Medical Records (Patient Administration Division)
We provide secure, efficient and accurate management of outpatient and inpatient medical records. We also process requests for medical records and health care information from other Military Treatment Facilities, health care institutions, patients and their lawful representatives. As an accredited medical institution, we abide by standards and policies that ensure the privacy and confidentiality of your treatment information.
Your medical record is used to:
- Evaluate and treat your condition
- Plan your care
- Document your diagnosis, treatment, and change in condition
- Keep your information current
- Communicate with your health care providers
- Assist in protecting your legal interests and those of Kimbrough, your providers, and the Defense Department
- Justify costs incurred by third party payers
- Accurately communicate between your health care providers and other patient services such as utilization management, risk management, quality assurance, and outside agencies.
For these reasons, it is necessary for your medical record to "live" at Kimbrough as long as you receive care at our facility.
Copies of Medical records
We can process requests for copies of medical records. We understand how important your medical record is to you and will be happy to make a copy for your personal files. Copies of all medical records will be provided on CD or PDF only. No paper copies will be available.
Patient Administration Division (PAD) staff can assist you in many areas including Release of Information (ROI), Health Insurance Portability and Accountability Act (HIPAA), Coding, and Outpatient Records.
If you are PCSing to the area, we strongly encourage you to stop by our outpatient records department, register in our system, and request your medical records from your previous unit.
Out-Patient & Military Medical Records
All medical records are maintained in the Medical Records Branch. A valid ID Card is required to obtain medical records.
Release of Information
The Release of Information Branch is responsible for issuing copies of an individual's medical record to either the individual, another military treatment facility, or to civilian facilities. Individuals are asked to sign a release which gives the government permission to release the information that is being requested. A valid ID card is required when making request.
Please be sure to request copies of your entire medical record for out processing/VA benefits at least two months prior your retirement date. It takes our staff about 30 working days to complete and verify copies of medical records.
For release of medical records, including Behavioral Health notes, download and complete DD 2870- Authorization for Disclosure of Medical or Dental Information. This form does not apply to Substance Use Disorder Clinic Care (SUDCC) notes.
For Substance Use Disorder Clinic Care (SUDCC) notes, complete DA-Form 5018-R- ADAPCP Client's Consent Statement for Release of Treatment Information.
Send completed forms with photo identification using encrypted email to our organizational box. Do NOT send medical records. If you cannot encrypt the email, additional options include:
Attention: Patient Administration Division/Medical Records
2480 Llewellyn Avenue
Fort Meade, MD 20755