Alyssa Lane
Military medical records are typically stored based on a veteran's branch of service and dates of service. These records can be requested by the individual veteran or, in the case of their death, by the National Cemetery Scheduling Office. In the past, military services would retire the health record along with the personnel record to the National Personnel Records Center (NPRC) upon a service member's separation from service. However, in the 1990s, this practice was discontinued, and now health records are shared through the national eHealth Exchange, which is a network of exchange partners securely sharing clinical information across the United States. In terms of security clearances, an investigation will look at medical records to check for past drug use and proper disclosure. It is unclear whether insurance companies can access military medical records, but they may be able to do so through the eHealth Exchange or by requesting records from the veteran directly.
| Characteristics | Values |
|---|---|
| Who can access military medical records? | The individual, next of kin, insurance companies with consent, National Personnel Records Center, Department of Defense, Department of Veterans Affairs, Military Hospitals or Clinics, National Archives |
| When can military medical records be accessed? | When filing a claim for medical benefits, when applying for a security clearance, when discharged from the military |
| Where are military medical records stored? | National Personnel Records Center, Department of Defense, Department of Veterans Affairs, Military Hospitals or Clinics, National Archives |
| How can military medical records be accessed? | Online, in-person, by mail, or by fax |
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What You'll Learn
- Military medical records are protected by HIPAA laws
- Military medical records are stored based on a veteran's branch of service and dates of service
- Military medical records can be requested from the National Archives
- Military medical records can be accessed online through the eHealth Exchange
- Military medical records may have been destroyed in the 1973 National Personnel Records Center fire
Military medical records are protected by HIPAA laws
HIPAA laws also apply to the military under the "Military Command Exception", which permits covered entities to disclose service members' protected health information (PHI) to military command authorities for specific authorized activities related to the military mission. This exception ensures that military commanders have access to relevant health information when making informed decisions about service members' fitness for duty, assignment capabilities, and other necessary activities for the military's operational readiness. However, it is important to note that this exception does not mandate covered entities to disclose PHI, but rather allows them to do so if it is necessary for approved military activities.
In addition to HIPAA laws, the Privacy Act of 1974 and the DoD Patient Bill of Rights and Responsibilities also protect the privacy and security of military medical records. According to the DoD Instruction 6000.14, military members have the right to "communicate with healthcare providers in confidence" and "have the privacy and security of their protected health information maintained", subject to restrictions in other regulations. Military personnel who violate these rights may be subject to disciplinary or administrative action.
To request military medical records, individuals can submit a Request Pertaining to Military Records (SF 180) to the applicable organization as identified on the form. Requests can also be made in person to the individual's last home military hospital or clinic, or by using the DD Form 2870, "Authorization for Disclosure of Medical or Dental Information," which is HIPAA-compliant. Individuals can also view and download personal health information from their DoD electronic health record by logging into the MHS GENESIS Patient Portal with Premium Access (Level 2).
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Military medical records are stored based on a veteran's branch of service and dates of service
In the United States, insurance companies cannot access anyone's medical records without their consent. Even with consent, they will not release information without a court order. Additionally, there is no nationwide medical database in the country, and insurance companies do not keep medical records on hand.
Health records cover outpatient, dental, and mental health treatments, as well as induction and separation physical examinations, and routine medical care. Clinical records, on the other hand, are generated when active-duty members are hospitalized and are typically retired to the NPRC by the facility that created them.
In 1992, the Army began retiring health records to the Department of Veterans Affairs (VA), with other services following suit over the next six years. However, in 2014, the practice of retiring records to the VA was discontinued. Veterans filing a claim for medical benefits with the VA do not need to request a copy of their military health record from the NPRC, as the VA will obtain it directly.
Veterans can access their health records through the MHS GENESIS or TRICARE Online (TOL) Patient Portal. They can also request a complete copy of their health record by submitting a Request Pertaining to Military Records (SF 180) to the applicable organization. Additionally, requests can be made in person to the last home military hospital or clinic.
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Military medical records can be requested from the National Archives
To request military medical records from the National Archives, individuals can submit a request online, by mail, or by fax. The request must be signed and dated and sent to the NPRC's mailing address: National Personnel Records Center, Military Personnel Records, 1 Archives Drive, St. Louis, MO 63138. It is important to use the specified address provided in the instructions on the SF-180 form or in the online system, eVetRecs. Response times from the NPRC can vary depending on the complexity of the request, record availability, and workload. It is recommended to allow sufficient time for the request to be processed before checking its status.
It is worth noting that the process of filing a claim for medical benefits may vary. While the Official Military Personnel Files (OMPF) held at the NPRC contain administrative records and health records, the military services discontinued retiring the health record portion to the NPRC in the 1990s. Since 2014, the military has discontinued the practice of retiring records to the Department of Veterans Affairs (VA). Therefore, individuals planning to file a claim for medical benefits with the VA do not need to request a copy of their military health record from the NPRC. Once a claim is filed, the VA will obtain the original health record from the NPRC.
Additionally, individuals can request their military health records from their last home military hospital or clinic. If most of their care was received at military hospitals or clinics, they may have a DoD electronic health record. They can access their historical health information through the TOL Patient Portal until April 1, 2025. After that date, all new health records will be available on the MHS GENESIS Patient Portal. To view the health record, individuals will need Premium Access (Level 2).
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Military medical records can be accessed online through the eHealth Exchange
Military medical records are typically held at the National Personnel Records Center (NPRC) and include outpatient, dental, and mental health treatment records, as well as induction and separation physical examinations, and routine medical care. Clinical (hospital inpatient) records are usually retired to the NPRC by the facility that created them.
In the past, military services would retire the health record along with the personnel record to the NPRC upon a service member's separation from service. However, in the 1990s, the military discontinued this practice, and in 2014, the military discontinued retiring records to the Department of Veterans Affairs (VA).
If you retired or separated from the military after January 1, 2014, your Service Treatment Records (STRs) were digitized. If your STRs don't contain sensitive information, they can be accessed via your Patient Portal, either MHS GENESIS or TRICARE Online (TOL). You can access your historical health records on TOL until April 1, 2025. All new health records will be available on the MHS GENESIS Patient Portal.
The eHealth Exchange is a network of exchange partners who securely share clinical information across the United States. The Joint Health Information Exchange (jHIE) is now available at several sites, allowing some information in military electronic health records to be shared between the Department of Defense, Department of Veterans Affairs, and participating federal and civilian healthcare partners through the national eHealth Exchange. To access your records on the eHealth Exchange, you will need Premium Access (Level 2).
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Military medical records may have been destroyed in the 1973 National Personnel Records Center fire
On July 12, 1973, a fire at the National Personnel Records Center (NPRC) in St. Louis, Missouri, destroyed approximately 16-18 million Official Military Personnel Files (OMPF). The fire also caused extensive water damage to the fifth floor of the building, and the sixth floor had to be removed entirely due to the damage inflicted. The exact cause of the fire was never fully determined, although investigators ruled out deliberate arson almost immediately. In October 1973, a custodian admitted that he had been smoking in the file room and assumed that his cigarette had started the fire, but he was not arrested. In 1974, investigators stated that an electrical short was the most likely cause.
The fire destroyed millions of military personnel documents, including health records, and greatly impacted veterans' access to benefits such as healthcare, home loans, and military funerals. In the aftermath, the NPRC staff worked swiftly to identify and preserve alternate sources to reconstruct service files. They collected various records, including Veterans Administration (VA) claims files, individual state records, Multiple Name Pay Vouchers (MPV), Selective Service System (SSS) registration records, and medical records from military hospitals.
Prior to the fire, the practice was to retire individual health records, along with personnel records, to the NPRC upon a service member's separation from service. However, in the 1990s, the military services discontinued this practice, and health records were instead retired to the Department of Veterans Affairs (VA). It is important to note that even before the fire, millions of documents had been lent to the VA. Therefore, it is possible that some military medical records were already in the possession of the VA before the fire and may not have been affected.
To determine the location of a military medical record, individuals can refer to the chart provided by the VA. Veterans who plan to file a claim for medical benefits do not need to request a copy of their military health record from the NPRC, as the VA will obtain the original health record directly. If an individual's record was affected by the fire, the NPRC has made efforts to reconstruct basic service information, including military date of entry, date of discharge, character of service, and final rank.
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Frequently asked questions
No, insurance companies cannot access military medical records without the patient's permission.
Military medical records can be requested from the National Archives online, by mail, or by fax. You can also request them in person from your last home military hospital or clinic.
Military medical records include outpatient, dental, and mental health treatment, as well as induction and separation physical examinations, and routine medical care such as doctor/dental visits and lab tests.
Yes, there are health records and clinical (hospital inpatient) records. Clinical records are typically retired to the NPRC by the facility that created them, while health records are kept by the respective military branches.
If your records were destroyed in the 1973 fire at the National Personnel Records Center (NPRC), you can find information on the VA website about how to reconstruct your records to support a VA disability compensation claim.
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