Medical Records Branch

The mission of the MRB is to provide accurate, timely, consistent medical information for use in the provision of quality health care while protecting the patient’s need for privacy and confidentiality; to support administrative functions needed to maintain the hospital’s ability to be fiscally sound; to be accountable for our actions; and to meet the needs of the patients.

The Medical Record Administration Branch consists of four sections:

•          Inpatient Treatment Record Section
•          Outpatient Treatment Record Section
•          Correspondence Section
•          Medical Transcription Section.

These offices are located throughout the hospital and in the outlying clinics on Fort Campbell. We can assist you with updating your demographics in the system, uploading official documentation requested from civilian facilities and medical power of attorney into your electronic health record (HAIMS) and personal medical records requests.

BACH Inpatient Medical Records                               270-798-8392/270-798-8496

Front Desk, BACH Outpatient Records                      270-798-8290
Fax, BACH OPR                                                         270-798-8425

Front Desk, LaPointe Outpatient Records                  
Fax, LHC Outpatient Records                                    270-412-9123

Front Desk, Byrd Outpatient Records                        270-461-1097/1098
Fax, Byrd Outpatient Records                                    270-461-1099

Release of Information (Record Requests)                 270-798-8541/956-0342

Fax, Release of Information                                        270-412-6178

 

Veterans may request copies of their military medical or dental records through the National Archives at St. Louis at

https://www.archives.gov/st-louis/military-personnel.
 

Correspondence/Release of Information (Record Requests)

 

Name/Location Hours Phone number
Correspondence Office (1AA17) 
1st Floor A Building
Mon - Wed & Fri 
8 a.m. - 4 p.m. 
Thurs
10 a.m. - 4 p.m.
 270-798-8541
270-412-6178 (fax)
     
     
Legal Correspondence
(sensitive records) 
  270-956-0328
270-956-0338

270-792-8383

270-798-8926 (fax)

 

PHI will not be released to sponsors/spouses or any third party without the proper consent from another individual through a valid medical power of attorney that specifically includes the authorization to disclosure PHI and/ or patient signature on the DD Form 2870 designating the family member and/or individual.The Correspondence Section handles all requests for medical information for personal requests and Legal Correspondence for sensitive and third party requests. To protect your privacy and Protected Health Information (PHI), we must receive your personal request in person by filling out a DD Form 2870 (Authorization for Disclosure of Medical or Dental information) and having a valid DoD ID card.

•          Under normal conditions, PHI may be released to parents of minors who are under the age of 18. There may be instances where a disclosure will be required of the minor.

•          Telephone requests for PHI cannot be honored.

•          Faxed requests will be honored if the requestor sends a copy of the patient's ID card to validate the patient. All BACH records fax numbers are established on a secure network.

When a request for PHI is received, research is performed to assure that all episodes of care are located to provide a comprehensive response to each PHI request. Once all requested PHI is obtained, documentation must be copied and printed off the system to satisfy each request for PHI.

Sensitive Records:

Any treatment of the following:

Behavioral Health (BH) Conditions
Army Substance Abuse Program (ASAP)
Family Advocacy Program (FAP)
Traumatic Brain Injury (TBI)

Requests for PHI for patients who have received behavioral health treatment require approval of the behavioral health care provider prior to release and must be requested at the Legal Correspondence office.

Fees:

Patients requesting PHI for personal use will be provided with one free copy, however, they will be charged a fee for subsequent requests for copies of the same PHI that was previously released. Medical documentation generated since the last request for PHI will be given free of charge.

Insurance companies are charged a fee for copies of PHI.

Transitioning:

Patients who have orders to Permanent Change of Station (PCS) or who are leaving the service, i.e., ETS, who are not making a Veteran Affairs (VA) claim, must visit the Correspondence Section for copies of their health/outpatient treatment records as soon as they receive their orders.

Retiring:

Active Duty military patients who are retiring should also request a copy of their records as soon as they receive their VA appointment slip. These requests will be expedited only with the VA slip. 

Timeline: 

The turn-around time for copies of records for patients who are getting out is within 30 business days in accordance with regulatory guidance.

Note: Medical records on patients are only maintained at a military treatment facility for the following years after the last date of treatment/hospitalization and thereafter retired:

          Outpatient records -three (3) years 
          
Inpatient treatment records- two (2) years

If you were seen as an outpatient or hospitalized as an inpatient or had an ambulatory procedure within the time frames previously mentioned, your records will be updated and retained at the hospital

These records are retired according to the last date of treatment and shipped to the National Personnel Records Center (NPRC) in St. Louis, Missouri. If you need a copy of your records, you must request them directly from the NPRC (using a Standard Form 180). When you request medical records from the NPRC, you must provide them with the sponsor's Social Security Number or military number if prior to 1971. Be as specific as you can about the date and location of your last period of treatment. This will aid the NPRC in locating your medical records. The address for the NPRC is as follows:

          Military:
          National Personnel Records Center
          9700 Page Blvd
          St. Louis, MO 63132
          Phone: 314-801-9195
          Fax: 314-801-9250

          Civilian:
         
National Personnel Record Center 
          11Winnebago Street
          St. Louis, MO 63118
          Phone: 314-801-9250
          Fax: 314-801-9250
 

Legal Correspondence

Location Hours   Phone Number
Legal Correspondence (1AA17) 

Mon-Wed & Fri 
8 a.m. - 4 p.m. 

Thursday 
10 a.m. - 4 p.m.

270-956-0328
270-956-0338
270-792-8388

270-798-8926 (fax)

                                     

Release of PHI to attorneys, Judge Advocate General (JAG) and Medical Claims Judge Advocate

The Legal Correspondence Office receives requests for PHI from the Office of the Judge Advocate General, the Medical Claims Judge Advocate, and law enforcement agencies. This office also receives requests for PHI in the form of subpoenas, requests from attorneys, commanders, and criminal investigators. Release of PHI to requestors is strictly governed by HIPAA provisions and military regulations. A fee is charged for PHI provided to civilian attorney requests.

Release of Sensitive Information (ASAP, BH, FAP, TBI)

The Legal Correspondence Office also handles all requests for sensitive records. Requests are processed as soon as your doctor authorizes the release or within 14 duty days, whichever comes first. A Legal Correspondence clerk will call you as soon as your request is ready for pick up.

Contact Information 

Phone:
Medical Records Request


270-798-8383 or 270-956-0338

Hours:

24/7

Location:

650 Joel Drive
Fort Campbell, KY  42223