Medical Records

Medical Records is responsible for the supervision and maintenance of service members’ and their dependent beneficiaries’ records. Our overall goal is to service each customer efficiently and professionally while also delivering a product of the highest quality in accordance with Military regulations as well as HIPAA, State, and Federal laws.

We are located on the basement, Oaks Pavilion, Lower Level, Room OL.400. Our office may be reached by any of the options listed below:

Phone: 571-231-3774
Fax: 571-231-3692
Email: dha.belvoir.atammc.mbx.release-medical-information@health.mil
Postal Service: A.T. Augusta Military Medical Center/Attn: Outpatient Medical Records/9300 DeWitt Loop, Rm OL-400/Fort Belvoir, VA 22060

The services we provide include but are not limited to:

• Release of information
• Verification of Medical Coverage via General Inquiry of DEERS (GIQD)
• Medical record tracking
• Maintenance and Copying of Medical Records
• Issuance of Medical Warning Tags
• In-processing/Out-processing of new service members

In-processing/Out-Processing

Active-Duty members needing to in-process or out-process need to report OL.400 with their checklist, orders, and ID.

Release of Information

Customers may request copies of their medical information by visiting our customer service window and inquiring with a Medical Records Technician. Our office copies official medical record sets within A.T. Augusta Military Medical Center in accordance with U.S. Army and Defense Health Agency (DHA) regulations.

A few of the requests we are able to satisfy same day are listed below:

• Completed Lab test results
• Some Radiology results
• Immunizations
• Last 10 medical encounters

These requests can ONLY be satisfied if the information is available to be printed.

ATAMMC Outpatient Records Department also fulfills correspondence requests for the following:

• Insurance
• Legal Services
• Civilian Physicians
• Social Security Administration
• Veteran’s Affairs

Please allow 30 working days for all requests to be completed.

DD Form 2870

Any customer wishing to request information for more than the last 10 medical encounters is required to fill out a DD Form 2870 (Authorization for Disclosure of Medical or Dental Information) in its entirety. Please submit form in person at our Customer Service window during normal business hours. Email, fax, or postal sources.

DD Form 2870 General Instructions

Civilian Provider Records

For continuation of care within A.T. Augusta Military Medical Center, Outpatient Medical Records will attempt to retrieve records from a civilian facility at the customer’s request. A DD Form 2870 with the contact information of the civilian facility is all that is necessary. Once the documents have arrived they will be scanned and uploaded into the appropriate electronic medical record. A copy will be made available to the customer at their request.

All information filed into the Outpatient Record becomes property of the Department of Defense.

Archived Records

Our office maintains outpatient records for a period of two years after the patient’s last medical encounter (excluding Active Duty military and their Dependents) and In-Patient records for two years after the date of service. After which, the records are retired to the National Personnel Records Center.

Customers seeking to obtain their retired records directly from NPRC may do so by visiting www.archives.gov/veterans.

They may also contact them at the following address:  

Active-Duty military records

Department of Veterans Affairs
Records Management Center
P.O. Box 5020
St. Louis, MO 63115

Dependent records

NPRC (CPR)
1411 Boulder Dr.
Valmeyer, IL 62295

DD Form 2870

For active duty service members and their dependents, we will attempt to retrieve their physical records on your behalf. Once the records have been received to Outpatient Medical Records they will undergo a Quality Control inspection prior to being electronically signed into the PRT for tracking purposes. After the records are electronically logged they will be physically shelved in our records room until official notification of a transfer or retirement is received in the form official orders or receipt from another MTF.

Special Circumstances

To request records on behalf of someone with a physical or mental impairment OR a child who is a minor, a Medical Power of Attorney, or a copy of a court order appointing guardianship is necessary.

Members may also obtain their dependent children’s electronic records as long as the children are under 18 years of age. Dependents 18 years of age or older must request their own medical information. A valid ID is required.

For the release of information of a deceased patient the patient’s surviving next of kin or a court-appointed executor/administrator signs the request form. A copy of the Death Certificate must accompany the request. All executors/administrators MUST show legal documentation appointing them to the position.

For further questions or information regards to release of information, please contact 571-231-3774 or email dha.belvoir.atammc.mbx.release-medical-information@health.mil@health.mil.

Department of Defense Secure Access File Exchange 

We utilize DOD Safe when completing requests for records by email. It is a third party secured site. The documents are uploaded to this site and encrypted, the site generates a password which it emails to the customer along with instructions on how to access and download the documents. Please read and follow the instructions carefully.

For those who would prefer to receive their records through the mail, the documents will be uploaded to a CD and mailed to the address provided on the DD Form 2870.