Medical Records

Release of Information (ROI)

Woods Soldier Family Care Center (SFCC)

Address

Release of Information
Woods Soldier Family Care Center (SFCC)
1650 Cochrane Cir
BLDG 7503 , First Floor , Room 1500
Fort Carson, Colorado 80913

Contact
  • Phone: 719-526-0890
Business Hours
  • Monday, Wednesday, Friday from 7:30 a.m. - 4:30 p.m.
  • Closed on Tuesday and Thursday
  • Last 30 minutes of the day are for picking up copies no new requests
  • Closed: All Federal Holidays and Selected Training Holidays
Directions

The Release of Information office is located on the first floor of the SFCC. Patients should park in the “G” parking lot (purple signs) just east of the SFCC; enter the main east entrance and proceed down the hallway past the pharmacy. The window will be on the right side of the hallway directly after the stairwell and elevators. Proceed to the window on the right hand side.

About

The Release of Information (ROI) office is dedicated to providing the medical information our customers need while protecting our patients' privacy. Our goal is to deliver a quality product in a prompt and professional manner.

Requesting Information

Patient Requests

Do you want immediate access to your medical information from the privacy of your home or office?

Before making a trip to our hospital, consider logging into TRICARE Online and accessing the Blue Button feature. Securely view, download and print previous encounters, lab results, immunizations, medical profiles, and latest vital signs for yourself or family members under the age of 12. To conveniently view medical records, visit www.tricareonline.com/tol2/prelogin/mobileIndex.xhtml. Proceed to “Health Record,” then “Download My Data” to access medical records.

Patients may still request copies of their medical records using a DD form 2870 (Authorization for Disclosure of Medical or Dental Information) either by mail or by visiting the ROI reception desk, located in the Woods Soldier Family Care Center (SFCC) Building #7503, ground floor, room 1500 (window #2), near the Starbucks. Phone and fax requests will not be typically honored IAW regulation requiring original signatures. The following records can normally be processed same day during a walk-in:

  • Laboratory Requests
  • OB Requests
  • Radiology Reports
  • Most EKGs
  • Immunizations
  • Electronic Pediatric Records
  • Electronic Physician notes (within reason)
  • Referrals
Processing Larger Requests

We have gone digital. Requests for large portions or complete records can take up to 30 calendar days to process. Complete records can be delivered on a CD or through a HIPAA-compliant, secure application, access to which is provided via email. Hard copy records can, however, still be requested. Recent inpatient records cannot be copied until they are assembled, coded and signed by the provider. Please allow 15 days after discharge before requesting inpatient records. Charges may apply for larger requests (See Frequently Asked Questions)

*Department of Behavioral Health, Social Work Services and other sensitive records must be review Behavioral Health (BH) documentation requests may take up to 60 days to complete as these require review and approval by a Behavioral Health provider prior to release. When requesting BH documents, a separate DD Form 2870 must be completed that should spell out “Behavioral Health documentation.” In like manner, another DD Form 2870 must be completed for Family Advocacy Program (FAP) medical documentation, spelling those documents out in the request. This is due to separate processes for handling of each type of request.

**Substance Use Disorder Clinical Care (SUDCC) documentation requests require a different form, DA Form 5018-R (ADAPCP Client’s Consent Statement for Release of Treatment Information), to be completed prior to release.

Requests From Other Care Facilities

Other care facilities seeking extensive documentation for patients should expect approximately 30 days for response. Any documentation for critical information necessary to immediately treat patients should be coordinated through case management / referral management and care teams between organizations to obtain those most critical for continuity of care. Though there are exceptions to this standard, we ask that professional restraint be had in such immediate requests as the majority of all clinical requests are for “stat” response, which is beyond our capacity to provide given current workload and manning constraints. Documentation requests may be sent by fax to (719) 503-7007. Please include a cover sheet with HIPAA/Privacy Act disclaimer, a formal letter/memorandum of such request with an official letterhead from your organization stating the exact documents needed. Requests can also be sent by mail.

Other Requests
  • LEGAL REQUESTS: Legal requests with patient authorization will be accepted by mail only.
  • SUBPOENAS: We request these be provided in person or via mail. Subpoenas, without patient authorization, will be reviewed by our legal counsel prior to responding to any such requests.
  • OFFICE OF PERSONNEL MANAGEMENT (OPM) / FEDERAL BACKGROUND CHECKS: Such requests, with patient authorization, require review by the Department of Behavioral Health (DBH). Such requests must be presented in person with the officer’s name a d contact information. The Release of Information Section will track and provided completed requests to the associated officers in coordination with DBH.
  • INSURANCE COMPANIES: Must be sent by mail with original patient signature
  • COMMAND OFFICIALS / INVESTIGATING OFFICERS: Commanders may request information on their Soldiers with assumption of command orders. Representatives of the commander may also receive medical documentation if identified on appointment orders. LOD and 15-6 appointment orders are common. 1SGs, XOs, Platoon or Squad leadership are not authorized to receive medical information simply by virtue of their positions. Commanders will use discretion to share information only to those, “with a need to know.”
  • RESEARCHERS: Research requests may be submitted to the hospital through Patient Administration leadership at 719-526-5812 or 719-526-4937/7540. Details of the request will need to be discussed over the phone before the processing of any such request.

Frequently Asked Questions

Q. Is there a fee to get copies of my records?
A. The initial copy is free for Service Member (SM) and dependents. CDs cost $8.00. Digital copies will cost $14. Duplicate hard copies will be $20.80 + .13 per page.

Q. Can I request copies of medical records from a different facility that I was seen at?
A. Yes, complete a DD 2870 along with the facilities phone and fax number. Patients will be notified when records are received and available for pickup.

Q. Can I get copies of my records mailed to me?
A. Yes, records can be sent certified mail.

Q. Can copies of my records be faxed to me?
A. No, because we cannot ensure the security of the fax.

Q. Can I get copies of my records emailed to me?
A. Yes, medical records can be sent electronically through the SAFE (Safe Access File Exchange) web portal which is HIPAA compliant and accessed through links/passwords sent to your provided email address.

Q. I’m going through the MEB, do I need to request copies of my records?
A. Yes. After submitting a DD 2870 through the PEBLO, a CD containing the SM’s complete medical record will be generated. The CD can either be picked up at the ROI Information window or mailed to a forwarding address if the SM has already cleared post.

Q. Can I request or pick up records for my spouse or children?
A. Yes, with a copy of the patients ID card, letter of consent and completed DD 2870 signed by the patient. Children under the age of 16 are not required to give written consent.

Q. If I have joint custody of my minor child and I need to obtain copies of their medical records, what documents do I need to bring to prove I have rights to my child’s medical records?
A. Provide a copy of the child’s dependent ID card along with an official signed copy of the custody rights documentation specifying which rights each parent has; a copy of the custody rights will be placed in the child’s medical records for future reference. See the Custodian, Noncustodial Parents and Step-parents access matrix.

Q. I am a step-parent. Can I access the medical records of my stepchildren?
A. If you obtain a signed copy of a DD Form 2870 signed by a biological parent with your name listed as the recipient of the documentation with a copy of the front and back of a government identification card, you can obtain the documents listed on the request form. Alternatively, if you are given legal, healthcare power of attorney over the child and present such valid paperwork, you can obtain access to the records. A copy of such POA can be placed in the child’s medical record. See the Custodian, Noncustodial Parents and Step-parents access matrix.

Q. What documentation do I need if my spouse or child is deceased and I need to obtain copies of medical records?
A. Next of Kin, as specifically stated on the death certificate, can obtain a copy of the deceased’s medical records with a completed DD2870 and copy of the death certificate or signed executor legal document.


Outpatient Records

Woods Soldier Family Care Center (SFCC)

Address

Outpatient Records
Woods Soldier Family Care Center (SFCC)
1650 Cochrane Cir
BLDG 7503 , First Floor , Room 1500
Fort Carson, Colorado 80913

Contact
  • Phone: 719-526-7292
  • Phone: 719-526-7293
Business Hours
  • Monday - Friday from 7:30 a.m. - 4:30 p.m.
  • Second Thursday of the month from 7:30 a.m. - 12:30 p.m.
  • Closed: All Federal Holidays and Selected Training Holidays
Directions

The Outpatient Records office is located on the first floor of the SFCC. Patients should park in the “G” parking lot (purple signs) just east of the SFCC; enter the main east entrance and proceed down the hallway past the pharmacy. The window will be on the right side of the hallway directly after the stairwell and elevators. Proceed to the window on the left hand side.

About

The Outpatient Medical Records Branch maintains the outpatient records for active-duty personnel, retirees, and family members who receive care at Evans Army Community Hospital and all outlying clinics.

Outpatient Records serves as the medical In and Out Processing location for all Soldiers assigned to FT Carson and designated members of other service branches currently serving in the Colorado Springs area.

Property of the U.S. Government

All Service Treatment Records, or medical records, are the property of the US Government per AR 40-66, Ch. 1 para 1-6. All records must be maintained by a military treatment facility. Patients currently in possession of their medical records are required to surrender the records within 30 days of arrival to their duty station.

OCONUS and Remote Location PCS

Due to new government policies and strict revised Federal regulations, patients are no longer authorized to hand carry their medical records, regardless of status or PCS location. Copies of medical records can be requested using a DD2870. Requests must be made 30 business days prior to PCS or ETS.

Clearing

Service Members must be in uniform, have their military ID or CAC card, a copy of their post clearing papers and one copy of the PCS orders. A copy of the PCS orders must be surrendered to Outpatient Records.

Obtaining Retired Records

Health records are not retained locally upon retirement or ETS.

  • Army - October 16, 1992
  • Air Force - May 1, 1994
  • Navy - January 31, 1994
  • Marine Corp - May 1, 1994
Retirement prior to the above dates, send written request to:
  • National Personnel Records Center
  • Organizational Records
  • P.O. Box 5020
  • St. Louis MO 63115
Retirement after the above dates, please send written request to:
  • Department of Veterans Affairs Records
  • Management Center
  • P.O. Box 5020
  • St. Louis MO 63115
Records requests may be submitted to NPRC online at:
Written request must include:
  • Patient’s name
  • Patient’s/Sponsor’s SSN
  • Status (retired, active duty, etc.)
  • Branch of service
  • Dates of military service
  • Name of last treatment facility
  • Last year of treatment
  • Forwarding address/phone number
  • Signature of requestor
  • Remarks (if applicable)

Links

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