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

personal decisions will be assisted in arranging their own hospitalization. When the patient is in such condition that this
cannot be done, the NOK will be asked to make arrangements for and accept the patient.
5–19. Request for medical and/or dental records
a. Requests for medical and/or dental records held by Army personnel and records centers.
(1) Requests for records of all personnel on AD will be addressed to Commander, U.S. Army Enlisted Records and
Evaluation Center, ATTN: PCRE-FS, Indianapolis, IN 46249-5301.
(2) Requests for records of USAR personnel not on AD will be addressed to Commander, ARPERCEN, ATTN:
ARPC-ZSG, 9700 Page Avenue, St. Louis, MO 63132-5200. For Army NG personnel not on AD, the requests will be
sent to the State adjutant general concerned.
(3) When circumstances require the use of an electronically transmitted message to expedite the processing of a PEB
case, the request should be stated as follows: “PEB action pending for (NAME, GRADE, SSN). Lend medical/clinical
records. Member claims prior service in (BRANCH OF SERVICE) during the period (INCLUSIVE DATES) under
(SERVICE NUMBER or SSN).”
(4) The records custodian indicated above will withdraw and send all available requested records to the requesting
MTF. All records so obtained will be sent with the MEB proceedings when forwarded to HQDA for review.
b. Records held by MTFs of other Services. A request for records will be sent directly to the MTF concerned. It will
include the patient’s name, SSN (with financial management plan), dates of hospitalization, and register numbers if
known. MTFs receiving such requests will expedite forwarding of all available original medical records. If the records
requested are no longer on hand, the request will be sent to the activity to which the records were sent and the
requesting activity informed of the referral.
c. Records held by the VA.
(1) A request for medical records from the VA will be sent directly to the VARO or field station known to have
custody of the veteran’s file (claims or insurance). Locations of VAROs are listed in a VA pamphlet titled “Federal
Benefits for Veterans and Dependents.”
(2) When only the VA treatment facility records are desired, the request may be sent directly to the VA treatment
facility concerned, if known.
(3) Requests for records when the location of the VA custodian is not known will be sent to the Department of
Veterans’ Affairs Central Office, Records Management Division (033A4), Washington, DC 20420 or the VARO
nearest the Army MTF.
(4) All requests for records or abstracts of records data will include the name and SSN of the member, all available
VA file information (claims and insurance numbers), the reason for the request, and the address to which the records
will be sent.
(5) The VA will usually furnish original VA clinical records and x ray film in response to specific requests. If the
originals cannot be released, copies of the final summaries of clinical records, x ray, or facsimiles may be furnished
instead.
(6) After they have served their purpose, VA medical records will be returned directly to the VA installation that
sent them unless they are duplicates. When the patient’s case is not considered by a PEB, the records will be disposed
of by the MTF after HQDA has made final determination. Any original records received in HQDA with PEB
proceedings will be returned to the MTF for disposition. Copies of facsimile reproduction will not be returned unless
specifically requested.
d. Action taken by the MTF upon transfer of a patient. If the patient is transferred to another MTF before receipt of
records, the MTF commander may request that the records be sent to the gaining MTF or await receipt of the records
and immediately forward them to the patient’s new location. In any case, the commander of the losing MTF will notify
the commander of the gaining MTF of the actions taken and the results obtained with respect to the procurement of the
records. Copies of negative responses will be sent to the gaining MTF for submission to the PEB.
5–20. Patients of NATO nations
a. Patients who are members of NATO military forces will be transferred per ratified agreement (NATO STANAG
2061). The transfer will take place at the earliest opportunity under any of the conditions cited in (1) through (3)
below.
(1) When an MTF of the patient’s own nation is within reasonable proximity of the holding nation’s facility.
(2) When the patient is determined to require hospitalization in excess of 30 days.
(3) When there is any question as to the ability of the patient to perform duty upon release from the MTF.
b. All clinical documents, to include x rays, relating to the patient will accompany him or her on transfer to his or
her own national organization. AR 40-66 contains a listing of National Military Medical Authority addresses.
c. The MTF commander will be responsible for the decision of suitability for transfer and the arrangements. Final
transfer channels should be arranged by local liaison before movement.
d. Patients not suitable for transfer to their own national organizations will be accorded the same treatment and
AR 40–400 27 January 2010
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