For many families, understanding a veteran’s medical history is essential for accessing benefits, supporting healthcare decisions, or preserving family history. Military medical records document treatments, injuries, and health evaluations during service. Retrieving these records can sometimes be challenging, but with the right approach, families can successfully navigate the process.
This guide offers a detailed roadmap to locate medical records for veterans and their families.
The Importance of Military Medical Records
Military medical records serve multiple purposes:
- Health Decisions: Supporting ongoing healthcare needs.
- Benefits Claims: Verifying eligibility for Veterans Affairs (VA) benefits, including disability compensation and pensions.
- Family History: Preserving the medical legacy of a loved one’s military service.
- Legal Needs: Providing evidence for legal claims or resolving insurance issues.
Understanding where these records are stored and how to access them is key to ensuring families can make informed decisions.
Where Are Medical Records Stored?
Military medical records are typically archived in one of the following locations:
1. National Personnel Records Center (NPRC)
- Holds records for veterans discharged from service. Includes medical and dental records.
- Key Point: Records for personnel discharged prior to 1992 are usually archived here.
2. Veterans Affairs (VA)
- The VA stores medical records for veterans who received care at VA medical facilities. Records include post-service treatments.
- How to Access: Request records through the VA’s Release of Information Office.
3. Military Treatment Facilities (MTF)
- For active-duty personnel or recently discharged veterans, medical records may still be at the last MTF where treatment was received.
- Key Point: If the veteran left service within the last 5 years, start here.
4. The Department of Defense (DoD)
- The DoD’s records include health records for personnel discharged since 1992 as part of the Service Treatment Record (STR) system.
- Key Resource: TRICARE Online Portal for accessing recent records.
Steps to Access Medical Records
Step 1: Identify the Record Type
Determine the period and type of records you need:
- Service Treatment Records (STRs): Health information during active service.
- Post-Service VA Records: Records of medical care after military service.
Step 2: Gather Key Details
- Veteran’s full legal name and any aliases used during service.
- Branch of service, rank, and service number or Social Security number.
- Approximate dates of service and locations of treatment.
- Specific medical events, if known, to narrow the search.
Step 3: Submit a Request
Use the SF-180 form (available on the National Archives website) to request records:
- Clearly specify you are requesting medical records.
- Attach proof of identity and next-of-kin status if necessary.
Step 4: Determine Submission Location
- For records prior to 1992: Submit to the NPRC.
- For records after 1992: Contact the VA or DoD as appropriate.
Step 5: Follow Up
- Allow processing time (may range from weeks to months).
- Contact the NPRC or VA for status updates if needed.
Special Considerations for Medical Records
1. 1973 NPRC Fire
A fire at the NPRC in St. Louis destroyed many service records. If the veteran’s medical records were affected:
- Request alternative documents such as hospital admission cards or morning reports.
- Look for reconstructed records through unit histories or buddy statements.
2. Privacy and Authorization
- If you are not the veteran or next of kin (spouse, child, parent, or sibling), you may need written authorization to access records.
3. HIPAA Regulations
- Medical records are subject to HIPAA rules. Ensure all forms and documentation comply with privacy laws.
Special Considerations for Medical Records
1. 1973 NPRC Fire
A fire at the NPRC in St. Louis destroyed many service records. If the veteran’s medical records were affected:
- Request Alternative Documents: Such as hospital admission cards or morning reports.
- Reconstructed Records: Look for records through unit histories or buddy statements.
2. Privacy and Authorization
- If you are not the veteran or next of kin (spouse, child, parent, or sibling), you may need written authorization to access records.
3. HIPAA Regulations
- Medical records are subject to HIPAA rules. Ensure all forms and documentation comply with privacy laws.
Additional Resources for Medical Record Retrieval
Veterans Benefits Administration (VBA)
- For assistance with benefits-related record retrieval, visit your local Veterans Service Office (VSO) or consult the VA website.
Online Portals
- MyHealtheVet: Allows veterans to access their health records online.
- eVetRecs: An online system for requesting military records.
Non-Governmental Services
- If time-sensitive, consider third-party agencies specializing in retrieving military records.
Common Challenges and Solutions
Challenge 1: Lost or Incomplete Records
- Solution: Request reconstructed records from alternate sources like VA hospitals or unit documents.
Challenge 2: Long Processing Times
- Solution: Use online tools like eVetRecs for faster submission, or request expedited service if records are needed urgently for healthcare.
Challenge 3: Navigating Bureaucracy
- Solution: Work with a Veterans Service Officer (VSO) who can act as a liaison and guide you through the process.
Sample Case Study: Navigating the System
Scenario: Jane, a widow of a Vietnam veteran, needed his medical records to file for benefits.
- She gathered key details: her husband’s service number, branch, and dates of service.
- She submitted an SF-180 to the NPRC, specifying medical records.
- When records from the NPRC were incomplete due to the 1973 fire, she contacted the VA for supplemental records.
- With guidance from a local VSO, she successfully retrieved sufficient documentation to support her claim.
Conclusion
Locating military medical records requires patience and preparation, but the effort is worthwhile. Whether for benefits, healthcare decisions, or preserving a loved one’s legacy, these records are invaluable. By understanding where records are stored, the required forms, and available resources, veterans’ families can navigate the process effectively.
For further assistance, explore these tools:
- VA Medical Record Requests
- NPRC Record Requests
- Help from VSOs