals for the separate IMR elements and for the overall IMR category of Fully Medically Ready (FMR) soldiers. The ultimate goal of the NH Army National Guard's Office of the State Surgeon is to provide a healthy, resilient, ready and deployable force for federal, state and community missions. The contractor plays a large part in meeting this goal by taking a proactive approach to the case management efforts of the Soldier, their medical file, Soldier appointments follow up, and producing real-time reports based on complete and accurate data. As a team, the Contractor and the Government both work towards meeting the minimum goal for overall medical readiness of more than 90% of Service members Fully Medically Ready (FMR) with the ideal goal being 100%. The New Hampshire Army National Guard (NHARNG) Surgeon’s Office requires a highly responsive process whereby the government can quickly obtain needed support and services. This PWS reflects existing National Guard Bureau policies and regulations.



Includes the following:

  • Performs other job related duties as required.
  • Responsible for tracking medical status of ALL NH ARNG Soldiers there are approx 1700 Soldiers assigned to the NH ARNG.
  • Responsible for medical charting in eCase; documenting plan of care,
  • documenting goals toward recovery/Fully Medically Ready, documenting progress toward case closure, updating contact with Service Members (SM), any medical documentation that comes in relevant to service members condition, communication with others involved in SM care to include unit. All cases with be updated at a minimum of every 30 days.
  • Request profile evaluations with providers.
  • Communicate Soldiers plan of care with the Medical Standards Officer.
  • Communicate Soldiers plan of care with appropriate Medical Readiness NCO.
  • Maintain automated referrals indicated in MEDCHART.
  • a) Communicate plans of care and all referrals when the care is being resourced by the government (i.e. Dental Treatment using Reserve Health Readiness Program (RHRP)) or local contracts.
  • b) As directed, enter Individual Vouchers for identified Soldiers into the Automated Voucher System (AVS) in furtherance of a Soldier’s care plan for dental readiness class 3 conditions or for dental class 4 Soldiers to get an exam in accordance with Office of The State Surgeon policy.
  • Submit case processing, medical documentation, and profile concerns to military provider.
  • Administrative Care Coordinators shall inform NH ARNG provider(s) responsible to evaluate follow up of the Soldiers exam in accordance with Office of The State Surgeon policy.
  • Attend PHA events as determined by the needs of the NH ARNG State Surgeon’s Office. Large PHA events are scheduled approximately 4 times per year on drill weekends, while smaller PHA events fall throughout the year also on drill weekends. These events are usually in Concord NH and Manchester NH. The Government will make a reasonable effort to provide a 15 day notice when possible to allow for staffing coordination or any schedule shifting to cover the requirement. The Government will not pay additional costs incurred by the contractor due to overtime required or travel to accomplish the contracted services.
  • Ensure those Soldiers referred by a provider are followed by the case management team. As directed, performs communication with Soldiers regarding a deployment limiting condition within 48 hours of notification. Ensures the Soldier understands his/her responsibilities and obtains a release of information form. Provide information to Soldiers about their privacy rights and how their information can be used (have Soldiers sign consents). The Contractor shall also be responsible for protecting the confidential nature of Soldiers’ files and medical issues.
  • Track Soldier’s care from the identification of the condition to when the Soldier is either:
  • – Considered medically ready, as cleared by a military Physician Assistant (PA), Nurse Practitioner (NP) or Medical Doctor (MD)
  • – Administratively separated from the military by the Soldiers unit.
  • Follow the regulations and policies applicable to Individual Medical Readiness (IMR) and deployment, to include the AR 40-501 and other applicable guidance.
  • Ensure all medical documentation received from the Soldier and/or their medical team is received and placed in appropriated electronic record, as well as filed in the Soldier’s hard copy record.
  • Maintain Soldier medical records in accordance with Army Regulation (AR) 40-66.
  • Obtain release of information (ROI) from Soldier, send ROI to the appropriate facility and track incoming documentation.
  • Educate Soldiers on resources available to improve medical and dental readiness. Assist the NH ARNG Surgeon with educating Soldiers on resources available to improve medical and dental readiness (TRICARE Dental Program (TDP), local community resources, ARNG sponsored programs, e.g., Guard Your Health,, State Medical and Dental programs, etc.). This can be done by talking with Soldiers individually or as a group, creating a pamphlet available to Soldiers at Medical Readiness events or sent to the Units to have available to Soldiers, creating information pamphlet for COR to upload to the State Surgeons page on GKO.
  • Maintain annual Health Insurance Portability and Accountability Act of 1996 (HIPAA) standards and guidelines.
  • Upload scanned medical documents of Soldiers into Health Readiness Record (HRR).
  • Stamp all medical documents after uploading for verification.
  • Index and approve uploaded medical documents.
  • MODS entry of immunizations, select laboratory draws and or results, designation of pregnancy, eye exams, and medical warning tags.
  • Track medical appointments by communication with Unit representative to ensure Soldier attendance and submission of follow up documentation.
  • Log in eCase any contact with Service member (SM) (email, voice call, or personal interview).
  • Look up Soldiers Individual Medical Readiness (IMR) in the Medical Protection System (MEDPROS ) to include immunizations to determine what the Soldier is due for when filling out a PHA flow sheet.
  •  Run MEDPROS report Post PHA/SRP event.
  • Monitor MEDPROS to ensure all scheduled services are completed/updated and current medical status is reflected.
  • Report Medical Readiness to the Deputy State Surgeon or his/her designated representative as requested
  • Ensure Soldiers with Temporary (T3, T4) or Permanent (P3 or P4) profiles are case managed in the eCase module.





This is a Part-Time (24 hours per week) position that works under the supervision of the Program Manager and the Site Lead Care Coordinator.



  • AA or AS degree preferred
  • At least 2 years’ experience in Medical Office Administrative Duties or medical background.
  • High proficiency with learning and using computer programs



Contractor employee should possess the following knowledge/skills:

  • Strong organizational skills
  • The ability to use Power Point, Excel, Word, Access, Outlook
  •  Operate a personal computer to input, store, retrieve and manipulate data for various reports as required. Experience with computerized client management systems is required.
  • Use various software programs to maintain database files and prepare reports, including but not limited to the following ARNG web-based electronic data systems via MODS: Medically Non-Deployable (MND)/e-Profile, Medical Data Protection System (MEDPROS), MEDPROS Web Data Entry (MWDE), Soldier Patient Locator (SPL), Warrior Transition Report (WTR), DENCLASS, AVS, HRR, ePHA/MHA, eCase and other modules as applicable or as they become available.
  • Experience with the military, such as prior military service or military family member or military family volunteer, is highly desirable.
  • Demonstrates competency in assessing, planning, implementing, and evaluating care provided including patient/family education.
  • Demonstrates leadership qualities including professional verbal and written communication skills, flexibility to prioritize complex situations, and decision-making skills.
  • CAC Requirements:  The Common Access Card (CAC) is the Department of Defense (DOD) Federal Personal Identity Verification (PIV) credential.  In accordance with Directive Type Memorandum (DTM) 08-003, December 1, 2008, incorporating Change 5, October 8, 2013, Initial issuance of a CAC requires at a minimum, the completion of FBI fingerprint check with favorable results reflecting "No Record" and submission of a National Agency Check with Inquiries (NACI) to the Office of Personnel Management (OPM), or a DoD-determined equivalent investigation. The issuance of a CAC will be based on four criteria; (a) eligibility for a CAC; (b) verification of DoD affiliation from an authoritative data source; (c) completion of background vetting requirements according to the Federal Information Processing Standards Publication 201-1, Personal Identity Verification (PIV) of Federal Employees and Contractors, March 2006, and DOD Regulation 5200.2-R, Department of Defense Personnel Security Program, January 1987, and (d) verification of a claimed identity.  CAC eligible personnel must be registered in the Defense Enrollment Eligibility Reporting System (DEERS) through either an authoritative personnel data feed from the appropriate Service or Agency or Trusted Associate Sponsorship System (TASS).
  •  HSPD-12 Background Investigation Requirements: Common Access Cards (CACs) are required to be obtained by all contract or subcontract personnel assigned to work on the Government site and by personnel requiring access to a DoD network (and other eligible populations as specified in DTM-08-003 Attachment 3, paragraph 3a.) are required to, at a minimum, have received a favorable FBI fingerprint check and must have submitted to the Office of Personnel Management (OPM) a National Agency Check with Inquiries (NACI) or equivalent/higher investigation.