Program: HQ AFRC/SG Aeromedical Case Management Support
Location: HQ AFRC, Robins AFB, Warner Robins, GA (on-site)
Labor Category: Medical Record Technician (Medical Case Manager)
Reports to: Lead Medical Case Manager / Focal Point (UHP)
POSITION SUMMARY
Essential Healthcare Solutions is supporting United Health Partners. This role processes high-volume aeromedical cases for HQ AFRC with a primary focus on intake, data entry, and keeping the systems of record accurate and current. You receive, track, and review medical data so that government medical providers have complete documentation to substantiate waiver decisions, and you ensure every case action is loaded and updated in the correct electronic system. You are cross-trained on all team functions and rotate to cover adjudication support, disposition, and the member/unit help desk during surge.
KEY RESPONSIBILITIES
- Receive, track, and review incoming medical data/information (medical history, provider findings) and confirm required data is present for provider adjudication.
- Load cases into the appropriate electronic system of record and update AIMWTS, ECT, PEPP, MEDXS, and PSC tracking with current case status as status changes — the highest-volume queue (~1,350 data/status updates per month).
- Complete technician-level inputs for front-end and back-end case management; ensure accuracy of data entry and case processing.
- Provide written instructions to reserve medical units on managing questionable or incompletely documented cases requiring additional information.
- Review cases submitted from RMUs, the Aeromedical Consult Service (ACS), and Recruiting Services (RS), ensuring pertinent data is included with case results.
- Track cases through the entire review process, keeping RMUs and the Chief, Medical Standards informed of each case's status.
- Coordinate and assist with scheduling evaluations using available resources (ACS, nearest MTF, civilian agencies).
- Cross-cover adjudication support, final disposition, and unit/member customer support as directed to balance workload.
REQUIRED QUALIFICATIONS
- Domain experience: Demonstrated experience processing and managing physical exams and medical standards — acquired through a military medical environment (e.g., USAF Physical Exam Standards / PES, aeromedical, or reserve medical unit) OR an equivalent civilian aeromedical, occupational health, or disability evaluation system (DES) environment.
- Regulatory knowledge: Working knowledge of medical standards for retention, flying classes, Line of Duty (LOD) determinations, and special operational duty for the USAF; familiarity with the Aeromedical Waiver Guide (AMWG) and the Medical Standards Directory (MSD), applicable AFIs, and 422/469 and DES processes (or the ability to rapidly acquire it).
- Medical literacy: Basic knowledge of anatomy, physiology, disorders of human body systems, and emergency medical care procedures; proficiency with medical terminology and ICD-10 coding, used accurately when documenting cases.
- Communication & administrative skills: Excellent oral and written communication; ability to translate complex medical/administrative instructions to service members at their comprehension level; project-management / workflow-tracking ability.
- Technical skills: Proficiency with Adobe PDF and Microsoft Office (Word, Excel, Outlook, PowerPoint); proficient typing on both QWERTY and 9-key/numeric pads.
- Baseline requirements: Able to work independently with strong time-management and prioritization skills; exceptional customer-service skills; fluent in reading, writing, speaking, and understanding English.
- Data integrity focus: High attention to detail and accuracy in high-volume data entry across multiple systems; comfort maintaining a queue against timeliness thresholds.
SYSTEMS YOU'LL USE (GOVERNMENT-PROVIDED ACCESS & TRAINING)
The Government furnishes access to all systems of record, the government-configured computer/network you will use, and system-specific training. You do not need to own, license, or bring these systems — access is granted after your Tier 1 background investigation clears. You must be proficient in, or able to rapidly acquire proficiency in:
- AIMWTS — Aeromedical Information Management Waiver Tracking System (waiver case documentation and routing).
- ECT — Electronic Case Tracking (AFRC case-management workflow / system of record).
- PEPP — Physical Examination Processing Program (exam ordering, processing, and closeout).
- MEDXS — Air Force medical readiness applications portal.
- JLV — Joint Longitudinal Viewer (read-only DoD/VA/community medical record viewer).
- MICT — Management Internal Control Toolset (self-assessment / compliance checklists).
- PHA — Periodic Health Assessment programs; plus Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe PDF.
PREFERRED / HIGHLY DESIRED
- In-depth knowledge of Line of Duty (LOD) determinations and Medical Evaluation Board (MEB) processes.
- Prior hands-on experience in a USAF/AFRC/ARC aeromedical or reserve medical unit, or with the specific systems above (AIMWTS, ECT, PEPP) — clears the System-Experience gate with proof rather than crosswalk.
CLEARANCE & ONBOARDING REQUIREMENTS
- U.S. person / background investigation: Must be able to obtain and maintain a favorable Tier 1 (T1) National Agency Check with Inquiries (NACI). Tier 1 certification is required within 30 days of contract start; no network or system access is granted without a valid T1 or approved interim access. (Investigation cost is covered by the employer, not the candidate.)
- Non-Disclosure Agreement: Must sign the AFRC/SG Non-Disclosure Agreement prior to beginning performance.
- Required training: Must complete DoD Cyber Awareness, HIPAA, Privacy Act, and Derivative Classification training (government-provided).
WORK ENVIRONMENT & CONDITIONS:
- Location: On-site at HQ Air Force Reserve Command, Robins Air Force Base (Warner Robins), GA. Single site; travel is not required. Relocation and travel are not reimbursed.
- Schedule: Full-time, normally 8 hours/day between 0800–1600 ET, Monday–Friday (core hours 0900–1500 ET), excluding federal holidays and Air Force Family/Down Days. Overtime is not authorized; flex-time is permitted to meet performance requirements.
- Telework: Situational telework only, with prior COR approval, using a government-approved VPN; sensitive data may not be stored on local/unapproved devices.
- Non-personal services: This is a non-personal services contract. You are an employee of the contractor, take direction from and are supervised by the contractor (not the Government), and will identify yourself as contractor personnel at all times.
- Compensation: Covered by the Service Contract Act, Wage Determination 2015-4495, labor category 12190 (Medical Record Technician). Base pay $21.48/hr (SCA minimum). Health & Welfare $5.55/hr. Non-exempt.
