Every patient that is admitted or discharged from Winn Army Community Hospital 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.

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.

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 requested by the beneficiary can take up to 30 days to complete the request.

Winn Outpatient Medical Records maintains the outpatient medical records for all beneficiaries who receive their care in Winn Specialty clinics or do not have a primary care manager on Ft. Stewart. If you receive your medical care at any of our Outpatient Clinics affiliated with Winn Army Community Hospital, 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.