Section III. RECORD CONTROL
CHARGEOUT FOLDERS AND "CHANGES-OF-CHARGE"
The physical location or destination of each record must be known. Any time a
record is removed from the file, a chargeout folder will be put in its place. The type of
chargeout folder used is determined locally; however, DA Form 3444-Series is not used.
a. AR 40-66, HSC Reg 40-5, and HSC Pam 40-7-5 give examples of types of
chargeout folders and systems that can be used. When a record is not in the file, a
chargeout is to be in place of the record. At a minimum, the chargeout is to reflect the
patient's FMP, SSN, name, the present location or destination of the record, and the
date the record was removed from the file.
b. The chargeout system allows for any loose medical documents (lab and x-ray
reports, SF 600, etc.) to be filed in it until the record is returned to file.
c. The importance of returning medical records promptly to the medical records
area by in-house clinics cannot be overemphasized. AR 40-66 states specifically that
"Records sent to in-house clinics will be returned the same day of the clinic visit." When a
physician requires extended use of a medical record, a locator card is prepared by the
physician and sent to the records room on the same day he sees the patient.
d. When a record is moved from one clinic area to another location, a locator
card or "change-of-charge" is submitted to the records custodian indicating the new
location of the record. Again, the means by which this is done is up to local policy. Figure
1-18 shows a sample "change-of-charge" currently in use at several MTFs.
Figure 1-18. Sample "change-of-charge."