Medical Records / Release of Information

Business Hours: 7:30 a.m. to 4: 30 p.m. weekdays. CLOSED on weekends and federal holidays.

Medical Records

The Medical Records Department provides a variety of support services to Carlisle beneficiaries. These services include outpatient medical record copy requests, record transfers, and release of medical information.

Closed Records System

Carlisle Medical Record Room adheres to DOD Instruction 6040.43, which restricts patients from hand-carrying medical records. All active duty and family member records are the property of the Department of Defense and are to remain in the custody of the Carlisle for the duration of care at this facility. After you PCS your gaining site will request your medical record to be transferred to that site.

Exceptions to the No Hand Carry Policy (Service members only)

In accordance with DHA-PM 6025.02, Volume 1, no service member who is in the process of separating or retiring will hand carry an original Service Treatment Record for any reason, except for members of the U.S. Marine Corps, who are required to hand carry their STR to the final out-processing appointment.

Medical Record Copies

To request a copy of your medical record, fill out a DD Form 2870, Authorization for Disclosure of Medical Information. You may submit your request in person at the front desk of the Medical Record Customer Service desk or fax your request. The record will be scanned and available via email through DoD SAFE. The medical records staff have up to 30 days (not including Federal Holidays or weather-related closures or weekends) to fulfill medical records request.

Instructions for Accessing Emailed Records

Your medical records will be emailed to you via DoD SAFE. Check all email folders for receipt. The email will have a link to the website and a passphrase/password to securely access your medical record will be sent separately. You have seven days once the email is sent to open your records. If you do not open your email in that time, and the Medical Records/Release of Information Department has confirmation the email was sent, you will need to submit another request. It will be treated as a new request and put in the order in which it was received. It is the individual’s responsibility to open the email within seven days.

Release of Medical Records

Civilian providers may fax or mail release forms. Military treatment facilities must use the PRT system to submit the request. To request records from a previous civilian provider, visit Medical Records to submit a DD Form 2870 and have with you the name and valid phone and fax number or email of your previous provider. To request records from a previous military treatment facility, visit the Medical Records Customer Service Desk to complete DD Form 2870 and be able to provide the name of the treatment facility.

Separation/Retirement

Per DHA-PM 6025.02, Volume 1, STRs are to be dispositioned by the military treatment facility within five days after the member’s end of active obligated service. Ensure that your medical treatment record and dental treatment record are turned in to their respective records departments to avoid possible delays or denial of your Department of Veterans Affairs disability compensation claim. If you are submitting a claim to the VA, request a copy of your medical record AT LEAST 120 days before your appointment. Your original record WILL NOT be provided for the appointment.
 
TRICARE Remote Servicemembers

This message provides instructions for submitting your medical records to ensure they are included in your official military health record. This process is for servicemembers who are not seen by a provider at a military treatment facility and need to add records from civilian providers.
Submitting Your Medical Records
To have your medical records added to your file, please follow these steps:

1. Scan Your Documents: You are responsible for scanning your own medical documents. Ensure that all scanned documents are clear and legible.
2. Email Your Records: Send the scanned documents via email. You will need to find the appropriate email address for your specific location or region, as this varies. You can typically find this information on the website of your designated Military Treatment Facility (MTF) or by contacting your TRICARE regional contractor. For Dunham USARMY Carlisle Barracks MEDCOM DAHC List Medical-Records usarmy.carlisle.medcom-dahc.list.medical-records@health.mil (Also located at the bottom of this page) For overseas remote servicemembers, you may need to contact your TRICARE Overseas Program (TOP) Regional Call Center or your TRICARE Remote Point-of-Contact (POC). 
3. Use Secure Messaging (if available): Use DoD Safe and send password. (separate email)

• HAIMS: Once received, your medical records will be uploaded into the Health Artifact and Image Management Solution (HAIMS). HAIMS is the official system for storing digital copies of medical documentation. 
• JLV: Providers can then access and view your records through the Joint Longitudinal Viewer (JLV). 

This ensures that your complete medical history is available to your healthcare team when needed. 
It is important to keep copies of your medical records for your own files. While the military health system maintains your official records, having personal copies can be beneficial.

Fax: 1-877-846-6967
Email Box: usarmy.carlisle.medcom-dahc.list.medical-records@health.mil