A command policy for the prompt return of records is strictly adhered to. Prompt
return of records cannot be over emphasized. Records retained in clinic areas
unnecessarily cause waste time to be spent to retrieve them. Usually this causes delays in
patient treatment. When a record is being retained in one clinic area, it is unavailable to
their medical personnel. This may cause serious problems in an emergency situation.
A system for record follow-up is established for each MTF. For suggestions, see
paragraph 7, HSC Pam 40-7-5.
a. A physical check of each clinic area that has delinquent records is made. Local
procedures establish the frequency of these physical checks.
b. Annotations on chargeout records reflect what follow-up action has occurred.
PATIENT RECORDING CARD
The use of the patient recording card (PRC) (see figure 1-19) is considered to be a
primary factor in achieving the ultimate goal of elimination of unidentifiable medical
documents (lab and x-ray reports, SF 600, etc.). Use of the PRC also reduces medial
document routing time from clinic areas or ancillary services to the records room for
inclusion into medical records. AR 40-66 provides guidance on information that may be
embossed on the PRC.
Figure 1-19. Sample patient recording card.