Patient Administration
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 outpatient records through custody 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 our Main Pharmacy)
Hours of Operation: Mon - Fri: 7:30 a.m. to 4:30 p.m.
Phone: 757-314-7877 or 757-914-6655
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 $32.80 per 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.
Please Note: The Patient Records and Release of Information offices are now open during lunch.
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.
Location: Bldg. 576 Jefferson Ave, Fort Eustis, VA 23604 (on the 1st floor next to our Main Pharmacy)
Hours of Operation: Mon - Fri: 7:30 a.m. to 4:30 p.m.
Phone: 757-914-6598 / 757-314-7854 / 757-914-6836
Travel Authorizations
The Patient Administration Division assists with non-emergency medical travel authorization and travel reimbursement.
What is Patient Travel?
As a TRICARE Prime enrollee, you can receive reimbursement for your travel expenses when:
• Your PCM refers you for medically necessary care
• The specialty care provider is more than 100 miles one way from your PCM’s office
• There is no other specialty care provider (military, network or non-network) within 100 miles
***If care is available within 100 miles of the MTF but it is the patient’s choice to request a provider greater than 100 miles from the MTF then travel is NOT authorized***
Who is eligible?
All Tricare Prime beneficiaries to include Active Duty, dependents, and retirees and must possess an authorized medical referral for a specialty care appointment over 100 miles away from McDonald Army Health Center.
What is covered?
Least expensive government fare/rate possible
• Economy class air travel
• Compact class car rental
• Fuel expenses/mileage costs
• Reimbursement for the actual costs of lodging up to government per diem rate
• Meals, including tax and reasonable tips, but excluding alcoholic beverages, can be reimbursed for the actual costs up to the government per diem rate
• Lodging and meals are defined by the Joint Travel Regulation and local travel policies
• Keep all receipts
Non-Medical Attendant:
A Non-Medical Attendant (NMA) is an individual that will travel with you and is deemed medically necessary (appropriate, reasonable, and adequate for your condition) by the PCM. Please note, TRICARE will only cover one NMA.
The following examples of APPROVED justification for NMA travel:
- Surgery
- Procedures with sedation
- Appointment for minor dependent
The following are NOT justification for NMA travel:
- Language barriers
- No driver’s license
NMA’s must be 21 years old unless:
- Active-Duty Service member is under 21 years old
- Spouse of Active-Duty Service member is under 21 years old and traveling with the Active-Duty Service member or dependent child.
Before Travel Assistance
- Before traveling to an out-of-area appointment, patients can receive assistance with authorization for travel reimbursement at the MCAHC DTS Prime Patient Travel Office.
- A TRICARE authorization letter for specialty care must first be issued to the patient or a note from the specialty care provider’s office verifying that you have an appointment.
After Travel Documents:
- After traveling to an out-of-area appointment, patients can visit the DTS Prime Patient Travel office to submit documents. Required documents include itemized receipts for authorized expenses (i.e. meals, tolls, if authorized lodging, and if authorized a rental vehicle)
- To avoid delays in reimbursement, travelers should report to their DTS Prime Patient Travel Clerk to file their travel voucher within seven calendar days following their specialty care appointment.
- Active-Duty Soldiers report to their unit DTS representative to submit vouchers. Family Members and retirees report to the MCAHC Prime Patient Travel Clerk to submit vouchers.
Frequently Asked Questions:
Can i leave an Email?
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?
-
All mammogram films and imaging are maintained in the Radiology Department
-
To request prior breast imaging, please FAX request to MCAHC Radiology at 757-314-7994
-
Visit the Release of Information located in Outpatient Records Bldg. 576 Jefferson Ave, Fort Eustis, VA 23604 (on the 1st floor next to our Main Pharmacy) and complete a DD Form 2870 (Complete Copy of Records).pdf. Please provide copy of government issued Identification Card.
-
Per AR 40-66, when you ETS or retire, the record remains property of the government, however Army transitioning soldiers will receive 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 Bldg. 576 Jefferson Ave, Fort Eustis, VA 23604 (on the 1st floor next to our Main Pharmacy) 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 copying your records. You are responsible to pay that fee.
How do I request my medical records from another military facility?
-
Visit the Release of Information office, Bldg. 576 Jefferson Ave, Fort Eustis, VA 23604 (on the 1st floor next to our Main Pharmacy) 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.