Patient Administration - Army Publishing Directorate - U.S. Army

clothing or equipment become lost through no fault of the patient, the patient will be compensated. When such a loss
occurs, the patient administrator will prepare a memorandum which will serve to—
(1) Relieve the Soldier of liability for Government-issued clothing or equipment.
(2) Serve as evidence to claim reimbursement from the servicing claims office for lost personal clothing, effects, or
personally purchased Government-issued items.
4–6. Patient accountability and admission processes
a. Approved automated systems (for example, Composite Health Care System (CHCS)) are used in support of
admission processes when available. (See automation system manual specific to the system.) DA Form 2985 (Admission
and Coding Information) and DA Form 3648 (Coding Transcript-Individual Patient Data System) will be used
during the admission and disposition process when automated systems are not available.
b. The AAD office performs admission processing when a privileged provider desires to admit, discharge, or carded
for record only (CRO). Patients requiring immediate emergency care are admitted directly to the treatment setting or
service and admission processing is performed secondary to treatment. Deaths in the emergency room and deaths
classified as dead on arrival (DOA) are not recorded as admissions. Procedures are locally developed for the admission
of prisoners, patients with contagious diseases (for example, tuberculosis), psychiatric conditions, and victims of
disasters.
c. Admitting officers use DA Form 2985 to authorize an admission. The admitting officer will enter on either of
these forms the patient’s name, ward, time, date of admission, admission diagnosis, and signature. All remaining entries
are completed by AAD personnel. DA Form 4029 (Patient’s Clearance Record) is used as a means of ensuring that a
patient clears all necessary hospital activities before discharge (for example, PTF, AAD). DA Form 2985 and DA Form
4029 are available on the APD Web site (www.apd.army.mil).
d. Admission processes include but are not limited to—
(1) Verifying eligibility for care.
(2) Collecting other information required for preparing medical records and reports.
(3) Initiating the inpatient treatment record (ITR).
(4) Furnishing information to patients concerning advanced directives, living wills, and organ donations.
(5) Obtaining insurance information.
(6) Identifying patients on admission (ID bands). (See para 4-2.)
(7) Inventorying personal effects and clothing. (See para 4-5.)
(8) Receiving PTFs.
(9) Coordinating air evacuations and transfers of patients.
(10) Providing standard and ad hoc reports for information management and accountability of patients which may
include but are not limited to the following: admissions by diagnosis; admission, discharge, and transfer notifications to
units; alpha rosters of patients; patient diagnosis and procedures; projected admissions; inpatient histories; remaining
over night rosters; ward rosters; absent sick patient rosters; casualty and command interest rosters; long-term patient
rosters; WTU rosters; status out rosters; admission injury rosters; air evacuation bed capability status; and recapitulation
table of inpatients.
(11) Advising patient of financial responsibility for care to be received.
e. The MTF commander will report an Army general officer’s admission, change in status, or release as soon as
possible. The report, as described in (1) through (10) below, will be sent electronically at https://medcompad1@amedd.
army.mil or faxed to: USAMEDCOM, Patient Administration Division, DSN 221-6630 during duty hours (0730-1630),
Central Standard Time. After duty hours, notify the USAMEDCOM staff duty officer, DSN 471-8445, commercial
(210) 221–8445.
(1) Last name, first name, and middle initial.
(2) Last four digits of the social security number.
(3) Grade.
(4) Position.
(5) MTF and ward admitted.
(6) Date of admission.
(7) Brief medical diagnosis.
(8) Prognosis and expected length of hospitalization.
(9) Attending physician.
(10) Name and telephone number of person reporting and date/time of reporting. The USAMEDCOM, Patient
Administration Division will notify the OTSG, who in turn will notify HQDA, ATTN: DACS-GOM, Washington, DC.
4–7. NATO STANAG 2132 and ABCA QSTAG 470 International Agreement requirements
NATO countries are defined in paragraph 3-18a. ABCA countries include Australia, Canada, New Zealand, United
36 AR 40–400 27 January 2010