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Release of Information
The Release of Information (ROI) office is dedicated to providing the medical information our customers need while protecting our patients' privacy. Our goal is to deliver a quality product in a prompt, professional manner.
Requesting Information
Patients may request copies of their medical records using form DD Form 2870(Authorization for Disclosure of Medical or Dental Information) available online www.dtic.mil/whs/directives/infomgt/forms/formsprogram.htm either by mail or by visiting ROI reception, located on the first floor, Patient Administration, Room 115, Window #1-2. Duty hours: Monday-Friday, 0730-1600 hrs, excluding holidays.
Request Processing
Information Line: (210) 916-1157
The ROI office copies official medical record sets within San Antonio Military Medical Center (SAMMC).
Requests for inpatient records, and most outpatient records, take a minimum of 60-90 days to process.
Newly established inpatient records cannot be copied until they are assembled, coded and signed by the provider. Please allow 30-45 days after discharge before requesting inpatient records.
Dept of Behavioral Health and sensitive records must be reviewed and cleared by a provider before release. Please allow up to 30 days for processing.
The following record requests can normally be processed same day as a walk-in:
- Laboratory Tests
- Radiology Tests
- Most EKGs
- Immunizations
- Electronic Pediatric Records
- Electronic Physician notes
All requests for information must include the following:
- Patient's name
- Patient's date of birth
- Sponsor's complete social security number
- Period of treatment/information needed
- Statement authorizing SAMMC to release the records to a specific person/organization
- An address and/or phone number of the receiving person/organization
- The purpose for the release of the information
- Expiration Date
Patient's signature/date. Patients who are 18 years and older, or emancipated, must sign an authorization for release of their medical records.
Exceptions
Minor children, physically, or mentally challenged persons. A parent or legal guardian may request copies with appropriate documentation: Medical Power of Attorney, A copy of the court order appointing guardianship, if applicable. AR40-66
Deceased patients. The patient's surviving next of kin (NOK) or a court appointed executor/administrator signs consent. A copy of the death certificate must accompany all requests. Executors/administrators must show legal documentation appointing them to the position. AR40-66
All other requests must be accompanied by a Subpoena, signed by a judge, or a Medical Power of Attorney which specifically indicates release of medical records.
Legal Release of Information Mission – To provide medical information to our customers in a prompt, professional manner, while protecting patient's privacy and ensuring each request is releasable in accordance with State and Federal laws.
Contact: Legal ROI Technician – (210) 221-4825
Medical Powers of Attorney
To obtain a medical power of attorney, contact the SJA-Legal Assistance Div. Walk-in hours: 0800-1600 hrs, Monday, Wednesday, Friday. No appointment is necessary. ID is required. For more information, call 210-808-0169 DSN 420-0169.
Preparing to Retire or Separate
Active duty members preparing to retire or separate should obtain copies of all medical records at least 6 months prior to their final out processing date.
Members should return to ROI to obtain copies of medical paperwork generated after their records were initially copied. This will ensure members get a complete copy of their Active Duty Medical record after their retirement/ separation.
PCSing
Active duty members preparing to out-process Ft. Sam, should visit (CARES desk) outpatient records customer service desk located across from the pharmacy-medical mall side.
Members may also obtain their dependent children’s electronic records as long as the children are under 18 years of age. Dependents, 18 years or older, must request their own medical information. A military ID is required for release of information. AR 40-66
Civilian Records
For continuation of care within SAMMC ROI will retrieve medical records from a civilian facility at the patient’s request. Once these records arrive at SAMMC, they are filed into the patient’s outpatient record. All information filed into outpatient record becomes property of the DoD.
If you need medical documentation for your personal record, you will have to go to the treating facility and submit a request through their records section.
Archived Records
SAMMC maintains outpatient records for a period of 2 years after the patient’s last medical encounter (excluding active duty military and their dependents). Inpatient records are maintained for 5 years after the date of discharge. After such periods, the records are retired to the National Personnel Records Center (NPRC), St Louis, MO.
Patients may obtain their retired records directly from NPRC online at:
Or, write to NPRC at the following address(es):
Active Duty Military Records
Dept of Veteran Affairs
Records Mgmt Center
P.O. Box 5020
St. Louis, MO 63115
Dependent Records
NPRC (CPR)
1411 Boulder Dr.
Valmeyer, IL 62295