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Outpatient Records/Release of Information

Outpatient Records/Release of Information

COVID-19 Notice

The Outpatient Records/Release of Information section has temporarily suspend walk in services until further notice. All requests received will be processed via fax, email, or mail. For additional information, please call 580-558-2103 or 8258. There will be no change to physician office, legal requests, and insurance requests received and processed via fax. Service Members requesting records for retirement will submit a DD form 2870 with a digital signature and send to the below email address: All other requests must be sent via email to usarmy.sill.medcom-rach.list.pad-opr@mail.mil 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.

The Outpatient Records/Release of Information (ROI) office is 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.

Requesting Information

Patients may request copies of their medical records using form DD Form 2870 (Authorization for Disclosure of Medical or Dental Information) available online;

https://www.esd.whs.mil/Directives/forms/dd2500_2999/

Request Processing

Information Line: (580) 558-2103/8258.

The OPR/ROI office copies official medical record sets within Reynolds Army Health Clinic (RAHC).

Requests for inpatient records, and most outpatient records, take a minimum of 30-60 days to process.

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.

The following record requests can normally be processed same day telephonically or via e-mail:

  • Laboratory Tests
  • Radiology Tests
  • Most EKGs
  • Immunizations
  • Electronic Pediatric Records
  • Electronic Physician notes


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 RAHC 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, A copy of the court order appointing guardianship, if applicable. AR40-66.

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. AR40-66.

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.

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 OPR/ROI 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.

PCSing


Active duty members preparing to out-process Ft Sill, should contact PAD/Outpatient Records. Members may also obtain their dependent children’s electronic records as long as the children are under 18 years of age. Dependents, 18 years or older, must request their own medical information. A military ID is required for release of information. AR 40-66

Civilian Records


For continuation of care within RAHC OPR/ROI will retrieve medical records from a civilian facility at the patient’s request. Once these records arrive at RAHC, they are filed into the patient’s outpatient electronic 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.

Archived Records


RAHC maintains outpatient records for a period of 5 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:

https://www.archives.gov/personnel-records-center

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


National Personnel Records Center
1 Archives Drive
St. Louis, MO 63138
Telephone: 314-801-0800*
Fax: 314-801-9195