R 192157Z AUG 14 PSN 490095K27
FM CNO WASHINGTON DC
SUBJ/CORRECTED PROPER TRANSFER OF HEALTH SERVICE TREATMENT RECORDS (STRS) OF
TRANSITIONING SERVICE MEMBERS TO THE VETERANS ADMINISTRATION//
MSGID/GENADMIN/CNO WASHINGTON DC//DNS/AUG// TRANSITIONING SERVICE MEMBERS TO
THE VETERANS ADMINISTRATION//
NARR/REF A IS DODI 6040.45, SERVICE TREATMENT RECORD AND NON-SERVICE
TREATMENT RECORD LIFE CYCLE MANAGEMENT. REF B IS MANUAL OF THE MEDICAL
DEPARTMENT, CHAPTER 16. REF C IS DODI 6040.43, CUSTODY AND CONTROL OF
OUTPATIENT MEDICAL RECORDS. REF D IS SECRETARY OF VETERAN AFFAIRS LTR OF 8
RMKS/1. The purpose of this NAVADMIN is to outline proper transfer of health
service treatment records (STR?s) of transitioning members to the Department
of Veterans Affairs (VA).
2. Background. STRs are an integral part of a member's transition from
service following completion of duty or retirement. DoD standards require
STRs be transferred to the VA within 45 days of separation to ensure VA
benefits may be administered in a timely manner.
3. STR Submission. It is of utmost importance that the Department of the Navy
significantly reduce processing time in making separating active/reserve
Service members' STRs available to the VA.
A complete STR includes: Service provided medical and dental documentation,
civilian provided medical and dental documentation, Armed Forces Health
Longitudinal Technology Application (AHLTA) Web Print (AWP), and Service
Treatment Record Certification (DD2963).
4. This NAVADMIN applies equally to all active and reserve Navy commands and
establishes requirements for disposition and transfer of STRs to the VA. All
Commanders, Commanding Officers, and Officers-In-Charge shall ensure
compliance with the requirements contained in this NAVADMIN.
All commands shall comply with STR processing timelines in order to enable
transfer of STRs to the VA no later than 45 business days from either the
date a Service member is separated from the Navy or from the Navy or from the
date a Reserve Component member who is not separating files a claim with the
5. STR Handling. Per references (a) through (c), medical and dental records
are the property of Department of Defense (DoD). Their availability to
cognizant medical and dental departments is critical to provision of
appropriate medical care and administrative processing, including successful
VA claims processing. Service members shall not hand carry original copies
of their medical and dental records unless authorized by their unit
Commander. When authorized to hand carry their original medical/dental
records, Service members shall protect the integrity of these records and
promptly provide them to the appropriate DoD authority as directed.
6. Responsibilities. All unit Commanders shall immediately notify their
personnel that, unless otherwise authorized, medical and dental records shall
be returned to the appropriate medical/dental departments.
7. 100 Percent STR Review. All medical and dental departments shall
complete a 100 percent record review within the next 90 days to inventory
medical and dental records currently in their possession.
The departments shall take the following actions:
a. Retain the records if Service members remain assigned onboard.
b. Transfer the records of Service members no longer assigned onboard to the
supporting medical/dental department of the Service member?s current duty
station. Units shall work with Navy Personnel Command (NPC) Customer Service
Center (1-866-827-5672/DSN: 882-5672, email: UASKNPC (at)navy.mil), for
validation of location.
c. Forward the record to the Navy Medicine Records Activity (NMRA) STR
central cell if Service members have separated. All Commanders, Commanding
Officers and Officers-In-Charge, shall report completion of this review to
their echelon II level command within 14 business days. Echelon II commands
shall submit a consolidated report to Bureau of Medicine and Surgery (BUMED)
within 14 business days. BUMED shall consolidate and report this information
to ASN M&RA.
8. Separation Processing. Prior to release from the Navy, individual
Service members, and their Commanding Officers, and Officers-In -Charge are
responsible for ensuring that the Service member's STR submission process is
complete. Medical and dental record personnel must work together to assemble
a complete STR.
Definition of Completion includes: transfer of a Service member's STR to the
central cell; or medical/dental indicating they have located the STR and will
forward it to the central cell; or (as required) creation of replacement
medical or dental record and forwarding the recreated STR to the central
a. Command Check-Out Sheets. Command separation check-out sheets shall
be modified to reflect that Service members shall return any medical and
dental records in their possession to the appropriate medical and dental
departments. The check-out sheet will also identify the Service members?
duty stations for the past 5 years. The medical and dental department will
annotate the Command check-out sheet to indicate the STR submission process
is complete by checking a preprinted box indicating that either: 1) the
medical record is in the possession of the appropriate medical or dental
department or 2) the medical record is not in the possession of the
appropriate medical or dental department, but information has been obtained
to initiate the search of the past 5 years? duty stations and the Service
member has signed an SF600 indicating that their STR is not in their
possession, 3) an additional block indicating the Service member?s actual
separation date will be completed by the Service member's command. A copy of
the Command Check-out sheet with this information will be provided to the
separating personnel office.
Commanding Officers and Officers-In-Charge must ensure this process is
initiated in sufficient time to ensure its completion prior to the Service
member's release from active duty. Unit commanders may hold temporary duty
and terminal leave in abeyance as deemed necessary to facilitate completion
of the STR submission process prior to separation of a Service member.
Service members may not be retained on active duty beyond the expiration of
their active duty service obligation unless specifically provided for by
applicable law and policy.
9. STR Disposition Process. BUMED has established the NMRA STR central cell
to perform all DON scanning into Health Artifact and Imaging Management
Solution (HAIMS) and quality assurance review of STRs.
Effective immediately, all medical and dental departments are required to
send the STR as soon as possible (and NLT two weeks after a Service member's
release date for separating active/reserve Service members) to the NMRA STR
central cell at the following address:
Navy Medicine Records Activity (NMRA)
BUMED Detachment St. Louis
4300 Goodfellow Blvd, Bldg. 103
St. Louis, MO 63120
Commanders of remote units are responsible for mailing STRs to the BUMED STR
central cell when the Active Duty Service member is enrolled with a civilian
Primary Care Manager and must maintain the STR themselves or at their unit.
Commanding Officers of medical and dental departments will utilize the BUMED
STR automated tracking system where the command has IT capability.
10. Reserve Personnel. Reserve component personnel leaving active duty and
returning to drill status are not considered separating for purposes of the
STR disposition process.
If a reserve member is not separating, but is filing a claim with the VA, the
Reserve component will send a clear and accurate copy of the STR to the NMRA
address. Navy 311 will supply COMNAVRESFOR with a weekly list of all VA
STRs shall not be mailed to the VA. The medical and dental paper records
should be mailed together as a bundle to the NMRA STR central cell whenever
possible. STR bundles of more than one Service member?s records may be
combined into a single shipment. STR?s shall be forwarded within one week.
11. Reporting Requirements.
a. Commanders, Commanding Officers and Officers-In-Charge. On a quarterly
basis, Commanders, Commanding Officers and Officer-In-Charge shall report to
their echelon II command, the number of personnel who have separated or
retired the previous quarter and the number of records for which the STR
submission process has been completed. This report will include a detailed
explanation for complete STRs not provided to the appropriate medical/dental
department or other appropriate authority by the Service member's
Echelon II Commanders. Echelon II commands shall submit a consolidated
report of this information to BUMED.
BUMED. BUMED will provide the consolidated information to ASN M&RA.
The initial report to ASN(M&RA) will begin in October 2014. BUMED will
report HAIMS upload data to ASN (M&RA) on a weekly basis to include STR
12. Missing/Lost STRs. If a medical or dental record cannot be located, a
replacement record shall be created per the guidance of the Manual of the
Medical Department (MANMED) Chapter 16 and documentation of the attempt to
retrieve the medical/dental record from the member?s previous duty stations
(last five years) shall be submitted with the replacement record. Medical
and dental departments shall annotate validation of contact with previous
duty stations in the comment section of the DD2963 and also retain a copy of
the annotated check-out sheet.
a. If a dental record cannot be located, a replacement dental
shall be created using the separating T2 Exam. Per reference (d), at this
time the submission of the medical record to the NMRA STR central cell shall
not be delayed due to the unavailability of the dental record. However, when
the dental record becomes available, or a replacement dental record is
created, it shall be forwarded to the NMRA STR central cell to ensure a
complete STR is available to the VA.
Medical departments are not required to print AHLTA notes. AHLTA has the
HAIMS feature to electronically transmit the record. The responsible medical
department will use the AWP feature to transfer AHLTA notes to HAIMS prior to
mailing paper STRs. If a medical department does not have AHLTA, contact the
closest medical facility with AHLTA access to perform the AWP. All AHLTA
notes must be removed prior to sending to the NMRA STR central cell, such
notes will be uploaded as part of the AWP push.
For reserve components, contact the NMRA STR central cell to request AWP push
b. Projected Separations. On a monthly basis, Commanders, Commanding
Officers or Senior Civilian Leaders, and Officers-In-Charge will provide a
report of projected separations (projected loss list) for the next 45 days
(e.g. information available in NSIPS, EDVR, ODCR, CIMS) to the appropriate
medical and dental departments. Data to be included in the report should be
encrypted to follow Personal Identifying Information (PII)
guidelines: full name, SSN, command name, UIC, Service, component (with
category, if Reserve), and separation/retirement date. Bureau of Naval
Personnel (BUPERS) shall provide BUMED Medical Operations (M3) the loss list
data set for the period 1 January 2014 to present. The loss list will be
provided to BUMED weekly thereafter.
c. Previous Separations. All medical and dental record departments must
initiate the STR submission process for Service members who have previously
separated from 01 January 2014 through 30 June 2014 and whose STR is not in
HAIMS. This list will be provided by BUMED to echelon II Commands for
appropriate distribution to all Commanding Officers and Officers-In -Charge.
Additionally, the STR process must be initiated for any Service member,
regardless of separation date, who is on the VA list as having filed a claim
and whose STR is not in HAIMS. This list will be provided weekly by ASN
(M&RA). A reasonable search to locate and retrieve the STR must be
conducted. If prior duty stations are unknown, the responsible Navy medical
and dental records department shall contact NPC Customer Service Center (1-
866-827-5672/DSN: 882-5672, email: UASKNPC(at)navy.mil).
If the record cannot be located, see previous guidance for creating a
13. Unit Commanders and Officers-In-Charge are directed to take all
appropriate actions to identify records processing issues well in advance of
the separation of Service members and coordinate as necessary with their
respective chains of command, NPC, and BUMED to ensure the requirements of
this NAVADMIN are met.
14. Ensuring that Service members experience an orderly transition to
civilian life is of paramount importance to the Department of the Navy. An
important enabler of this transition is the timely transfer of the separating
or retiring Service member?s STR to the VA.
15. Released by Vice Admiral S. H. Swift, Director, Navy Staff.//