Administrative Care Coordinator

Paragone Solutions, Inc; Topeka (KS); On-site; USD 42,000 - 66,000; Full time

Job summary

Paragone Solutions, Inc. seeks an Administrative Care Coordinator to support the Kansas Army National Guard’s case management team by maintaining medical records, coordinating appointments, and ensuring regulatory compliance across HIPAA and DoD policies.

The role requires proficiency with Army systems (MODS, MEDCHART, MEDPROS, MPDV) and contributes to medical boards, deployment readiness, and service member transitions. Onsite schedule is Mon-Fri, 7:00am–5:00pm.

Qualifications

• Associate degree required; field of sciences, business, or medical care preferred.
• Minimum 2 years of experience in health care coordination or related area.
• Experience working with community agencies.
• Experience working with military personnel.

Responsibilities

• Track medical status and scheduled appointments for all assigned Soldiers.
• Document communications with Soldier, unit, and military provider.
• Maintain Soldier medical records per HIPAA and Privacy Act requirements.
• Utilize DoD/Army web systems (MODS, MEDCHART, MEDPROS) to review actions.
• Prepare medical board packets and readiness documents.
• Obtain Soldier signatures on information release forms.
• Perform MEDCHART voucher system actions as needed.
• Enter MEDPROS data and use MPDV within 5 business days.
• Review cases at receipt, upon status changes, and every 30 days until resolution.
• Ensure medical status is current for readiness events and transitions.
• Monitor MEDPROS for completed/updated services and status.
• Track appointments and remind unit/Soldier of upcoming visits.
• Scrub EHRs and hard-copy records ahead of readiness events.
• Ensure proper disposition of medical records after transfers or retirement.
• Provide transfer documents to the DSS within seven days after month-end.

Skills

Health care coordination

Regulatory compliance

Attention to detail

Communication

Education

Associate degree in sciences, business, or medical care

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Adobe

Job description

Paragone Solutions, Inc. is seeking an Administrative Care Coordinator to provide administrative office support to the case management team in the Kansas Army National Guard. 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.

This position is fully onsite, Monday through Friday, with core working hours scheduled during the regular business day between 7:00am and 5:00pm.

Responsibilities Include:

1. 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.
2. Ensure proper maintenance of Solider medical records in accordance with HIPAA standards and guidelines and the Privacy Act of 1974
3. 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.).
4. Knowledge, understanding and application of DoD, DA, NG and KSARNG regulations and policies through the application of duties.
5. Retrieve and validate the accuracy of the SM records in preparation of medical board packets, pre-deployment medical readiness events, and case reviews.
6. Obtain SM’s signature on the release of information form.
7. Perform automated voucher system actions in MEDCHART as needed.
8. Perform MEDPROS SM data entry and the medical functions in Mobilization Planner Data Viewer (MPDV) within 5 business days of receipt as needed.
9. 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.
10. Monitor MEDPROS to ensure all scheduled services are completed/updated and current medical status is reflected.
11. Track SM medical and dental appointments; Contact unit and SM to remind them of appointments, confirm attendance and submission of follow up documentation.
12. Scrub electronic data systems, electronic health records and hard-copy health records before readiness events for early identification of non-deployable Soldiers.
13. 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.
14. Provide copies of supporting transfer documents to the DSS no later than seven calendar days after the end of the month.

Requirements:

1. Education/Experience - Associate degree in related fields of sciences, business, or medical care and a
   1. Minimum of 2 years of experience with;
   2. Demonstrated capability in health care coordination;
   3. Experience working with community agencies
   4. Experience working with military personnel.
2. Security – Must be able to pass a national security background check for access into military electronic systems.
3. Possess the required technical skills and expertise to perform the above responsibilities with minimal guidance.
4. Must be proficient in Microsoft Word, Excel, PowerPoint, Outlook and Adobe, and have a working knowledge of desktop computer operations.
5. 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).
6. Must maintain active and valid HIPAA certification.

Paragone Solutions, Inc. is a boutique provider of services to the Department of Defense. We are a process-oriented (i.e. ISO 9001 certified) services company that provides cybersecurity, IT training, and industrial health/occupational safety support services. Founded in 2008, we are a certified woman-owned small business. Paragone offers competitive salaries and a relaxed, life-friendly work environment.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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