Before your next PCS transfer, make it a point to get your medical records organized and stored safely.
One thing Service members and military families know well is moving. Maybe after a few Permanent Change of Station (PCS) transfers, you’ve nailed down the best way to pack your belongings or the best way to make friends in a new duty station location, but what about organizing and keeping track of your medical records?
Staying on top of your medical history, along with your medical records, is a great way to ensure you’re an active participant in your healthcare. Check out some tips for getting your medical records organized before your next PCS transfer.
Why Does It Matter?
While the military and many other healthcare providers use electronic systems to store your health records, keeping your own hard and/or digital copies is a good idea for many reasons, especially when you’re moving.
- Immediate access – Electronic
records may take a while to transfer to your new duty station location, so you can use your copies to get your kids enrolled in school, deal with any emergencies, start employment, or establish care with a new provider, especially to treat an ongoing or recurring illness that needs timely attention. - Continuity of care – Having your records allows Service members and their families to provide a complete health history to a new provider right away, even if electronic systems are slow to transfer information or are unavailable at your new location. Your records contain important information like immunizations, current medications, allergy information, and more.
- Back up – If a health care system is hacked or a provider switches from one electronic record keeping system to another, having a backup of your entire medical history is the only way to know for sure you’ll be able to retrieve all your information when you need it.
- Support for insurance or benefit claims – Having a hard copy of your records can be important for providing necessary information to your insurance company or for Service members to make service-related health claims with the Department of Veterans Affairs (VA).
What Steps Should I Take?
Organizing and maintaining your health care records will depend on where you’re moving, where you receive care, whether you’re a Service member or a family member, and other factors. Here are some general guidelines to keep in mind for how to get started:
- Get your records. Service members under permanent change of station orders should request a copy of their medical record from the administration or records office at least one month before the PCS date. Service members can also request that family members’ medical records be sent to the nearest military hospital or clinic at the new duty station. You should also request copies of medical and dental records from any civilian health care providers you have visited. You have a legal right to request copies of your medical records from any provider under the HIPAA Privacy Rule.
- Determine the best
way to collect and store them. Choose what format is best for you when it comes to collecting and storing your medical records. You can store them digitally using cloud-based storage, a flash drive, or an external hard drive, or you can use a file folder or a binder to keep physical copies. To organize your records, consider going in chronological order and separating the records by provider. - Travel safely and store them securely. When you transfer, do not pack your records with your household goods. Instead, keep them with you to ensure you can access them easily. When you arrive at your new duty station location, store them securely. If you have digital files, make sure you back them up and have good, strong password protection. For physical copies, keep them away from kids and pets in a location that’s safe from emergency weather like floods or fire.
- Follow up. When you arrive at your new duty station location, confirm that your new providers can access your electronic health records. If not, you’ve got your copies to establish care.
- Update regularly. Keep your records organized and regularly update them with new information from your health care providers.
Resources and Additional Information
- TRICARE – Use TRICARE’s My Military Health Records page to get detailed information on how to request copies of your health records from military hospitals and clinics, as well as from civilian providers. You can also learn how to view and download your personal health information and share it with a network of exchange partners through the joint health information exchange, including the Military Health System, VA, and participating federal and civilian health care partners. TRICARE also offers specific information about collecting your records prior to a move.
- Military OneSource – Military OneSource offers a guide with additional tips and resources for military families who are planning their next PCS move, including information about essential documents to carry with you.
Before your next PCS transfer, make it a point to get your medical records organized and stored safely.