If specialty clinics, ancillary services, and other hospital activities use improper or
inefficient operating practices, it will adversely impact on outpatient records management.
Examples of inefficient or improper operating practices include failure to use the PRC to
identify medical documents, retention of medical records in clinic areas beyond time limit
established by return policy, and release of records to individuals.
REQUESTS FROM OUTSIDE SOURCES
When medical records are requested from other MTFs, other agencies, or record
centers, DD Form 877 (Request for Medical/Dental Records or Information) is used. (See
figure 1-20.) Check the appropriate box(es) in item 8b to indicate whether military records,
Veterans Administration records, or both are forwarded, and complete items 11 through
14. Procedures for completion and disposition are contained in AR 40-66. While the
record is charged out to another facility, a copy of the DD Form 877 is placed in a
chargeout folder in place of the record. Upon return of the record, the copy of the DD
Form 877 in the chargeout folder is destroyed.