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Patient Administrations
The Patient Administrative Division (PAD) is committed to supporting the needs of McDonald Army Health Center's beneficiaries.  PAD provides a wide range of administrative functions for McDonald Army Health Center. Our services include outpatient medical records, ambulatory medical records, transcription and coding, release of information, and medical evaluation boards. PAD is responsible for maintaining your inpatient and ambulatory medical records according to Department of Defense and federal regulations and will provide you with copies of your medical documentation upon request. Suggestions or improvements on how we may better serve you are always welcome.

Outpatient Records                                                                   

Manages all outpaitent records through custudy control and maintenance in accordance with applicable DoD and Army policies.  

Services Provided:

Register new patients into electronic records  system.
In-process foreign and Nato Military Members.
Make corrections (name changes, etc.) to patient information in the record.
Process Service Treatment Records and Non-Service Treatment Records.
 

Location: Bldg. 576 Jefferson Ave, Fort Eustis, VA 23604 (on the 1st floor next to the Pharmacy)

Hours of Operation:  Mon - Fri: 7 a.m. to 4:30 p.m.  (Closed every day for lunch from 12 -1 p.m.)

Phone:  757-314-7877 / 2903

IAW DOD Instructions, dated 10 June 2004, Army medical records will remain in the custody of the Military Treatment Facilities (MTF) at all times and will not be hand carried by the patient.
 
 

Release of Information 

Services Provided:  The release of information office is responsible for obtaining records from previous duty station, duplication of records (i.e. personal copies, insurance requests, legal requests, and copies for VA claims). Patrons are entitled to one free copy of their medical record, per AR 40-66. Additional copies will be assessed an administrative fee of $13.25 plus a copying fee of .15 cents per page (if copies are provided on paper) or $12.50 if copies are provded on CD. Due to the large volume of requests, customers requesting duplication of their medical records should submit their requests in writing no less than 30 business days in advance.  

Location:  Bldg. 576 Jefferson Ave, Fort Eustis, VA 23604 (on the 1st floor Room G-16)

 
Hours of Operation:   Mon - Wed:  7:30 a.m. to 2:30 p.m.
                                     Thu:  2:30 to 4:00 p.m.
                                     Fri: 7:30 a.m. to 4:00 p.m.
                                     (Closed every day for lunch from 12 - 1 p.m.)
 
Phone:  757-314-7868 / 7865
Fax Number:  757-314-7671 
 
Please Note: Medical Records are the property of the United States Government and are maintained for the benefit of the patient. Release of Information staff have the responsibility for ensuring all medical records held in their custody are safeguarded from loss or tampering, and that the information in the records is released only to authorized individuals.
 
Please Note: Medical Records are the property of the United States Government and are maintained for the benefit of the patient. Release of Information staff have the responsibility for ensuring all medical records held in their custody are safeguarded from loss or tampering, and that the information in the records is released only to authorized individuals.  

Frequently Asked Questions

 
Can McDonald Army Health Center (MCAHC) fax my records to another doctor or hospital?
  • No, not unless the patient is in the Emergency Room. However, you may obtain a copy of the information you need for your appointment.
  • Most civilian care providers do not require a patient's entire medical record for a visit.
Do you need a copy of your medical record?
  • Visit the Release of Information office, Room G-16 and complete a DD Form 2870 (Complete Copy of Records).pdf.
  • Per AR 40-66, when you ETS or retire, the record remains property of the government, however Army transitioning soldiers will recieve two copies (one for the VA claim, one for the service member).
  • You should request a copy of your record a minimum of 30 days prior to your ETS or retirement date.
  • Soldiers will need to provide a copy of their separation orders at the time of request.
  • You may also request a copy of dependent(s) records, under age 18, a minimum of 30 days prior to separation from service.
  • After two years of inactivity, the records are archived to the National Personnel Records Center in St. Louis, Missouri. Visit the National Personnel Records Center website at http://www.archives.gov/st-louis/military-personnel/other-medical-records.html  or you can complete the the SF 180 Request Records from Archives.pdf
How may I obtain my medical records from a civilian facility or physician?
  • You must obtain the complete mailing address and telephone number for that facility.
  • Bring the information to the Release of Information office located in Room G-16 in order to process the request.
  • When the information is received by MCAHC, it will be placed in your government medical records.

Please note:  Civilian facilities are allowed under HIPAA to charge a reasonable fee for coping your records. You are resposible to pay that fee.

How do I request my medical records from another military facility?
  • Visit the Release of Information office, Room G-16 and complete a DD 877.pdf.
  • When the record is obtained by MCAHC, it will be merged with the medical records at our facility for you.
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