Release No: 209
Aug 21, 2012
Knowing where to request records saves time, money
by Tammy Cournoyer - Warrior and Family Operations Center
JOINT BASE SAN ANTONIO-RANDOLPH, Texas - In an effort to save time and money, the master personnel records branch staff at the Air Force Personnel Center wants retirees and former Airmen to know the correct procedures for requesting medical and personnel record information.
"Knowing the correct procedures can not only cut down on the requestor's wait time, it can also cut the routing time and our workload," said Capt. Darren James, branch operations officer.
For Airmen who retired on or after Oct. 1, 2004 they can request copies of records such as a DD Form 214 (Certificate of Release or Discharge from Active Duty), performance reports and other information by writing to AFPC/DPSIRP, 550 C St. West, Suite 19, Randolph AFB TX, 78150; faxing 210-565-4021; or visiting the eBenefits website at
www.eBenefits.va.gov.
People requesting their own records need to send a completed Standard Form 180, Request Pertaining to Military Records, or a letter that includes their name, full Social Security number, contact information, specific record requested, and a signature. People requesting a deceased relative's record need to provide the above information, plus their relationship to the former Airman so next-of-kin relationship can be verified. Proof of death must also be furnished.
Veterans who retired before Oct. 1, 2004 must visit the National Personnel Records Center website at
http://www.archives.gov/veterans/military-service-records/ for record request instructions. People requesting the record of a deceased relative who retired before Oct. 1, 2004 may now use the NPRC website to order a copy of the military records.
Regardless of the request procedures used, processing can take time. Response time for records requests sent to NPRC varies and depends upon records availability and workload. NPRC receives approximately 4,000 to 5,000 requests per day. Officials at NPRC ask that people do not send a follow-up request before 90 days have elapsed as it may cause further delays.
Veterans who retired after Oct. 1, 2004 can access certain records online by registering for a premium account on
www.eBenefits.va.gov. Click the register button at the top of the home page and follow the instructions provided to obtain a premium account. The website is managed by Veterans Affairs and may not be inclusive for all retirees.
"Requests processed through AFPC normally take 5 to 10 business days however, manning cuts across the Air Force have made it challenging for us to provide timely customer service to our veterans; so we are using technology to our benefit," said James. "There are definitely time and money savings associated when veterans access their records through the eBenefits website. The immediate savings we've seen by using eBenefits cuts the processing time tremendously from the current 5 to 10 business days to 24 to 48 hours."
Medical and dental records for all Airmen who retired before May 1994 are stored permanently at NPRC (see link above). Medical and dental records for Airmen who retired or separated after May 1994 are maintained by the Veterans Administration Service Medical Records Center at 888-533-4558.
For more information on records requests, visit the myPers website at
https://mypers.af.mil.
Locally, the Outpatient Medical Records department for David Grant USAF Medical Center is located on the west side of
Level 1 (the first floor) and handles approximately 80,000 records for non-flying status active duty personnel, retirees, dependents, and civil service or contract employees.
Except for the hospital staff interaction, all routine inquiries by patients should be made directly at Window #3 of the
Patient Service Center, located on
Level 2 in the area known as "The Patient Mall" during normal duty hours (Monday-Friday, 7:30 a.m. to 4:30 p.m.; Weekends, Federal Holidays or AMC-designated "Down Days":
Closed)
OBTAINING COPIES OF YOUR MEDICAL RECORDS:
Outpatient Records required by another Military Treatment Facility (MTF):
60 MDG Form 101, Authorization for Disclosure of Medical or Dental Information
Fax: (707) 423-5272 or (707) 423-5055
DSN: 799
Mail request to:
60 MDSS/SGST
ATTN: Outpatient Records
David Grant USAF Medical Center
101 Bodin Circle - Bldg 777
Travis AFB, CA 94535-1825
Phone: (707) 423-5353
DSN: 799
NOTE: Please provide an email point of contact for submission of FedEx tracking number.
OBTAINING BIRTH CERTIFICATES:
Birth Certificates are not maintained at the hospital of birth.
- If the birth occurred at David Grant USAF Medical Center, please contact Vital Records with the Recorder Division of Solano County: (707) 784-6294
- If the birth occurred at an overseas military hospital, please contact Vital Records with the District of Columbia Passport Services: (202) 955-0307
- Birth Certificates may also be obtained from the Recorder Division for Vital Records for each respective County within the jurisdiction of other Military Hospitals within the continental United States.
RECORD COPIES NEEDED BY OTHERS FROM DGMC:
For Healthcare Provider (Civilian or Veterans Administration) / Insurance Company:
Fax your signed Release Authorization to: (707) 423-5055
Mail your request to:
60 MDSS/SGST
ATTN: Release of Information
David Grant USAF Medical Center
101 Bodin Circle - Bldg 777
Travis AFB, CA 94535-1825
Phone: (707) 423-7997
DSN: 799
NOTE: If requesting copies in support of a patient referred out from our facility, please provide a copy of the Referral Authorization Sheet with your request.
For Individual Requests:
Complete
60MDG Form 101, Disclosure of Medical or Dental information from 60th Medical Group
We'll need a copy of a photo ID (Military ID, Driver's License, etc.) to verify signature if request form is not signed in presence of Outpatient Records or Release of Information personnel. Release form must be signed by the requestor (anyone 18 years or older must sign for themselves; the release for children under the age of 18 can be signed by either parent). The normal waiting time is between 2-3 weeks for records to be copied.
Fax request to: (707) 423-5055
Mail request to:
60 MDSS/SGST
ATTN: Release of Information
David Grant USAF Medical Center
101 Bodin Circle - Bldg 777
Travis AFB, CA 94535-1825
Phone: (707) 423-7997
DSN: 799
RECORD COPIES NEEDED FROM NON-MILITARY FACILITIES:
For Individual Requests:
Copies of non-military medical records (medical care outside the military system or pre-military coverage care needed to provide treatment history) can be provided to our facility using:
60MDG Form 112, Authorization for Release of Medical or Dental Information from a Non-Military Treatment Provider
This form is used to retrieve records of treatment from civilian medical providers.
It is vital the form is completed as accurately as possible to ensure the correct documentation is requested and received. The appropriate patient signature and date is required for this form (anyone 18 years or older must sign for themselves; the release for children under the age of 18 can be signed by either parent). Please provide phone and fax number for civilian provider to ensure prompt handling and follow up.
NOTE: The completed 60MDG Form 112 should be mailed from our office to prevent any copying fees assessed to the patient.
The vitual MPF (vMPF):
General Information:
Outprocessing using Virtual Military Personnel Flight (vMPF): PCS/Retirement/Separating
All vMPF clearance for Medical Records will be accomplished within two weeks of the Final Out date or the final action date (Retirement/Separation date or RNLT date for PCS), whichever is first.
Before clearance, the following must be hand carried to the Patient Service Center:
- Copy of orders
- Letter in lieu of orders (provided by MPF is orders are not available)
- Final Out Date (day you final out with the MPF
PCS:
The medical records, for the majority of PCS individuals will be shipped to the gaining Military Treatment Facility via FedEx (CONUS: Overnight mail; Overseas: delivery within 3-5 days). Exceptions for hand carrying:
· Flying Status
· PRP/Presidential Escort
· Overseas Embassy duty or Data Masked assignments
NOTE: Please provide verify if dependents will accompany on PCS move. If not accompanying, indicate if dependents will continue medical care at Travis or relocate for medical care at another MTF (name) or a civilian provider (see Record Copies needed from DGMC for Civilian Healthcare Provider).
Separation/Retirement:
The active duty outpatient medical records for individuals Separating/Retiring will be provided to the appropriate agency for shipping to the Department of Veterans Affairs. Please notify Outpatient Records if you are married to someone who is still on Active Duty, and will continue to receive medical care as a dependant spouse.
If leaving the military for Reserve or Guard duty, you must provide a completed and approved
AF Form 1288, Application for Ready Reserve Assignment, to ensure shipment of your medical records to the gaining Reserve or Guard unit. Once we have a copy of your orders or letter in lieu of along with a final out date you will be cleared out of the vMPF.
If seeking copies of military medical records, including dependents, complete the release form for each individual's record (see Record Copies needed from DGMC for Individuals).
Outpatient Medical Records:
Window #3 at the Patient Service Center (Level 2 in the area known as "The Patient Mall")
Phone: (707) 423-5353
DSN: 799-5353
Fax: (707) 423-5272
DSN: 799
Non-commissioned officer in charge:
Phone: (707) 423-5354
DSN: 799
Director:
Phone: (707) 423-3693
DSN: 799