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Medical Records Administration Specialist

Cheyenne, WY (16042)

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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Highly motivated team worker who is a self-starter to work as full-time Medical Records Administration Support Specialist located in Cheyenne, WY to assist CNHS Program Manager with all aspects of WYARNG Case Management needs with emphasis on the following:

  • Improve the care, management, and transition of recovering Service members.
  • Broaden the application of case management to include those with complex and at-risk needs before the Soldier requires complex care.
  • Evaluate the impact of case management on the quality of military health care.


Includes the following:

The Medical Records Administration Specialist requires the ability to understand and translate medical terminology and applications into databases as appropriate quickly and with minimal error. Knowledge in the systematic application of substantial specialized knowledge and skills derived from the biological, physical, and behavioral sciences, to the care, treatment, counsel, and health teaching of individuals who are experiencing changes in the normal health processes or who require assistance in the maintenance of health and the prevention or management of illness, injury, or disability.

The Medical Records Administration Supervisor knowledge domains consist of a above average knowledge and skill in applying established principles, concepts, and techniques of medical records administration to perform recurring medical records administration assignments of a procedural and factual nature. The knowledge of the basic functions, responsibilities, and relationships of the various areas within the medical records department to assess and correlate data and verify information.

Management of work flow so production meets time frames and avoids  backlogs.

The Medical Records Administration Specialist knowledge domains consist of a

practical knowledge and skill in applying established principles, concepts, and

techniques of medical records administration to perform recurring medical records administration assignments of a procedural and factual nature. The knowledge of the basic functions, responsibilities, and relationships of the various areas within the medical records department to assess and correlate data and verify information. Management of the work flow so production meets time frames and avoids backlogs.

The Medical Records Administration Specialist will independently plan, coordinate and carry out assignments in accordance with instructions, policies, previous training, or accepted practices in medical records administration. On assignments that may involve controversial matters the contractor discusses issues and possible approaches with the supervisor before carrying out the assignment.

Responsible for tracking medical status of ALL assigned Soldiers.

Responsible for medical charting in eCase.

Request profile exams/evaluations and audiology exams at physical exam center.

Coordinate Soldier treatment plans with appropriate medical facilities.

Maintain automated referrals indicated in MEDCHART.

Submit case processing, medical documentation, and profile concerns to military/contacted provider.

Attend PHA events as determined by the needs of the state and the individual units.

Ensure those Soldiers referred by a provider are followed by the case management team.

Manage Soldier’s care from the identification of the condition to when the oldier

is either:

– Considered medically ready.

– Administratively separated from the military.

Follow the regulations and policies applicable to Individual Medical Readiness (IMR) and deployment, to include the AR 40-501, AR 40-66, AR 40-400, AR 40-58, AR 600-8-4, AR 25-50, Wyoming ARNG specific Memorandums of Instruction (MOI), and other regulations and policies as determined by the COR.

Ensure all medical documentation received from the Soldier and/or their medical

team is received and placed in appropriated electronic record, as well as the Soldier’s hard copy record.

Maintain Soldier medical records in accordance with Army Regulation (AR) 40-


Provide Records Custodian or delegate with all relevant medical/dental documentation.

Obtain release of information from Soldier.

Educate Soldiers on resources available to improve medical and dental readiness.

Maintain Health Insurance Portability and Accountability Act of 1996 (HIPAA)

standards and guidelines.

Review and track health assessment (PHA, SRP) lab results contact SM and

educate on lifestyle modifications.

Upload medical documents of case managed Soldiers into Health Readiness

Record (HRR).

Stamp all medical documents for verification after uploading.

Index uploaded medical documents.

MODS entry of immunizations, designation of pregnancy, eye exams, medical

warning tags.

Provide all medical documents received for case management to Records

Custodian to be filed using a document evidencing transfer of custody from the

contractor to the government as required.

Contractor will ensure all administrative charting in eCase is completed.

Track medical appointments by communication with unit to ensure Soldier

attendance and submission of follow up documentation.

Log in eCase any contact with SM (email, voice call, or personal interview).

Communicate with delegated government personnel to track compliance versus


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 Commander or his/her designated representative.

Ensure Soldiers with T3, T4, P3 or P4 profiles are case managed in the eCase


Operate other MODS databases (i.e. MHA, MWDE, e-Profile) as appropriate to

update Soldier’ IMR and gather documentation pertinent to the case management of Wyoming ARNG Soldiers.


This is a Full-Time  position that works under the supervision of the site lead and the CNHS contract Program Manager.


AA or AS degree preferred

At least 2 years experience in Medical Office or Administrative Duties

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 by this PRS. 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.

With $400 million in annual revenue, 20% growth per year, approximately 950+ active contracts serving 60+ government agencies in 25 countries, 47 states, 2 territories and 2000+ employees, Cherokee Nation Businesses’ (CNB) group of Federal Contracting Section 8(a) companies is well positioned to deliver expertise needed to solve complex technical issues. Federal Solutions provides an array of services for 12 of the 15 cabinet-level departments and agencies – from applications and data services to cybersecurity and national defense.

Why consider Cherokee Nation and our Federal Solutions business? Here are some great resources highlighting what we do and compelling reasons for joining our team!

Applicants selected will be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information.

We are an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation. If you’d like more information about your EEO rights as an applicant under the law, please copy and paste the links to the following two sites: EEO Statement | EEO Poster

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may email “” for assistance. This email address is for accommodation requests only and cannot be used to inquire about the application process or status.

For Pay Transparency Non Discrimination provision, please copy and paste the following link: Pay Transparency Nondiscrimination Provision

We maintain an Affirmative Action Plan for the purpose of proactively seeking employment and advancement for qualified protected veterans and individuals with disabilities. Upon request, we will schedule time to make our Affirmative Action Plan accessible. If you are interested, please submit a written request with the email subject line: 2018 Request to View Affirmative Action Plan to the Compliance Administrator at “” This email box is not for resumes or follow up on job applications.