Patient Administration

The Patient Administration department provides oversight for patient accountability, patient affairs, medical records and patient movement.

Patient Accountability

The Patient Accountability section provides a variety of administrative services to service members at the hospital and its outlying clinics.

Medical Records

The Medical Records section oversees copies of medical records, release of medical information, medical warning tags, civilian provider prescriptions for laboratory and radiology, and copies of immunization records for school enrollment. We are 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, professional manner, in accordance with military regulations, and state and federal laws.

Requesting information

Patients may request copies of their medical records by completing a DD Form 2780 Authorization for Disclosure of Medical or Dental Information) and submitting it by mail, fax, or by visiting Medical Records Reception in Oaks Pavilion, Lower Level, Room OL-400 between 7:00 am and 5:00 pm on weekdays, excluding federal holidays.

Processing requests

Our office copies official medical record sets within Fort Belvoir Community Hospital. Inpatient records and most outpatient records require a maximum of 30 days to process. Newly established inpatient records cannot be copied until they are assembled, coded and signed by the provider.

Behavioral Medicine and sensitive records must be reviewed and cleared by a provider before release. Please allow up to 30 days for processing.

The following record requests can normally be processed same day as a walk-in

• Laboratory tests
• Some Radiology tests
• Most EKGs
• Immunizations

All requests for information must include the following

• Patient's name
• Patient's date of birth
• Sponsor's complete social security number
• Period of treatment/information needed
• Statement authorizing Fort Belvoir Community Hospital to release the records to a specific person/organization
• An address and/or phone number of the receiving person/organization
• The purpose for the release of the information
• Expiration date
• Patient's signature/date. Patients who are 18 years and older, or emancipated, must sign an authorization for release of their medical records

Exceptions

• Minor children, physically, or mentally challenged persons: A parent or legal guardian may request copies with appropriate documentation -- Medical Power of Attorney, or a copy of a court order appointing guardianship, if applicable.
• Deceased patients: The patient's surviving next of kin or a court-appointed executor/administrator signs consent. A copy of the death certificate must accompany all requests. Executors/administrators must show legal documentation appointing them to the position.

All other requests must be accompanied by a subpoena, signed by a judge, or a Medical Power of Attorney which specifically indicates release of medical records.

Medical powers of attorney

To obtain a medical power of attorney, contact the Fort Belvoir Legal Assistance Division at (703) 805-2856.

Preparing to retire or separate

Active-duty members preparing to retire or separate should obtain copies of all medical records at least six months prior to their final out-processing date.

Members should return to Medical Records to obtain copies of medical paperwork generated after their records were initially copied. This will ensure members get a complete copy of their active-duty medical record after their retirement/separation.

Permanent change-of-station

Active-duty members preparing to out-process Fort Belvoir Community Hospital should visit Medical Records Reception in Oaks Pavilion, Lower Level, Room OL-400 between 0700 and 1700 on weekdays, excluding federal holidays.

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

Civilian provider records

For continuation of care within Fort Belvoir Community Hospital, Medical Records will retrieve records from a civilian facility at the patient’s request. Once these records arrive the patient will be contacted and a copy will be made for the patient upon their request. The documents are filed into the patient’s outpatient record. All information filed into 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). Inpatient records are maintained for five years after the date of discharge. After these time periods, the records are retired to the National Personnel Records Center.

Patients may obtain their retired records directly from NPRC online at www.archives.gov/veterans.

Or write to NPRC at the following address(es) in the "Contact Us" section.