Patient Administration Division (PAD)
In assisting our beneficiaries, PAD’s mission falls into the following categories:
- Medical Records – to safeguard and maintain outpatient medical records; and to process copy requests of medical records (release of information).
- HIPAA Privacy Officer – HIPAA: Health Insurance Portability and Accountability Act.
- FOIA Officer – FOIA: Freedom of Information Act.
Medical Records
Medical records are the property of the U.S. Government and are maintained for the benefit of the patient. If you are a Soldier or family member that is new to the area, we strongly encourage you to stop by our medical records department for initial registration to the facility and to request your medical records from your previous duty station if you haven’t done so already.
Off-Post Referral-Based Care
If you have received a referral for medical care off post, the Managed Care Division (MCD) at Guthrie will send the appropriate medical record documentation needed before your initial visit to that provider’s office once the patient notifies MCD where they are going to be seen. If there are any issues/questions about your referral, you can call the Guthrie Clinic Main Line number at (315) 772-2778, and follow the prompts for REFERRALS for more information.
Accessing Medical Information
TRICARE ONLINE (TOL)
Did you know?.. TRICARE Online provides convenient access to your own Personal Health Data (PHD)?
Appointments Make / change / cancel appts
View past / future appts
Blue Button Immunizations (DoD AHLTA data only)
Encounters (DoD only)
Lab & radiology results (DoD & VA data)
Medication & allergy profiles
Rx Refills Status check pharmacy refills
TRICARE mail order pharmacy
Resource Center Family member access
View referrals
File & check status of claims online
Access enrollment info
Appointing
Learn about TOL basics
For more information about TRICARE ONLINE and to register, go to:
www.tricareonline.com, or http://www.tricare.mil/Resources/MedicalRecords.aspx.
Requesting Copies of Medical Information
Customers can also request a copy of their outpatient medical records by visiting the Medical Records window at either Guthrie Clinic or at Bowe Troop Medical Clinic (BTMC) to fill out a release of information request (DD Form 2870, Authorization for Disclosure of Medical or Dental Information - available at Medical Records or online:
DD Form 2870. Requests will be processed within 30 days of receipt.
Archived Records (records no longer on file at last known duty station)
Outpatient medical records are maintained at this facility for a period of 2 years after the patient’s last medical encounter (excluding active duty military). Active duty outpatient medical records are archived within a month of separation from service.
To search for archived medical records, go to the National Archives website at: https://www.archives.gov/veterans, and click on “Request Medical and Health Records” for guidance on where records are housed and how to submit a request.
HIPAA PRIVACY OFFICER:
The TRICARE Management Activity (TMA) Privacy and Civil Liberties Office (Privacy Office) manages a comprehensive privacy and security program that ensures compliance with the HIPAA Privacy and Security Rules codified at 45 C.F.R. Parts 160 and 164.
The HIPAA Privacy and Security Rules are implemented within the Military Health System (MHS) by DoDM 6025.18, "Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule in DoD Health Care Programs," March 13, 2019 and DoDI 8580.02, "Security of Individually Identifiable Health Information in DoD Health Care Programs," August 12, 2015.
As set forth by DoDM 6025.18, the Privacy Office supports the protection of beneficiary health information and HIPAA Privacy Rule compliance by all MHS business processes, procedures, and systems that solicit, collect, maintain, access, use, disclose, and dispose of protected health information (PHI).
Concurrently, through its HIPAA security program, as set forth by DoDI 8085.02, the Privacy Office supports the protection of the confidentiality, integrity and availability of electronic PHI against any reasonably anticipated threats or hazards, including implementation of reasonable administrative, physical, and technical safeguards by MHS covered entities under HIPAA.
Please note that the Privacy Office does not provide information on the Transactions, Code Sets and Identifiers requirements of HIPAA’s Administrative Simplification provisions. For more information, go to https://www.tricare.mil/Privacy/HIPAA.
FOIA – Freedom of Information Act:
The Freedom of Information Act (FOIA) is a federal law, granting the public access to information possessed by government agencies. Federal agencies and components are required to make records available to the public upon request. Please note that this does not apply to routine requests for copies of medical records which can be requested from our Medical Records Department.
How do I request information from Guthrie Ambulatory Health Clinic under FOIA?
All FOIA requests must be in writing: (letter, email/web form or fax). Label your request "Freedom of Information Act Request," preferably within the request letter and on the envelope/subject line/cover page, and address the request to:
Guthrie Ambulatory Health Clinic
Patient Administration ATTN: FOIA
11050 Mt Belvedere Blvd
Fort Drum, NY 13602
- Clearly state that you are requesting information under the Freedom of Information Act.
- Describe the records/information desired.
- State your willingness to pay a reasonable processing fee or justify why the fee should be waived.
- Label envelope and letter “Freedom of Information Act Request”
For any questions or concerns regarding FOIA please contact the FOIA Officer at (315) 772-5232. For additional information including a sample letter please see the DoD Freedom of Information Act Handbook go to: https://open.defense.gov/Transparency/FOIA/FOIA-Handbook/