Commissioned Corps Management Information Site

Does an officer have to tell MAB about new medical or behavioral health conditions?

Section 6-2.e of Commissioned Corps Directive 111.03, “Conditions of Service” states, “All officers are required to promptly inform Medical Affairs of any significant new medical/mental health diagnoses which could potentially affect their long term health status (i.e., not likely to resolve within one year).”

The best way for officers to provide MAB with information on new significant health conditions is to upload a detailed provider statement or relevant medical records through the medical section of eDOC-U using the document name, “Medical Records.”

What officer medical records does Commissioned Corps Headquarters (CCHQ) have?

CCHQ maintains digital medical records on all active duty officers. These records are, for the most part, copies of documents that were sent to CCHQ by the officer and include periodic physical examinations, periodic medical histories, periodic dental examinations, and documentation of immunizations. In addition, the medical records include copies of medical records that the officer submitted on their own or in response to requests by MAB. MAB rarely creates medical records except in cases where an officer undergoes a Fitness-for-Duty evaluation or MAB is asked to do a medical investigation. Even in these cases, the records created are basically summaries of records generated by the officer’s healthcare providers. CCHQ does not receive or maintain an officer’s treatment records unless these records were submitted by the officer or the officer authorized their providers to submit them.

Once an officer retires or separates, what happens to their medical records?

Digital copies of an officer’s medical records will be stored in the CCHQ document management system for at least 75 years before being deleted. If an officer retired or was separated prior to the Fall of 2018, their paper medical folder is stored in CCHQ for one year before being sent to the National Personnel Records Center where it is maintained for at least 75 years before being destroyed.

Should officers maintain their own copies of their medical records?

It is highly recommended that officers keep copies of all of their medical records. This is particularly important when officers have a permanent change in station (PCS). If, prior to the PCS an officer is receiving care at a military treatment facility (MTF) and will continue care at another MTF after PCS, there is a reasonable expectation that your records will be available to your new provider. In order to ensure continuity of health care, if the officer’s provider prior to PCS was or after PCS will be in the private sector, it is critical that the officer obtain their records before leaving the area.

How does an officer obtain copies of their medical records that are at CCHQ?

If an active duty officer wants copies of their medical records, the officer should fill out an SF-180, “Request Pertaining to Military Records” and upload the completed form via the medical section of eDOC-U using the document name, “Request for Information.” MAB will only provide digital copies of the records and will contact the officer as to how best to get the records delivered. Instructions for filling out the SF-180:

Section I- Information needed to locate records
Fill out all fields
Field 2, fill in SERNO followed by four zeros (e.g. 611110000) or leave blank (see Field 5a)
Field 5a, Public Health Service is the last item in the drop down. Enter Date Entered and Date Released (if applicable). Check Officer. Service Number is the SERNO.
Section II- Information and/or documents requested
Fill out Field 1 and 2.
Field 1, Check “Medical Records.” List what part of your records you want. Unless stated that only a portion of the record is being requested, the entire medical record will be provided.
Section III- Return address and signature
Fill out all fields
Field 4, Provide a digital signature using a CAC or PIV card. If a CAC or PIV card is not available, please provide a copy of your Driver’s license or similar government/federal document as proof of identity.
(For the purposes of this form, PHS is considered military)

What should an officer do who cannot open the link for the DD-2808, “Report of Medical Examination” form or the DD-2813, “Active Duty/…Forces Dental Examination” available under Forms/Medical on the CCMIS website?

This link on the CCMIS website does not work properly with the Google Chrome browser. Officers should open this link with another browser or right click on the link and save it to your desktop. The document should open from the saved link.

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