Admissions and Dispositions
Every patient that is admitted or discharged from Womack Army Medical Center must go through the Admissions & Dispositions Office. Upon admission the patient must present a valid Military Identification Card to verify eligibility for Military Healthcare. At this time the patient’s demographics will be updated in the Composite Healthcare System (CHCS) to ensure the facility has the most current information. If the patient has Other Health Insurance (OHI), please provide this information to the Admission Clerk and complete a Third Party Collection Program Record of Other Health Insurance, DD Form 2569*
. Patients will be asked for their Advance Directive; if none is available, information on how to obtain one will be given.
Patients 10 yrs and up need a valid ID card.
2-2. Identification procedures AR 40-400
a. All persons, including Soldiers in uniform, must show satisfactory evidence of their beneficiary status. A valid ID card and enrollment in DEERS will establish beneficiary status. Children under age 10 must be enrolled in DEERS, but are not routinely issued an ID card. Secretary of the Army designees are issued a letter from the U.S. Army Medical Command (USAMEDCOM) or the MTF commander where designee status has been delegated, (see para 3-50) which establishes their beneficiary status. They are not enrolled in DEERS and will not have an ID card. Discharged female members who require maternity care establish beneficiary status with a copy of their DD Form 214 (Certificate of Release or Discharge from Active Duty).
According to DoDI 1000.13, dated January 23, 2014; If the ID card has expired, we are to take the ID Card. ID cards shall be retrieved by the sponsor or sponsoring organization when the ID card has expired, when it is damaged or compromised, or when the card holder is no longer affiliated with the DoD or no longer meets the eligibility requirements for the card. The active status of an ID card shall be revoked within the DEERS and RAPIDS infrastructure and the PKI certificates on the CAC shall be revoked.
A stepparent is not a biological parent. Rather, a stepparent is related to the child only by marriage to a biological or adoptive parent. There are cases where stepparents may attempt to become involved in the care of a minor child. Under the HIPAA Privacy Rule, a stepparent has no right to serve as the personal representative of a minor, unless an appropriate healthcare power of attorney. People other than the parents needs a Medical Power of Attorney to bring the children to their appointments. Medical Power of Attorney is required for Step Parents to bring step children to the clinic.
Dependents of active duty service members are authorized government transportation. Under the implementation of TRICARE Prime Travel Entitlement, TRICARE Prime patients are authorized transportation, travel related expenses, lodging, and meals if the authorized specialty care is more than 100 miles from their Primary Care Manager (PCM). There is no entitlement to per diem, actual cost reimbursement or other expense reimbursement to patients not enrolled in TRICARE Prime.
A Non-Medical Attendant is warranted when the family member is not able to travel alone because of physical or mental in capacity or age. A NMA when authorized By competent medial authority, must be 21 years of age, unless they are the parent or guardian of the traveling TRICARE Prime enrolled patient.
All military treatment facilities use the Composite Health Care System (CHCS) to automate the administrative functions necessary to provide your health care. After updating DEERS and Tricare, it is necessary to be registered in the military treatment facility where the patient will be receiving their routine health care. This can be accomplished in the Registration Office at your servicing Clinic.
Release of Protected Health Information Office (RoPHI)
The Release of Protected Health Information (RoPHI) Office releases medical documentation for all eligible beneficiaries and also processes all third party requests. If you are currently a beneficiary, a copy of your record can be requested from your servicing clinic. Exiting the Service (ETS) or Retiring Service Members are eligible to receive one copy of all Medical Records, to include your family members. If you are requesting a copy of your Medical Records for your Insurance Company, you are only entitled to one copy. If the Insurance Company requests copies of your Medical Records, they must have a written authorization from the beneficiary. Copies of medical records may be requested by completing DD Form 2870* and returning the form in person or by mail. Requests may take up to 30 days to complete.
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Outpatient Medical Records
Womack Outpatient Medical Records maintains the outpatient medical records for all beneficiaries who receive their care in Womack Specialty clinics or do not have a primary care manager on Ft. Bragg. If you receive your medical care at any of our Outpatient Clinics affiliated with Womack Army Medical Center, your Outpatient Medical records are maintained at those locations. For beneficiaries that receive care in one of our community based primary care clinics, your outpatient medical records are maintained in the clinic where the sponsors’ records are maintained. Requesting Copies of Records:Outpatient Medical Records are retired 2 years after a patient's last recorded clinic visit. Patients must show their identification card when requesting a copy of their records. The Privacy Act and HIPAA prohibit parents from picking up the medical records of their children who are over the age of 18 without written permission and an identification card.Request for Records Transfer:Records may not be hand carried by the patient according to current Laws and Department of Defense Policy. If transferring, contact your servicing medical records room for instruction on how your medical records will be moved to the new location. This should be the standard when out processing your unit/installation. Military medical facilities may request transfer of medical records using DD Form 2138* or other approved form.
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