The Patient Administration department provides oversight for patient accountability, patient affairs, medical records and patient movement.
Admissions and Dispositions
If you are admitted or discharged from Womack Army Medical Center, you must go through the Admissions & Dispositions Office. Upon admission you must present a valid military identification card to verify eligibility for military healthcare. At this time your demographics will be updated in the Composite Healthcare System (CHCS) to ensure the facility has the most current information. Patients 10 years old and higher need a valid military ID card.
If you have other health insurance, please provide this information to the admission clerk and complete the Third Party Collection Program/Medical Services Account/Other Health Insurance form, DD Form 2569
Release of Protected Health Information Office (RoPHI)
The Release of Protected Health Information Office releases medical documentation for all eligible beneficiaries and also processes all third party requests. If you are currently a beneficiary, a copy of your record can be requested from your servicing clinic.
If you are exiting the service or a retiring service member, you are eligible to receive one copy of all medical records, to include your family members. If you are requesting a copy of your medical records for your insurance company, you are only entitled to one copy. If the insurance company requests copies of your medical records, they must have a written authorization from you.
Copies of medical records may be requested by completing the Authorization for Disclosure of Medical or Dental information form, DD Form 2870
and returning the form in person or by mail. Requests may take up to 30 days to complete.
Outpatient Medical Records
Womack Outpatient Medical Records maintains the outpatient medical records for all beneficiaries who receive their care in Womack specialty clinics or do not have a primary care manager on Fort Liberty. If you receive your medical care at any of our outpatient clinics affiliated with Womack Army Medical Center, your outpatient medical records are maintained at those locations. For beneficiaries that receive care in one of our community-based primary care clinics, your outpatient medical records are maintained at the clinic where your sponsors’ records are maintained.
Request A Copy of Records
Outpatient medical records are retired two years after a patient's last recorded clinic visit. Patients must show their identification card when requesting a copy of their records. The Privacy Act and HIPAA prohibit parents from picking up the medical records of their children who are over the age of 18 without written permission and an identification card.
Request for Records Transfer
Records may not be hand carried by the patient according to current laws and Department of Defense policy. If transferring, contact your servicing medical records room for instruction on how your medical records will be moved to the new location. This should be the standard when out processing your unit/installation.