Hailey Tran
The US military does have access to the medical records of its members, including active-duty health records and clinical (hospital inpatient) records. However, there are specific regulations and procedures in place regarding the access and sharing of personal health information. According to the Health Insurance Portability and Accountability Act (HIPAA), even the military cannot access an individual's medical records without their consent. When enlisting, individuals are required to fill out questionnaires and provide relevant medical records, and any discrepancies or omissions may lead to scrutiny or disqualification. Military members can access their health records through platforms like MHS GENESIS and TRICARE Online (TOL).
| Characteristics | Values |
|---|---|
| Access to medical records before enlisting | The military does not have access to medical records before enlisting. |
| Medical records access | The military can access medical records with permission. |
| Medical records and enlistment | The military looks at medical records during the enlistment process, including physical exams and questionnaires. |
| Medical record importance | The military focuses on current health and performance rather than past medical issues. |
| Disqualifying conditions | The military seeks able-bodied servicemen and women, disqualifying conditions that hinder performance or require accommodations. |
| Drug use disclosure | The military investigates security clearance applications for drug use, comparing disclosures with medical records and drug tests. |
| MEPS access | MEPS examiners may have access to detailed medical records, including surgical scars and treatment dates. |
| Health information sharing | The military uses electronic health records and participates in the Joint Health Information Exchange (jHIE) for secure information sharing with authorized entities. |
| Record retrieval | Individuals can obtain their complete health records by submitting a Request Pertaining to Military Records (SF 180) or requesting them in person from their last military hospital. |
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What You'll Learn
Military health records are stored electronically
If you receive most of your care at military hospitals or clinics, you will have a DoD electronic health record. Paper copies of Service Treatment Records (STRs) were digitized following retirement or separation from the Armed Forces after January 1, 2014, if they did not contain sensitive information. These can be accessed via the MHS GENESIS or TRICARE Online (TOL) Patient Portal.
Official Military Personnel Files (OMPF), held at the National Personnel Records Center (NPRC), contain administrative records about the subject's military service history, and may also contain personnel and former active duty health records. However, in the 1990s, the military services discontinued the practice of retiring the health record portion to the NPRC. Clinical (hospital inpatient) records are typically retired to the NPRC by the facility that created them and are not filed with health records.
To request a complete copy of your health record, you can submit a Request Pertaining to Military Records (SF 180) form or make a request in person at your last home military hospital or clinic.
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Accessing military health records
Military health records are typically held by the National Personnel Records Center (NPRC). In the past, the military services would retire the health record along with the personnel record to the NPRC upon a service member's separation from service. However, in the 1990s, this practice was discontinued, and the Army began retiring health records to the Department of Veterans Affairs (VA). Today, there are several ways to access and share personal health records, including the Joint Health Information Exchange (jHIE) and eHealth Exchange.
The jHIE allows for the secure sharing of military electronic health records between the Department of Defense, Department of Veterans Affairs, and participating federal and civilian healthcare partners through the national eHealth Exchange. The eHealth Exchange is a network of partners who securely share clinical information across the United States. However, not all medical organizations participate in the eHealth Exchange.
To access your military health records, you can utilize the MHS GENESIS Patient Portal, which requires registration and Premium Access (Level 2) to view your health record. You can also access your records through the TRICARE Online (TOL) Patient Portal until April 1, 2025, by logging in and clicking the Blue Button to view and save your personal health data. This data may include lab results, allergy profiles, medication profiles, problem lists, and office visit information.
If you retired or separated from the military after January 1, 2014, your paper Service Treatment Records (STRs) were likely digitized. If they do not contain sensitive information, you can access them through either the MHS GENESIS or TRICARE Online (TOL) Patient Portal. Additionally, if you receive most of your care at military hospitals or clinics, you will have a DoD electronic health record.
It is important to note that, according to HIPAA laws, even the military cannot access your medical records without your permission. However, if you apply for a security clearance, an investigation will look at your medical records specifically for past drug use and proper disclosure.
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Medical records and security clearance
Medical records are an important aspect of security clearance processes, and the military is no exception. While the military does consider medical records during security clearance evaluations, the specific information they access and review can vary. Here is an overview of how medical records relate to security clearance in the military context:
Military Access to Medical Records
The military does have access to certain medical records, especially those related to military personnel and veterans. Official Military Personnel Files (OMPF) held at the National Personnel Records Center (NPRC) often include health records of former active-duty service members. However, in recent decades, the military has discontinued the practice of routinely retiring health records to the NPRC or the Department of Veterans Affairs (VA). Instead, military hospitals and clinics maintain electronic health records for their patients, known as DoD electronic health records. These records can be securely shared between various departments and healthcare partners through the Joint Health Information Exchange (jHIE) and the national eHealth Exchange.
Security Clearance Considerations
When it comes to security clearance, the military is primarily concerned with ensuring national security, preventing blackmail risks, and verifying the integrity of individuals. While medical records may not be the sole determining factor, they can be relevant if they contain information about drug use, mental health, or physical issues that could impact an individual's suitability for specific duties. It is important to note that investigators are not solely reliant on medical records and also consider other sources of information and the individual's disclosure during the clearance process.
Consent and Privacy Considerations
Obtaining consent is crucial when accessing medical records. Individuals may be requested or required to sign waivers or consent forms to allow investigators access to their medical records. While this is not mandatory, refusing to provide consent may lead to delays or complications in the clearance approval process. Additionally, privacy laws, such as HIPAA in the United States, protect individuals' medical information. These laws prevent the military or any other entity from accessing medical records without the individual's permission, except in specific cases related to national security or criminal investigations.
Impact on Clearance
The impact of medical records on security clearance can vary depending on the nature of the information. For instance, undisclosed drug use or mental health concerns that could lead to impulsive or risky behavior may raise flags during the security clearance process. However, it is important to note that the military also considers an individual's honesty and disclosure during the clearance process. Lying or omitting relevant information on clearance forms could lead to more severe consequences than the medical issues themselves.
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MEPS examiners and surgical scars
MEPS, or Military Entrance Processing Stations, are responsible for ensuring that all applicants meet the necessary enlistment standards, which includes a thorough physical examination.
During the physical examination, MEPS examiners will look for any scars on the applicant's body. While the level of scrutiny varies depending on the MEPS location and the individual doctor conducting the examination, applicants are typically required to disclose all scars, including those that are self-inflicted. Failure to disclose scars may result in problems later on in one's military career. However, as long as applicants are truthful about their scars and any associated mental health issues, the waiver process is generally manageable.
It is important to note that MEPS examiners are primarily concerned with ensuring that applicants are physically and mentally fit to serve in the military. Scars that are not indicative of any underlying issues that may interfere with an applicant's duties are typically not a cause for disqualification.
Applicants with concerns about their scars or mental health history are advised to communicate openly with their recruiter, who can provide guidance and ensure that the necessary documentation is in place. By being proactive and truthful, applicants can increase their chances of a smooth enlistment process and a successful military career.
In summary, while MEPS examiners will check for scars during the physical examination, the level of scrutiny varies, and applicants are encouraged to disclose any scars and associated mental health issues. Open communication with one's recruiter is key to navigating any potential concerns and ensuring a smooth enlistment process.
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Military health records and HIPAA laws
Military health records are a crucial aspect of military service, as they document the medical history and treatment of service members. In the past, military services included health records as part of personnel records, which were retired to the National Personnel Records Center (NPRC) upon a service member's separation from service. However, since the 1990s, the military has discontinued this practice, and health records are now managed separately.
The privacy and confidentiality of military medical records have been a long-standing concern for service members. Historically, commanding officers had easy access to medical records, often leading to a perception of medical issues as a weakness or malingering. In recent years, there has been a shift towards limited confidentiality, with the understanding that the Privacy Act and HIPAA laws apply to the military. HIPAA (the Health Insurance Portability and Accountability Act) establishes rules to protect the privacy and security of individuals' health information.
According to HIPAA laws, military healthcare plans, hospitals, clinics, providers, and their associates must comply with privacy and security regulations. The HIPAA Privacy Rule allows medical staff to use and disclose protected health information (PHI) for treatment, payment, and healthcare operations without written authorization. However, for most other uses and disclosures, permission from the individual is required. Service members can access their military electronic health records through platforms like TRICARE and Joint Health Information Exchange (jHIE).
In certain situations, such as applying for a security clearance, the military may review an individual's medical records. This is primarily to assess past drug use and ensure honest disclosure. It's important to note that HIPAA laws prevent the military from accessing medical records without the individual's consent. Additionally, service members can take steps to protect their privacy rights by filing a HIPAA complaint with the appropriate DoD entity, DHA Privacy Office, or HHS if they feel their rights have been violated.
To obtain a complete copy of their military health record, individuals can submit a Request Pertaining to Military Records (SF 180) or make a request in person at their last home military hospital or clinic. It's recommended to keep copies of medical documentation and records for personal reference. Overall, while the military does have access to health records, there are legal protections in place to ensure the privacy and security of service members' health information.
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Frequently asked questions
No, the military does not have access to your medical records before enlisting. However, you will be required to fill out a questionnaire and give them records for the topics mentioned in the questionnaire. You will also need to sign a release for your medical information, but only for the information you provide.
The military will not know unless there is a record of it. If you apply for a security clearance, your medical records will be investigated for past drug use and whether you have disclosed it in the clearance application.
Lying about your medical history can get you kicked out of the military. For example, lying about a back problem that hinders your performance will get you discharged.
