Release of Information

Release of Information fulfills request and provides various services for continuity of care documentation, Service Member retirements, insurance claims, and others. Continuity of care requests can be made by the patients and or treating facility by using one of the below methods under Requesting Information from Brooke Army Medical Center.

The Release of Information (ROI) section is now providing walk in services at the Information desk located near the C parking lot entrance on the first floor near the Medical Mall. The ROI Quick Stop hours of operation are as follows:

Monday, Tuesday, Thursday, & Friday 8 a.m. – 3:30 p.m.
Wednesday 8:30 a.m. – 3:30 p.m.
Closed weekends and holidays.

For your convenience, patients can pick up and complete, as well as drop off completed DD Form 2870’s at the ROI Quick Stop. Short requests (less than 50 pages) can be processed on the spot, to include such records as:

• Lab results
• Immunization records
• Radiology Reports
• Physicals (school, sports, etc.)
• Electronic Progress/Office visit note(s)
• Appointment list
• Medication List
• EKG’s

For additional information, please call 210-916-1157, Monday, Tuesday, Thursday, & Friday 8 a.m. – 3:30 p.m. & Wednesday 8:30 a.m. – 3:30 p.m. (except weekends and holidays). 

What is the MHS GENESIS Patient Portal

Along with the new Electronic Health Record, the MHS GENESIS Patient Portal is a secure website available 24/7 that gives you access to your health information. Through the MHS GENESIS Patient Portal, you can:

• View health information
• Schedule appointments
• Communicate securely with providers
• Request prescription renewals
• View notes from your clinical visits and certain lab/test results, such as blood tests.

The MHS GENESIS Patient Portal is replacing the TRICARE Online Secure Patient Portal.

What does this mean for me?

MHS GENESIS and the MHS GENESIS Patient Portal are replacing TRICARE Online, including the patient portal and secure messaging at this facility.

• If you have a current TRICARE Online account, it will migrate to MHS GENESIS. No action is necessary from you.
• If you don’t already have a TRICARE Online account, you can log onto patientportal.mhsgenesis.health.mil using your DS Logon Premium Account.
• If don’t have a DS Logon Premium Account or if you have questions about DS Logon, visit the milConnect Website or call 1-800-538-9552.

MHS GENESIS Patient Portal step-by-step sign up guide

There are three prerequisites for accessing the MHS GENESIS Patient Portal

1. You need to have accessed care at a site using MHS GENESIS.
2. You will need to establish a DS Logon account by creating a username and password at the following website: https://www.dmdc.osd.mil/identitymanagement.
3. If you currently have a DS Logon, you will need to log-in and upgrade your account to Premium. *Please note: The process of completing the online application to establish a DS logon account takes approximately 10 minutes and some of questions may seem intrusive, but it’s to protect your information. The intent of asking for this level of information is to eliminate the chance of unauthorized access to your health information. This application only needs to be done once to establish your account. Active duty and any other personnel with a common access card, or CAC, may use that to login through the DS Logon site.

Note: All sponsors should validate “Relationship” settings to ensure spouses can select and view their dependent’s portal in their Patient Portal. To update visit: https://www.dmdc.osd.mil/identitymanagement.

Note: MHS Genesis Patient Portal is only available for DOD Beneficiaries; all other should contact the BAMC Release of Information.

Note: Under DHA-Policy Memorandum 23-010, In general, when a parent or guardian or other person acting in loco parentis (i.e., an adult with authority to act in place of the parents) has authority to act on behalf of an unemancipated minor in making decisions related to health care, they are considered the personal representative for receipt of the minor’s PHI. In those instances (e.g., mental health care, pregnancy, care for sexually transmitted diseases) where a minor is recognized as being able to provide informed consent for their own care, typically when they become adolescents, state and federal law under HIPAA protects their privacy interests. Parents have full online access to PHI of unemancipated minors (ages 12 and under) unless limited by other applicable law or regulation. Because of this, DoD may not be able to provide full online access to parents, guardians, or other persons acting in loco parentis for adolescents (ages 13 to 17).

Establishing a DS LOGON and accessing MHS GENESIS Patient Portal

To create and then access the MHS GENESIS Patient Portal, please visit the DS LOGON web page.

• If you do not have a common access card (CAC) or a MyPay account, you will need to create a DS Logon account to access the MHS GENESIS Patient Portal.
• To ensure MHS GENESIS can confirm your identity and provide the highest levels of cyber security and safeguards of your health information, you will be required to complete a brief verification process. You will be provided 3 minutes to complete a 4-question quiz to verify your identity. Responses may include providing your DOD ID number (found on your military ID Card), and some personal information including financial questions, past addresses, etc.
• You will create your MHS GENESIS Patient Portal password in the online registration process. A new password will need to be created every 180 days.
• Once you have successfully created your DS Logon, click on "Upgrade To Premium Account" to upgrade your account to Premium Access to view your health information.
• Active duty military and families will need to keep your TRICARE Online accounts. When you PCS from a location with MHS Genesis, your new duty station's military hospital or clinic may not be using MHS GENESIS yet.

For questions regarding DS Logon

• Visit the milConnect Website
• Contact the Defense Manpower Data Center 1-800-538-9552
• Note: When using a non-Department of Defense (DOD) computer, you may receive an error message. Click “Proceed” or “Continue” to access the MHS GENESIS Patient Portal. Although you receive the error message, your MHS GENESIS Patient Portal is secure.

Resources

MHS GENESIS Patient Portal step-by-step sign up guide
MHS GENESIS overview Video YouTube
MHS GENESIS Patient Portal Video YouTube

Requesting Information from Lackland Air Force Base: Wilford Hall Ambulatory Surgical Center

Patients may request copies of their medical records using form DD Form 2870 (Authorization for Disclosure of Medical or Dental Information) available online www.esd.whs.mil/Directives/forms/dd2500_2999/ Patients requesting their own, or their minor dependents (12 years of age and under) can complete a DD Form 2870 and return it to Wilford Hall Medical Records along with a copy of a state issued (DMV driver's license, DMV identification card, DOD Identification card (Non-CAC), etc.) Please redact SSN Number to only the last 4 digits. Spouses MUST sight their DD Form 2870 and send a copy of their ID along with the request.

Service Members requesting records for retirement must submit a DD form 2870 with a digital signature and send to Wilford Hall Medical Records. Cannot provide hard copy records.

Requests for medical records can be sent to Wilford Hall Medical Records using the options provided below:

• By mail: DEPT. OF U.S. AIR FORCE Wilford Hall Ambulatory Medical Center, Medical Records 1100 Wilford Hall Loop, Lackland AFB, TX 78236
• In person: 59th Medical Wing, On 3rd floor, A-wing. Cannot provide hard copy records.
• Email: usaf.jbsa.59-mdw.mbx.59-mdss-rhi@health.mil:
• Fax: 210-292-7127

For additional information, please call department number at 210-292-5055, Monday, Tuesday, Thursday, & Friday 7:30 a.m. – 4 p.m. & Wedneday 9:15 a.m. – 4 p.m. (except weekends and holidays).

Requesting Information from Brooke Army Medical Center

Patients may request copies of their medical records using form DD Form 2870 (Authorization for Disclosure of Medical or Dental Information) available online www.esd.whs.mil/Directives/forms/dd2500_2999/. Patients requesting their own, or their minor dependents (12 years of age and under) can complete a DD Form 2870 and return it to Release of Information along with a copy of a state issued (DMV driver's license, DMV identification card, DOD Identification card (Non-CAC), etc.) Please redact SSN Number to only the last 4 digits. Spouses MUST sight their DD Form 2870 and send a copy of their ID along with the request.

Service Members requesting records for retirement must submit a DD form 2870 with a digital signature to the ROI email address usarmy.jbsa.medcom-bamc.list.roi-request@health.mil or use other delivery methods provided below.

Requests for medical records can be sent to Release of Information using the options provided below:

STAT fax line (for hospitals, clinics, providers) – 210-539-0320

Legal fax line – 210-539-9201

ROUTINE fax line (patient requests, Insurance, Disability Determination Services, etc.) – 210-916-0405

EMAIL: usarmy.jbsa.medcom-bamc.list.roi-request@health.mil

Walk-in Services: Located on 1st floor, C-Entrance in between Main Pharmacy and Emergency Room

Request Processing

Information Line: 210-916-1157

The ROI office copies official medical record sets within Brooke Army Medical Center (BAMC) to include all available MTF medical records and civilian records located within the electronic health records. ROI can also provide a CD with copies of any imaging done at BAMC/WHASC upon request.

Requests for inpatient records, and most outpatient records, take up to 30 days to process. Newly established inpatient records cannot be copied until they are assembled, coded and signed by the provider. Please allow 30-45 days after discharge before requesting inpatient records.

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

All requests for information must include the following:

• Patient's name
• Patient's date of birth
• Patient's DOD or patient’s social security number
• Period of treatment/information needed
• Statement authorizing BAMC 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: Under DHA-Policy Memorandum 23-010, , (e.g., mental health care, pregnancy, care for sexually transmitted diseases) where a minor is recognized as being able to provide informed consent for their own care, typically when they become adolescents (ages 13 to 17), state and federal law under HIPAA protects their privacy interests.
Parents, guardians, and others acting in loco parentis may still obtain medical records through the Military Medical Treatment Facility Outpatient Medical Records Department consistent with HIPAA for adolescents when the encounter was not one for which the adolescent provided their own consent or when they authorized in writing another’s access to their PHI for encounters for which they consented. DHA MTFs, also known as covered entities under HIPAA, are required to implement policies and procedures designed to comply with the standards, implementation specifications, or other requirements of reference (b).

The minor must provide authorization on DD form 2870 to release the sensitive records mentioned above to parents or the parents can provide power of attorney (POA) documentation.

If immunizations are requested and immunization listed pertains to the sensitive categories, then the process for releasing sensitive records for unemancipated minors applies.

If the individual requesting records for unemancipated minor is not the biological parent, then legal guardianship documentation is required for any/all records requests.

Exceptions

A parent or legal guardian may request copies for minor children, physically, or mentally challenged persons. With appropriate documentation i.e. Medical Power of Attorney, a copy of a court order appointing guardianship, if applicable. I.A.W DoDM 6025.18.

For deceased patients, the patient's surviving next of kin (NOK) 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. DoDM 6025.18.

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.

Legal Release of Information Mission – To provide medical information to our customers in a prompt, professional manner, while protecting patient's privacy and ensuring each request is releasable in accordance with State and Federal laws.

Medical Powers of Attorney

To obtain a medical power of attorney, contact the SJA-Legal Assistance Div. Walk-in hours: 0800-1600hrs, Monday, Wednesday, and Friday. No appointment is necessary. ID is required. For more information, call 210-808-0169 DSN 420-0169.

Preparing to Retire or Separate

Active duty members preparing to retire or separate should obtain copies of all medical records at least 6 months prior to their final out processing date.

Members should return to the release of information desk or submit an updated request to usarmy.jbsa.medcom-bamc.list.roi-request@health.mil to obtain copies (update) 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.

In and Out Processing Medical Records

All In/Out-Processing is virtual. All Active Duty In or Out-processing must send a copy of their Orders to usarmy.jbsa.medcom-bamc.list.pad-medical-records-in-and-out-proc@health.mil.

Civilian Records

For continuity of care within BAMC, patients must retrieve medical records from a civilian facility. Once these records arrive at BAMC, they are filed into the patient’s outpatient record. All information filed into outpatient record becomes property of the DOD.

If you need medical documentation for your personal record, you will have to go to the treating facility and submit a request through their records section. *Service Members can request medical records through BAMC Medical Records Section, regardless of treating facility.

Archived Records

BAMC maintains outpatient records for a period of 2 years after the patient’s last medical encounter (excluding active duty military and their dependents). Inpatient records are maintained for 5 years after the date of discharge. After such periods, the records are retired to the National Personnel Records Center (NPRC), St Louis, MO.

Patients may obtain their retired records directly from NPRC online at:

www.archives.gov/veterans

Or, write to NPRC at the following address (es):

Active Duty Military Records Dept of Veteran Affairs
Records Mgmt Center
P.O. Box 5020
St. Louis, MO 63115

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

Please send any HIPAA Privacy related question/concern to usarmy.jbsa.medcom-bamc.list.bamc-hipaa@health.mil and one of our HIPAA Privacy Officers will contact you.

*Do not send any PHI/PII*