Commissioned Corps Management Information Site

How do officers submit medical documents to MAB?

Medical documents/records are submitted to MAB using the eDOC-U upload application which is in the officer secure area of the Commissioned Corps Management Information System (CCMIS) website. In the medical section of eDOC-U there are eight document options:

Deployment Health Reports
Immunizations (Influenza/Other)
MAB Evaluations
Medical Records
Periodic Health Update
Report of Medical History
Request for Information
Request for Medical Waiver
Sick Leave Medical Documentation

What documents should be uploaded under which document name is clearly explained when each document name is selected. Please read and follow these instructions carefully. All reports of a physical examination, including retirement physicals are now considered a Periodic Health Update (PHU). All related submissions must be scanned into a single PDF file before uploading.

Why would eDOC-U submissions get rejected?

An eDOC-U submission could get rejected due to improper document uploading. It is critical that officers carefully follow uploading instructions. Properly uploading a document package ensures that the submission is routed to the appropriate MAB team member for proper processing and archiving into the officer’s permanent digital medical folder. Submission of all related documents as a single PDF ensures that the reviewers are able to see the entire package and that all documents in a “package” can be easily retrieved from the archives, if needed. The reason why an upload is rejected is explained in the rejection notification email. The most common reasons why uploads are rejected are:

Related documents are not uploaded as a single PDF (e.g. the history form is uploaded separately from the physical examination form or forms uploaded together, but laboratory studies are uploaded separately)
There are no provider signatures on physical examination forms
There is no date on the history or physical examination form
Required components of the PHU are not provided
The document is uploaded using the wrong document name (e.g. a PHU package is uploaded using the document name, “Report of Medical History”)
Waiver requests do not include the waiver request form or do not have adequate medical documentation attached to justify the waiver
The provider note justifying a waiver request does not indicate when the waiver will no longer be necessary

Why won’t MAB process an officer’s PHU when it’s mailed to CCHQ?

Since Fall, 2018, MAB only accepts document submissions that are uploaded through eDOC-U. The upload process attaches metadata to the file that ensures that the documents are properly routed through the MAB work flow and is ultimately placed into the permanent digital folder of the correct officer. Not only are paper submissions more easily lost, they require personnel resources to scan the document and apply the identifying metadata. MAB recognizes that there are rare circumstances when officers cannot access eDOC-U. If an officer faces such a circumstance, they should contact MAB (PHSMACCHQ@hhs.gov) to discuss alternative submission methods.

What should an officer do if they have trouble uploading documents?

If an officer has trouble uploading documents, they should contact cchelpdesk@hhs.gov or call 1-888-225-3302. If you’re an officer who can’t take your government laptop home , you can still access the Officer Secure Area of the CCMIS website on your home computer if you register your cell phone by following the following steps:

How to register phone in AMS (in order to complete the initial registration, you will need to be signed in at your government workstation with your PIV or CAC card. Once the registration is complete, you will be able to access AMS with your AMS or network credentials from home): https://ams.hhs.gov/amsApp/help/docs/JobAids/how-to-register-your-mobile-device-for-one-time-password.html
How to access AMS from home once phone is registered: https://ams.hhs.gov/amsApp/help/docs/JobAids/how-to-access-an-application-using-one-time-password-in-ams.html

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