Medical Administrative Clerk

Summary

SUMMARY

The Medical Administrative Clerical Support staff, also referred to as Medical Administrative Contractors (MACs), are responsible for supporting the United States Air Force’s medical accession mission by providing high-volume, remote administrative services to Military Entrance Processing Stations (MEPS) nationwide. These MACs ensure timely and accurate entry, processing, tracking, and management of medical documentation and applicant records within systems such as MHS GENESIS, CHCS, and AFRISS. MACs serve as a critical part of the accession pipeline, helping maintain compliance with processing standards, timelines, and privacy regulations. Although many of these positions will be remote, preference will be given to applicants who reside within a reasonable commuting distance to HQ AFAC at Joint Base San Antonio–Randolph (JBSA-Randolph). This preference is due to the requirement for in-person attendance during onboarding, training, team collaboration events, or as needed to support mission-critical operations. Candidates located near HQ AFAC may also be prioritized for hybrid roles that blend on-site and remote work. This proximity supports operational flexibility and reinforces team integration.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Provide clerical and administrative support to the Military Entrance Processing Stations (MEPS).
• Relay general instructions to patients or make referrals to other MEPS sections.
• Obtain updates and file medical records as needed.
• Organize and research patient records, extracting needed information, and reviewing records for completeness, accuracy, and consistency within established guidelines.
• Ensure arrival of medical records prior to appointment(s).
• Initiate and locate patient medical records as needed.
• Obtain documentation as requested by healthcare providers (e.g., test results, or documentation not yet filed in records).
• Perform other administrative and clerical duties in support of medical care and operational support.
• Have access to the Health Information Exchange (HIE) while performing under this contract.
• Maintain professional communication with members of the Government and the worldwide AF medical network.
• Manage all data created for Government use, including handling and processing any records legally controlled by the Government.
• Complete HIPAA and Privacy Act training and comply with AFAC's specific health information privacy and security policies and procedures, with a 100% compliance threshold.
• Complete any mandatory and annual training in accordance with DoD, AF Instructions, HIPAA, Privacy Act, AF Computer Security Policy, AF Safety Policy, and all civilian training requirements and regulatory agencies, with a 100% compliance threshold.
• Protect all Personally Identifiable Information (PII) of Government personnel encountered.
• Comply with DoD Freedom of Information Act (FOIA) Program requirements and AFI 33-332, Air Force Privacy and Civil Liberties Program.
• Identify themselves as contractors by wearing a badge at all times and marking documents/reports as contractor products.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SKILLS AND QUALIFICATIONS

• Demonstrated ability to work independently and manage assigned caseloads with minimal supervision.
• Self-motivated and proactive in reviewing, processing, and uploading applicant medical documents within defined timelines.
• Capable of identifying missing or incomplete documentation and initiating follow-up actions without external prompting.

• Aptitude to rapidly learn and effectively utilize the following systems for documentation collection and administrative tasks, with Government-provided training:
• Armed Forces Health Longitudinal Technology Application (AHLTA).
• Composite Health Care Systems (CHCS) and/or MHS GENESIS.
• Defense Enrollment Eligibility Reporting System (DEERS).
• Air Force Recruiting Information Support System (AFRISS).

• Military Filing System (by sponsor social security, terminal digit order, color-coded and blocked filing system).

• Comprehensive knowledge of the contents of a military medical record, layout, sections, family members prefix designation, forms used in a Military Treatment Facility, and the medical record tracking procedure.
• Completion of Government-required training during in-processing: HIPAA & Privacy Act, Anti-Terrorism, OPSEC, Combating Trafficking in Person, SHARP, DoD Cyber Awareness Training, MHS GENESIS, Sexual Harassment, Active Shooter, Suicide Prevention, Health Information Exchange (HIE), and any HQ AFAC specific training and any DAF/DoD mandated training.

EDUCATION & EXPERIENCE

• High school diploma or equivalent required; Associate degree preferred
• Minimum of three (3) years of medical clerical or administrative support experience
• Familiarity with military medical environments, including the structure and flow of military medical records, is essential.
• Candidates must demonstrate the ability to adhere to military-specific documentation procedures, security protocols, and regulatory requirements.
• Experience navigating structured, high-security environments and interacting with military personnel or systems is strongly preferred.

SUPERVISORY RESPONSIBILITY

This position does not have supervisory responsibilities

WORK ENVIRONMENT

• Medical Administrative Contractors (MACs) personnel will be a mix of in-office and remote work.
• Personnel assigned to HQ AFAC shall report to Bldg. 491, JBSA-Randolph, TX for the first ninety (90) calendar days of employment for proper training from the government.
• After the initial 90 days, a telework schedule shall be provided.
• The primary location of performance is Joint Base San Antonio Randolph (JBSA-Randolph), TX.
• While onsite all Flatwater personnel must identify themselves as contractors by always wearing a badge.
• All documents and reports will be clearly marked as contractor-developed products.

Our Values:

Native American Owned & Proud | Accountable | Team Focused | Innovative | Visionary | Excellence

PHYSICAL DEMANDS

• Primarily sedentary with frequent use of standard office equipment including computer, keyboard, and headset
• May require prolonged screen time and periods of data entry

AAP/EEO Statement

Ho-Chunk, Inc. is an equal opportunity employer. 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. However, preference may be extended to persons of Indian descent in accordance with applicable laws.