HEALTH RECORDS

Requests for Health Records

In response to an initial nonspecific request from a veteran or an authorized third party, send copies of the following documents, if found in the record:

If a second request is received insisting that all medical records be provided, SEND ALL OUTPATIENT RECORDS, with the exception of lab reports, x-rays, and authorization forms unless specifically requested.

In response to a specific request, indicating a specific illness, disease, injury, condition, document, time period and/or treatment, SEND photocopies of all relevant health records.

If the record contains EKGs stapled to a Standard Form 520, Electrocardiographic Record, which indicates “NORMAL”, “WITHIN NORMAL LIMITS”, OR “WNL”, do not remove the EKGs from the SF 520 for individual copying. Instead, photocopy as is.  Tell requester “FULL EKG TRACING NOT SHOWN, ADVISE IF NEEDED.” Furnish full EKGs only if specifically requested.

If the veteran indicates that the health record is needed to pursue a claim with the Department of Veterans Affairs (VA), advise veteran to contact the VA. Explain that the VA uses original records only to adjudicate claims.  The records will be sent to the VA upon request from that agency.

Health Records Loaned to the VA

If the health record has been lent to the VA, advise requester to contact the VA at the toll free number (800) 827-1000.  If you receive a follow-up inquiry from an individual claiming to have contacted the VA at NPRC’s direction only to be told by the VA that “the health record is in St. Louis,” PROBE the BIRLS registry.  You will probably discover that the health record is at the Records Management Center (RMC).  If this is so, advise the requester as follows:

“The requested health record was sent to the Department of Veterans Affairs (VA) Regional Office, in (city/state), on (date), and has not been returned to this Center.  Currently, the VA claim folder is located at the Records Management Center (RMC), a VA storage facility for inactive claim folders.  Both the National Personnel Records Center and the RMC are located in St. Louis; however, we are separate agencies with separate and distinct functions and responsibilities.  We are forwarding your request to the address shown below for further reply.”

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

Health Records Retired to the VA

Currently, the military service departments retire most individual health records to the Department of Veterans Affairs Records Management Center (RMC) located in St. Louis, MO (See address above).  The service departments began sending health records to the RMC for persons released, retired, or discharged on or after the following dates:

Army:  October 16, 1992
Navy:  January 31, 1994
Air Force and Marine Corps:  May 1, 1994
Coast Guard:  April 1, 1998

Note:  If a veteran files a disability claim at the time of separation from active duty, the medical record is sent to the VA Regional Office nearest the veteran's home of record.  Check BIRLS to determine the current location and furnish the requester the address for the RMC or VARO.  Advise the requester to contact that facility directly.

Referral to Department of Veterans Affairs

When referring a case with records (or Loaning a record) to the Department of Veterans Affairs use the following procedures.

Provide the requestor, if applicable, with the following address:

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

Physically forward the record using a "blue slip" to the VA Liaison Team (3rd Floor, Building 109).  Do not provide the requestor with address or phone number of the VA Liaison Team.

Source:  NPRC 1865.103