Patient Administration Department

Our Patient Administration Department provides unparalleled dedication and selfless service to the patients, clinical staff and employees of the Andrew Rader United States Army Health Clinic. The department's mission is to provide support and assistance to Rader staff and its beneficiary population on all medical record-related matters. Our PAD secures and maintains more than 12,000 outpatient treatment records.

Medical records are the property of the U.S. government. It is the responsibility of the Patient Administration Department to ensure that medical records are safeguarded from loss, tampering, and from unauthorized release of information. 

Services Offered

• Extract records for patients that have scheduled appointments (this service prevents patients from waiting in line in order to sign out their medical records because the medical record will already be at the appropriate clinic).
• Repair medical records in accordance with Army Regulation 40-66.
• Issue mandatory Third-Party Collection cards to patients.
• File medical documentation in medical records.
• Provide eligibility statement for patients that have a prescription from a civilian physician.
• Transfer records and medical documentation to other Medical Treatment Facilities.
• Print medical warning tags (allergy tags). 

Information

• Must be Prime to this facility before submitting a request.
• All requests must be done in person. This office does not fax medical information (unless it is an emergency) or receive emails regarding patient information.
• Request on the behalf of any individual over the age of 18 must have and show proper documentation before request is submitted. (DD Form 2870, see below; or Power of Attorney)
• All requests for copies of medical records for retirement should be submitted as early as six months or no later than 45 business days prior to final out processing.

Copies of Medical records

Our Release of Information Branch processes requests for copies of medical records and health care information from other health care institutions, patients, and their lawful representatives. As an accredited medical institution, we abide by standards and policies that ensure the privacy and confidentiality of your treatment information.  Individuals are asked to sign a release which gives the government permission to release the information that is being requested. A valid ID card is required when making the request.  Copy requests should be filled within 30 working days. If we're unable to fulfill the request in this time, you will be contacted in writing and informed of the delay prior to the 30th business day. 

We'll inform you of the average wait time for non-urgent requests. The time it takes for your request depends upon factors such as:

• Size of individual record(s) or record portion(s) to be copied
• Number of non-urgent daily and weekly requests
• Number of emergent or urgent daily and weekly requests

Forms

DD Form 2870 Authorization for Disclosure of Medical Records 

• Fill out this form to request a copy of your medical record. You mail fax, drop off or email the form to Medical Records.
• Include a front and back copy of your picture ID with the faxed request.
• Faxing the request is possible. It is preferred that requests are made in person due to poor picture quality when faxed.
• This form is used to request the paper record that is kept in the colored medical records jacket in order to get the medical record transferred from one military treatment facility to another upon PCS moves.
• The gaining unit’s address information is placed in the Return To: section at the bottom left of the form.
• The losing unit’s address and contact information is placed in the To: section in the upper left hand corner of the form.
• Family member’s information can be written in block #9 in order to get those records sent. The requestor will sign block #10.

Health Insurance Portability and Accountability Act Privacy Rule

The Health Insurance Portability and Accountability Act Privacy Final Rule protects minors’ privacy concerning their health care choices and treatment. To protect your child’s health records, this rule limits your access to your child’s protected health information (PHI).

According to the Parental Access to Protected Health Information of Unemancipated Minors Memorandum, access to electronic health records (EHRs) is as follows:

• Minors ages 12 and under: Parents and legal sponsors can access EHRs and all online PHI.
• Minors ages 13-17: Parents and legal sponsors have access to their children’s online patient portal to view appointments, messaging, immunizations, and allergy care only.

You can also access paper health records under certain circumstances:

• Minors ages 17 and under: Parents and legal sponsors may still get health records for their children. To get paper records, you must go through the hospital or clinic’s medical records department.

You can only get both paper and electronic records when your child:

• Didn’t give their own consent for the visit, or
• Consented to the care and gave their permission in writing to allow you access to their PHI for that visit only.

Informed consent is when a patient is competent to make a voluntary decision about whether to undergo a procedure of intervention. Minors can give informed consent for certain types of care. This includes mental health, pregnancy, and sexually transmitted disease care. In these cases, state and federal HIPAA laws protect their privacy. Each of the 50 states, U.S. territories, and the District of Columbia have their own rules for when a minor can consent to the care they get. The DHA observes those state-by-state rules under all circumstances.