Getting Care

Patient Administration

All DOD Medical Records are the property of the United States Government

In order to maintain proper maintenance and documentation of continuity of care, all medical records of active duty, retirees, and their family members must be turned in upon arrival to Fort Sill. Both in-processing and out-processing are done Monday through Thursday from 0730-1600 hours and Friday 0730-1200 hours in the Patient Affairs and Registration Office in the Basement, Rm GD 128.

How to Request Current Medical Record

Download the release of information consent form and instructions. Fax the form (580) 558-2756 or (580) 558-3231, email to: usarmy.sill.medcom-rach.list.pad-opr@mail.mil or feel free to visit our office currently located on the Basement, Rm 12-60. You are authorized one free complete copy of your medical records and it may take up to 60 working days.

Request Processing

Information Line: (580) 558-2103/8258.

The OPR/ROI office copies official medical record sets within Reynolds Army Health Clinic (RAHC). Requests for inpatient records, and most outpatient records, take a minimum of 30-60 days to process. Department 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 telephonically or via e-mail:

  • 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 RAHC 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. 

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. 

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.

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 OPR/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 Sill, should contact PAD/Outpatient Records. 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. 

Civilian Records

For continuation of care within RAHC OPR/ROI will retrieve medical records from a civilian facility at the patient’s request. Once these records arrive at RAHC, they are filed into the patient’s outpatient electronic 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.

How to Request Inactive/Retired Medical Record

RAHC maintains outpatient records for a period of 5 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:
https://www.archives.gov/personnel-records-center

Or, write to NPRC at the following address(es):
National Public Records Center
Military Personnel Records
9700 Page Avenue
St. Louis MO 63132-5100
314-801-9032
or
National Public Records Center
Dependent Personnel Records
111 Winnebago Street
St. Louis, MO 63118-4199
314-801-0800

Medical Record Reminders

Patients receiving treatment at Reynolds are no longer permitted to hand carry or maintain their medical records due to new government policies and strict revised Federal regulations.
 

Contact Us

Patient Administration Hours

Monday - Thursday 7:30a.m. - 4:30p.m.
Friday 7:30a.m. - 12:00p.m.

Telephone Number(s)


Medical Records 580-558-8258/2103
Outpatient Records 580-558-8258/2103
Transfer of Records 580-558-8258/2103
Fax Number 580-558-2756/3231
HIPAA Privacy Officer 580-558-8691
Patient Affairs (LOD) 580-558-8258/2103
Patient Registration 580-558-8258/2103

Location

Main Clinic Basement
4301 Wilson Street
Fort Sill, OK 73503

 

Don't forget to keep your family's information up-to-date in DEERS.