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www.peninsulawarrior.com
• The Peninsula Warrior - Air Force
•
AUGUST 12, 2011
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McDonald Army Health Center has recently experienced several requests for immediate duplication of personal health records. On average, MCAHC has a queue of about 415 records monthly to be copied with limited staff devoted to this mission. Therefore requests for immediate duplication of records are usually not possible (valid emergencies noted). MCAHC recognizes the importance of requests regarding duplication of medical records. MCAHC will accept individual requests and comply, based on Army Regulation 40-66, to carefully protect patient privacy and produce copies of the health record. In accordance with AR 40-66 and DOD Financial Management Regulation, Volume 11A, Chapter 4, and AR 25-55, beneďŹ ciaries are entitled to one free copy,
with all additional copies being assessed with an administrative fee of $13.25, plus a copy fee of 15 cents per page. Upon receipt of request, the Patient Administration Division, Release of Information section, medical record technician will act on the request within 30 days after receipt of the request by (1) informing the individual of the acceptance and providing the access requested, or (2) providing the individual with a written denial. In the event the request is for access to protected health information that is not maintained or accessible to the facility onsite, then MCAHC will act on the individual’s request for an accounting no later than 60 days from the receipt of such a request. In the event the time period for the action must be extended, MCAHC will, within the time allowed in Step 1 (above),
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“On average, MCAHC has a queue of about 415 records monthly to be copied with limited staff devoted to this mission.�
provide the individual with a written statement of the reasons for the delay and the date by which MCAHC will complete its action on the request. If needed, MCAHC may extend the time period for the action by no more than 30 days. It is the desire to process all request regarding duplication of records, copy, and dispense as quickly as possible, before the
30-day allowed timeframe. In most instances, MCAHC staff exceeds the standard, by having the record copied and ready for pick up before 30 days has passed. Patients should submit request for copies as far in advance as possible to allow appropriate time for duplication. For further information, contact the PAD Duplication of Records OfďŹ ce at 3147868.