Medical Records

Medical Records services at the 23rd Medical Group - Moody Air Force Base is in the Outpatient Records Office, to assist members with patient registration, in- and out-processing tasks, records requests, and release of information services.

Patient Registration

If you are new to the area and need to change your enrollment to Moody AFB and/or the TRICARE East Region, please call Humana Military at 1-800-444-5445 to be assigned a PCM before coming to the Outpatient Records Office to register in MHS GENESIS to receive care in our facility.

If you are new to Moody AFB or have a new addition to the family, please come by the Outpatient Records Office to register to receive care in our facility. Please register your newborn child in DEERS at the MPF Office and bring proof of birth.

In- and Out-Processing, PCS, Retiring and Separating

Per DOD policy, hand-carrying medical records is not authorized. Exceptions are few and can be found in DHA Procedures Manual 6025.02, Volume 1, Enclosure 6, Page 54.

In-Processing

When in-processing, we will ensure you have been registered in our system and we have received your medical records; if not, we will request them from your last installation. If you have original medical record(s) in your possession, you must turn them in to the Outpatient Records section.

Out-Processing for PCS

When out-processing for PCS, please bring a copy of your orders no earlier than 10 days before final out. You will receive an “In Lieu Of” memorandum as part of your out-processing checklist. We will package your records and send them via certified U.S. mail to your next installation. If your PCS orders are canceled, please inform the Outpatient Records Office to cancel your record transfer.

Out-Processing for Retiring or Separation

Before retiring or separating, come to the Outpatient Records Clinic to request a CD copy of your full medical record. The record copy will be available within 30 duty days of request receipt, per AFMAN 41-210. Please bring a copy of your orders no earlier than 10 days before final out and you will receive a “In Lieu Of” memorandum as part of your out-processing checklist.
 
If you are retiring or separating, you are entitled to one CD copy of your medical records. Duplicate copies of a medical record may be subject to fees. There is no charge to update your copy of a medical record if you bring the original CD to the Outpatient Records Office for us to update. Contact Outpatient Records for more information.

Records Requests

You may request a copy of your recent or full medical record by completing a Request for Copy of Medical Record(s) 23 MDG/SGGT (ROI) Form.

1. The Request for Copy of Medical Record(s) form must be submitted in person at the Outpatient Records front desk. Valid ID required.
2. Individuals over 18 years old must request their own record(s).
3. If you are 18 years old and over and would like to authorize another adult representative to pick up your records, you must provide their information on the form and sign.
4. Copies of complete medical records may take up to 30 days per AFMAN 41-210. Once medical records are ready to be mailed/picked up, we will give you a call.

Fees

Patients are authorized to receive one copy of their entire medical record at no charge. Fees may apply to duplicate record requests. Contact medical records for guidance.

1. Electronic Records: Flat rate fee of $36.50.
2. Hardcopy Records: 15 cents per page, plus flat rate fee of $36.50.

Release of Information

If you were referred off base for specialty care, you may have to request your notes/record from that provider to be added to your military medical record for continuity of care. If you need to request/send copies of your records from/to an off-base clinic, you may bring us the completed DD Form 2870, Authorization for Disclosure of Medical or Dental Information, to send to the off-base clinic of your choosing.

1. Ensure off-base clinic’s FAX number and mailing address is provided.
2. DD Form 2870 must be submitted in person at the Outpatient Records front desk with a valid ID.
3. If you have an appointment with an off-base provider, the Outpatient Records Office must be notified to expedite the request.

For all legal medical records request, have your legal office mail or fax the Outpatient Records office for processing.

Retired Record Request

National Personnel Records Center

Records that were retired before Dec. 31, 2013, are kept at the NPRC.. These records can be requested online by following instructions on the NPRC Website.

Air Force STR Processing Center

Records that were retired on or after Jan. 1, 2014, are kept at the Air Force STR Processing Center. These records can be requested online by following instructions on the eBenefits Website.

The Total Force Service Center

The Total Force Service Center can deliver personnel services to the retiree family. Please contact the TFSC at 1-800-525-0102 for assistance with Military Personnel Records, or email at dpsomp.incoming@us.af.mil.

Access Your Own Records on the Patient Portal 

You can access all non-sensitive records through your MHS GENESIS Patient Portal; you can also
schedule an appointment, request a prescription refill, check a lab result, or send a message to your health care team.
Common Access Card or DS Logon Account is required.