Frequently Asked Questions (FAQs)

Medical Records FAQs

 
Q: Do I need to register with Munson prior to scheduling an appointment or utilizing services?  If so, how?
A. If you are a patient that has never been registered or treated at a Military Treatment Facility (MTF), and wish to schedule an appointment or utilize Munson’s services, send:
                Sponsor Name
Sponsor DOB
Sponsor DOD# / SSN#
Address
Phone#
 
to include Name, DOB, and Phone# of any dependent(s), if applicable, to Medical Records: usarmy.leavenworth.medcom-mahc.list.pad-rr@mail.mil indicating “Patient Registration” in the Subject line, or call Medical Records at (913) 684-6605 You only have to register with Munson if you are new patient in the Federal System or have never been registered or treated at an MTF.  If you have previously been registered or treated at another MTF, it is not necessary to register at Munson.
 
Q: Can dependents register at Munson, or does the sponsor have to?
A: Yes, dependents can register themselves, as long as they know their sponsor’s information.  Registration can be completed virtually via e-mail (usarmy.leavenworth.medcom-mahc.list.pad-rr@mail.mil) or telephonically, by calling Medical Records (913) 684-6605.
 
Q: How do I register at Munson virtually?
A: Complete a Munson Composite Healthcare System Registration form and e-mail completed form to usarmy.leavenworth.medcom-mahc.list.pad-rr@mail.mil.  Either the Service Members or Dependents can register.

Q: How do Service Members In/Out process?
A: Service Members may in/out process virtually or in person at Medical Records.  For Service Members to in/out process virtually, SM must e-mail their orders to Medical Records:  usarmy.leavenworth.medcom-mahc.list.pad-rr@mail.mil indicating “In/Out Processing” in the Subject line.  To in/out process Medical Records in person, provide a copy of orders and SM will be cleared from the Installation Support Module (ISM).  Medical Records’ hours of operation are M-F 0730-1600.

Q: I am a Service Member retiring, what do I need to do to clear Medical Records?
A: Service Members retiring may either clear virtually or in person at Medical Records.  To clear Medical Records virtually, e-mail orders to Medical Records: usarmy.leavenworth.medcom-mahc.list.pad-rr@mail.mil indicating “Retirement” in the Subject line.  To clear in person, provide a copy of orders and visit Medical Records M-F 0730-1600.
Additionally, approximately 6 months prior to your retirement date, you must submit a request for your full medical record to Release of Information.  E-mail your request (DD 2870) along with a copy of your ID to Release of Information:  usarmy.leavenworth.medcom-mahc.list.roi@mail.mil.  For further information contact Release of Information (913) 684-6747/6205.  Release of Information’s hours of operation are M-F 800-1600

Q: Can my off post records from a civilian provider be integrated into my electronic health record at Munson?
A: Yes.  You may request records directly from your civilian provider.  Your provider may fax records to Medical Records (913) 684-6077 or mail to:
Munson Army Health Center
Attn: Medical Records Rm 1B036
550 Pope Ave. Bldg.343
Fort Leavenworth, KS 66027

Q: I am a Service Member/Dependent and would like for my child’s hard copy immunization record to be included in his/her electronic medical record, how would I accomplish this?
A: For your child’s immunization record to become a part of their electronic health record, the hard copy must be brought to the Multiservice Specialty Clinic to be transcribed by a representative.

Q: How do I schedule a line of duty appointment at Munson Army Health Center?
 
A: Please refer to the appropriate branch below for details. Your line of duty documentation will be added to your electronic health record and a notification will be created to let the appointment line know that you are eligible for a line of duty appointment. The appointment line can be reached at (913) 684-6250.
 
Army service members must submit the following documents to Medical Records: DA Form 2173, signed by an O-3 or higher, with medic notes and/or initial medical treatment documents, if available.  Documents may be submitted via email to usarmy.leavenworth.medcom-mahc.list.pad-rr@mail.mil with subject “Line of Duty”, or via fax to (913) 684-6077.
 
Air Force service members must submit the following documents to Medical Records: AF Form 348, signed by an O-3 or higher, with medic notes and/or initial medical treatment documents, if available.  Documents may be submitted via email to usarmy.leavenworth.medcom-mahc.list.pad-rr@mail.mil with subject “Line of Duty”, or via fax to (913) 684-6077.
 
Navy and Marine Corps service members must submit the following documents to Medical Records: a line of duty memorandum (to include details of the incident and affected body part), signed by an O-3 or higher, with medic notes and/or initial medical treatment documents, if available.  Documents may be submitted via email to usarmy.leavenworth.medcom-mahc.list.pad-rr@mail.mil with subject “Line of Duty”, or via fax to (913) 684-6077.
 
The above instructions are relevant for all Reserve and National Guard service members as well.
 

 
Release of Information FAQs
Q: I am a Service Member/Dependent, how do I virtually request a copy of my full medical record (for Personal use/Continued medical care/School/Insurance/Retirement/Legal purposes) and how long does it typically take? 
A: Complete an Authorization for Disclosure of Medical/Dental Information form (DD 2870) and e-mail completed form along with a copy of your identification card (for verification purposes) to usarmy.leavenworth.medcom-mahc.list.roi@mail.mil.  Full record requests typically take 30 days to complete, and is given on disk format at no charge to you.  Paper format is also available for a 63¢ per page.  The disk may be picked up in person or mailed to the ‘Name of person/Organization to receive the information’ listed in section 6 of form DD 2870.  Additional copies of disks are $18.

Q: How do I retrieve results if I am a Service Member in the process of retiring and have already received a copy of my full medical record, but continues to attend medical appointments?
A: These new encounters are accessible through the Patient Portal on www.tricareonline.com, by clicking on “Health Record” and can be printed online.  Alternatively, you can receive updates on a disk by completing an Authorization for Disclosure of Medical/Dental Information form (DD 2870) and e-mailing the completed form along with a copy of your identification card (for verification purposes) to usarmy.leavenworth.medcom-mahc.list.roi@mail.mil.  “Updates only” must be indicated on section 8 of the DD 2870 form.

Q: Can I access my immunizations, lab/radiology/referral results, or clinic notes for a referral online?
A: Yes, these are accessible through the Patient Portal on www.tricareonline.com, by clicking on “Health Record.” 

Q: If I do not have an account on Tricare Online to access my Patient Portal, how do I virtually retrieve a copy of my immunizations, lab/radiology/referral results, or clinic notes for a referral?
A: Complete an Authorization for Disclosure of Medical/Dental Information form (DD 2870) and e-mail completed form along with a copy of your identification card (for verification purposes) to usarmy.leavenworth.medcom-mahc.list.roi@mail.mil.  Indicate the information to be released (immunizations, lab/radiology/referral results, etc.) in section 8 of the DD 2870 form.  The requested information will be either faxed or emailed via DoD SAFE.
 

All beneficiaries are required to have an ID card ages 10 and older. If an ID card is not present for services, the beneficiary may sign a form that states that they will bring in proof of eligibility within 30 days. If proof is not presented within 30 days the beneficiary will be billed for the visit.

Call our Appointment Line at (913) 684-6250 to make an appointment for a flu vaccine in our Immunizations Clinic located in the Multiservice Specialty Clinic.

Visit the Kansas Department of Health and Environment site here.

If you are feeling ill and suspect you may have COVID-19, call our appointment line at (913) 684-6250. Our appointment clerk will ask a series of screening questions to send to the COVID Team nurse. The nurse will call you back and if deemed necessary will give you instructions on where to go for testing at Munson. Do not come into our facility if you suspect you have COVID-19. We do not perform asymtomatic testing.

We don not perform walk-in strep test at this time. Call our appointment line at (913) 684-6250 for appointment to get a strep test.

Submit a request to Release of Information by completing an Authorization for Disclosure of Medical/Dental Information form (DD 2870) https://www.esd.whs.mil/Portals/54/Documents/DD/forms/dd/dd2870.pdf  and e-mailing the completed form along with a copy of your identification card (for verification purposes) to usarmy.leavenworth.medcom-mahc.list.roi@mail.mil.  Full record requests typically take 30 days to complete, and is given on disk format at no charge to you.  Paper format is also available for a 63¢ per page.  The disk may be picked up in person or mailed to the ‘Name of person/Organization to receive the information’ listed in section 6 of form DD 2870.  Additional copies of disks are $18.

Yes, these are accessible through the Tricare Online Patient Portal on www.tricareonline.com, by clicking on “Health Record.”  Step by step instructions may be found on https://www.tricare.mil/Publications Keyword: TOL Patient Portal Secure Messaging Step by Step Fact Sheet

Our Training Days are usually the second Wednesday of the month. We are Open for full services in the morning until 11:30 a.m. We then will have minimal services the rest of the day. This allows our staff to get their training done  on a regular basis. We recommend that you call our Information Desk at (913) 684-6000 to verify our training day for the month before you travel to Munson.

A: If you are a patient that has never been registered or treated at a Military Treatment Facility (MTF), and wish to schedule an appointment or utilize Munson’s services, send:

Sponsor Name
Sponsor DOB
Sponsor DOD# / SSN#
Address
Phone#
 
to include Name, DOB, and Phone# of any dependent(s), if applicable, to Medical Records: usarmy.leavenworth.medcom-mahc.list.pad-rr@health.mil indicating “Patient Registration” in the Subject line, or call Medical Records at (913) 684-6605.  You only have to register with Munson if you are new patient in the Federal System or have never been registered or treated at an MTF.  If you have previously been registered or treated at another MTF, it is not necessary to register at Munson.
 

A: Yes, dependents can register themselves, as long as they know their sponsor’s information.  Registration can be completed virtually via e-mail (usarmy.leavenworth.medcom-mahc.list.pad-rr@health.mil) or telephonically, by calling Medical Records (913) 684-6605.
 

A: Service Members retiring may either clear virtually or in person at Medical Records.  To clear Medical Records virtually, e-mail orders to Medical Records: usarmy.leavenworth.medcom-mahc.list.pad-rr@health.mil indicating “Retirement” in the Subject line.  To clear in person, provide a copy of orders and visit Medical Records M-F 0730-1600.

Additionally, approximately 6 months prior to your retirement date, you must submit a request for your full medical record to Release of Information.  E-mail your request (DD 2870) along with a copy of your ID to Release of Information:  usarmy.leavenworth.medcom-mahc.list.roi@health.mil.  For further information contact Release of Information (913) 684-6747/6205.  Release of Information’s hours of operation are M-F 800-1600.
 

A: Service Members may in/out process virtually or in person at Medical Records.  For Service Members to in/out process virtually, SM must e-mail their orders to Medical Records:  usarmy.leavenworth.medcom-mahc.list.pad-rr@health.mil indicating “In/Out Processing” in the Subject line.  To in/out process Medical Records in person, provide a copy of orders and SM will be cleared from the Installation Support Module (ISM).  Medical Records’ hours of operation are M-F 0730-1600.
 

A: Please refer to the appropriate branch below for details. Your line of duty documentation will be added to your electronic health record and a notification will be created to let the appointment line know that you are eligible for a line of duty appointment. The appointment line can be reached at (913) 684-6250.
 
Army service members must submit the following documents to Medical Records: DA Form 2173, signed by an O-3 or higher, with medic notes and/or initial medical treatment documents, if available.  Documents may be submitted via email to usarmy.leavenworth.medcom-mahc.list.pad-rr@health.mil with subject “Line of Duty”, or via fax to (913) 684-6077.
 
Air Force service members must submit the following documents to Medical Records: AF Form 348, signed by an O-3 or higher, with medic notes and/or initial medical treatment documents, if available.  Documents may be submitted via email to usarmy.leavenworth.medcom-mahc.list.pad-rr@mail.mil with subject “Line of Duty”, or via fax to (913) 684-6077.
 
Navy and Marine Corps service members must submit the following documents to Medical Records: a line of duty memorandum (to include details of the incident and affected body part), signed by an O-3 or higher, with medic notes and/or initial medical treatment documents, if available.  Documents may be submitted via email to usarmy.leavenworth.medcom-mahc.list.pad-rr@mail.mil with subject “Line of Duty”, or via fax to (913) 684-6077.
 
The above instructions are relevant for all Reserve and National Guard service members as well.
 
 
 

A: Yes.  You may request records directly from your civilian provider to fax records to (913) 684-6077 or mail to:
Munson Army Health Center
Attn: Medical Records Rm 1B036
550 Pope Ave. Bldg.343
Fort Leavenworth, KS 66027

Alternatively, Release of Information may request these records on your behalf.  To achieve this, you must complete an Authorization for Disclosure of Medical/Dental Information form (DD 2870) and e-mail the completed form along with a copy of your identification card (for verification purposes) to usarmy.leavenworth.medcom-mahc.list.roi@health.mil.  Ensure a fax number or address is provided in section 6b & 6c of form DD 2870.

A: For your child’s immunization record to become a part of their electronic health record, the hard copy must be brought to the Multiservice Specialty Clinic to be transcribed by a representative.

Yes, these are accessible through the MHS Genesis Patient Portal.   The MHS Genesis Patient Portal went live on April 24, 2021.  Migration of historic Electronic Health Records (EHR) prior to the Go-Live date from legacy platforms are continuing to take place.  Until the complete migration of all electronic health records, your EHR is still accessible though the Tricare Online Patient Portal.  Be assured, if you are unable to view your complete electronic health record on the MHS Genesis Patient Portal, your EHR has not disappeared, it merely has not yet completely migrated to the new platform.
 

A: Service Members can request full medical records in person or virtually through Release of Information.  To request records virtually, submit a request to Release of Information by completing an Authorization for Disclosure of Medical/Dental Information form DD 2870.  E-mail the completed DD 2870 form along with a copy of your identification card (for verification purposes) to Release of Information: usarmy.leavenworth.medcom-mahc.list.roi@health.mil.  To request records in person, visit Release of Information M-F 800-1600.

Full record requests typically take 30 days to complete, and is given on disk format at no charge to you.  Paper format is also available for a 63¢ per page.  The disk may be picked up in person or mailed to the ‘Name of person/Organization to receive the information’ listed in section 6 of form DD 2870.  Additional copies of disks are $18.
 

Yes, these are accessible through the MHS Genesis Patient Portal

A: To receive results such as immunizations, etc. submit a request to Release of Information either in person or virtually.  Complete requests require an Authorization for Disclosure of Medical/Dental Information form DD 2870 General Requests and a copy of your identification card (for verification purposes).  Virtual requests may be emailed to Release of Information: usarmy.leavenworth.medcom-mahc.list.roi@health.mil.  Please indicate the specific information to be released (immunizations, lab/radiology/referral results, etc.) in section 8 of the DD 2870 form.  The requested information will be either faxed or emailed via DoD SAFE, within a few days.  In person requests are serviced same day by Release of Information M-F 800-1600.
 

A: Contact Referral Management (913) 684-6332/6319.

A: These new encounters are accessible through the MHS Genesis Patient Portal.   These encounters may be viewed, downloaded or printed from the MHS Genesis Patient Portal.  Alternatively, you can receive updates on a disk by submitting a request to Release of Information.  Complete an Authorization for Disclosure of Medical/Dental Information form DD 2870 and submit in person or e-mail the completed form along with a copy of your identification card (for verification purposes) to Release of Information: usarmy.leavenworth.medcom-mahc.list.roi@health.mil.  “Updates only” must be indicated on section 8 of the DD 2870 form.