Secure Records Specialist - HIPAA & ARNG Archives

Mano Lani LLC.; Marietta (GA); On-site; USD 29,000 - 33,000; Full time

Job summary

Mano Lani LLC. is seeking a Records Specialist to support the GAARNG G-1 archived records program in Marietta, GA.

You will locate, retrieve, process, and securely distribute medical and personnel records for current and former service members and the DVA, ensuring privacy, timeliness, and accurate documentation. The role is customer-facing, requires strong attention to detail, and involves HIPAA-compliant handling of records.

Qualifications

• 1-3 Year experience working with sensitive records (medical and/or personnel) and maintaining confidentiality.
• Strong administrative skills: tracking, documentation, correspondence, and report preparation.
• High attention to detail and ability to meet strict deadlines and accuracy standards.
• Strong customer service skills with the ability to communicate clearly and professionally.
• Proficiency with Microsoft Excel and common office tools.
• Ability to follow established procedures and comply with privacy and data protection requirements (including HIPAA).

Responsibilities

• Locate and retrieve medical and personnel records for current and prior service members using approved database systems.
• Retrieve personnel records in iPERMS; initiate state archive requests when records are not available.
• Retrieve medical records from HRR and manage records requests through SRAS.
• Copy, retain, and distribute received records in accordance with ARNG retention and distribution guidelines.
• Submit requested records to the DVA using approved methods, including SAFE file exchange, following DVA submission requirements.
• Serve as the point of contact for records inquiries from the DVA and current/prior service members; respond and resolve requests within required timelines.
• Maintain a daily records tracker (Excel) documenting requests, retrievals, distribution status and related notes.
• Prepare and edit correspondence, forms, and reports related to records requests and program support.
• Receive and distribute mail and internal correspondence within required timelines.
• Conduct routine quality control checks for completeness, consistency, and accuracy; report findings as directed.
• Ensure HIPAA compliance for all releases of information and secure transmission of records using COR-approved systems.
• Provide records support to Recruiting and Retention staff in compliance with ARNG sharing guidelines.
• Support improvements to records collection, storage, retrieval, tracking, and reporting methods; document processes as required.

Skills

Attention to detail

Administrative skills

Customer service

Communication

Tools

Excel

Job description

Mano Lani LLC. is seeking a Records Specialist to support the GAARNG G-1 archived records program in Marietta, GA.

You will locate, retrieve, process, and securely distribute medical and personnel records for current and former service members and the DVA, ensuring privacy, timeliness, and accurate documentation. The role is customer-facing, requires strong attention to detail, and involves HIPAA-compliant handling of records.