DD Form 2870 Guide: How to Request Medical Records from Civilian Providers

What is DD Form 2870?

DD Form 2870 (Authorization for Disclosure of Medical or Dental Information) is the Department of Defense's official form that authorizes healthcare providers to release your medical and dental records to you or another party.

This form is required when you need to obtain medical records from civilian healthcare providers, which is common for military families who:

Use TRICARE Select and see civilian providers
Receive specialty care from civilian doctors under TRICARE Prime
Need records from providers near previous duty stations
Are compiling records for EFMP enrollment or renewal
Need shot records for school enrollment after a PCS

When Do You Need DD Form 2870?

Before a PCS Move

Request records from all civilian providers 6-8 weeks before your move. Providers have 30 days to respond, so start early to ensure you have everything before out-processing.

For EFMP Documentation

EFMP enrollment and renewals require comprehensive medical documentation from all providers who have treated your family member's qualifying condition, including civilian specialists and therapists.

School Enrollment

If your child received immunizations from a civilian provider (common with TRICARE Select), you'll need official shot records from that provider for school registration.

New Provider Appointments

When establishing care with new providers at your next duty station, having complete records ensures continuity of care and prevents duplicate testing.

How to Fill Out DD Form 2870 (Step-by-Step)

Section I: Patient Information

Name: Full legal name of the patient (the person whose records you're requesting)
SSN or DoD ID: Social Security Number or Department of Defense ID Number
Date of Birth: Patient's date of birth
Address: Current mailing address where records should be sent

Section II: Authorization

This section authorizes the release of records. Key fields:

From: Name and address of the civilian provider holding the records
To: Where records should be sent (usually your address, or directly to new provider)
Purpose: Check "Continuity of Care" or write "PCS Move" or "EFMP Documentation"
Records Type: Specify "Complete Medical Record" or list specific items (labs, immunizations, etc.)
Date Range: Specify date range (e.g., "All records from 01/15/2023 to present")

Section III: Signature & Date

Who signs:

Patient (if 18 or older)
Parent/legal guardian (for minors under 18)
Sponsor with power of attorney (if applicable)

Important: Form is valid for 1 year from signature date. Don't pre-sign blank forms.

Additional Documents to Include

Copy of ID: Driver's license or military ID (both sides)
Fee payment: Check or money order if provider disclosed fees in advance
Return envelope: Self-addressed stamped envelope (optional but helpful)

How to Submit DD Form 2870

Recommended Method: Certified Mail

Send via USPS Certified Mail with Return Receipt. This provides proof of delivery and starts the 30-day legal clock for provider response.

Submission Options (in order of reliability):

1. Certified Mail (RECOMMENDED)

Cost: ~$7 (certified + return receipt)
Proof: Signed receipt showing date delivered
Timeline: 30-day countdown starts from delivery date

2. Fax with Confirmation

Cost: Free (if you have fax access)
Proof: Fax confirmation page
Note: Some offices prefer fax for faster processing

3. Email (if provider accepts)

Cost: Free
Proof: Email receipt
Note: Call first to confirm they accept email requests

4. In Person

Cost: Free
Timeline: Sometimes same-day or 1-2 weeks
Note: Only practical if you haven't PCS'd yet

What to Expect: Fees & Timeline

Typical Fees

Under federal law (HIPAA), providers can charge reasonable, cost-based fees for copying and mailing records:

$0.50 - $1.00 per page for paper copies (typical)
$6.50 flat fee for electronic records on CD/USB or email (common)
Labor costs: Some providers charge $25-50 for staff time to compile/review records
Postage: Actual cost of mailing (usually $5-15 depending on size)

Example: 50-page medical record = ~$25-40 for copying + $10 labor + $8 postage = $43-58 total

Timeline

Days 1-7:Provider receives and processes your request
Days 7-14:Provider may contact you about fees or clarifications
Days 14-30:Records prepared, copied, and mailed to you
Day 30:Legal deadline - Provider must fulfill request by this date

What If the Provider Doesn't Respond?

Under federal law (HIPAA Right of Access), healthcare providers must provide you with your medical records within 30 days. If they don't:

Step 1: Send a Follow-Up Letter (Day 31-35)

Reference your original request date, remind them of the 30-day requirement, and give them 5 additional business days.

Step 2: Call the Office Manager (Day 36-40)

Ask to speak with the medical records department or office manager. Politely explain you need records for a PCS move and reference the federal 30-day requirement under HIPAA.

Step 3: File a Complaint (Day 41+)

If still no response, file a complaint with:

HHS Office for Civil Rights: File HIPAA complaint
State Medical Board: Report non-compliance to the provider's licensing board
TRICARE if applicable: Report to TRICARE regional contractor

Sample Follow-Up Letter Template

[Your Name]

[Your Address]

[Date]

[Provider Name]

[Provider Address]

Re: Second Request for Medical Records - [Patient Name]

Dear Records Department,

I am writing to follow up on my medical records request submitted via DD Form 2870 on [DATE], which was delivered to your office on [DELIVERY DATE] (certified mail receipt attached).

Under federal HIPAA regulations (45 CFR § 164.524), healthcare providers must provide patients with their medical records within 30 days of a request. It has now been [NUMBER] days since my request was delivered.

I am a military family member who is PCS'ing to [LOCATION] on [DATE] and urgently need these records for continuity of care at my next duty station. Please provide the requested records within 5 business days to avoid a formal complaint with the HHS Office for Civil Rights.

Sincerely,
[Your Signature]
[Your Printed Name]

Alternative: Using Your State's Medical Records Request Form

While DD Form 2870 is the official DoD form, you can also use your state's medical records release formif the provider prefers it. Some states have specific forms with additional protections.

Where to find your state's form:

Search "[Your State] medical records request form" + ".gov"
Check your state's Department of Health website
Call the provider's office and ask if they have a preferred form

Note: The 30-day timeline and fee rules still apply regardless of which form you use.

Download DD Form 2870

Get the official DD Form 2870 from the Defense Health Agency:

Download Official Form (PDF)

Source: Defense Health Agency (DHA) - Official DoD Forms Repository

CarryForward Makes This Easier

Tired of chasing down civilian providers for records? CarryForward helps you:

Track all your requests - Know exactly which providers you've contacted and when
Set automatic reminders - Get alerted on day 25 if you haven't received records
Store everything in one place - Upload received records and organize by family member
Generate follow-up letters - Pre-filled templates for non-responsive providers

Join the Waitlist

Frequently Asked Questions

Do I need a separate form for each provider?

Yes. Each provider needs their own DD Form 2870 with their specific information in Section II. You cannot use one form to request from multiple providers.

Can I request my spouse's or child's records?

For minors under 18: Yes, parents/legal guardians can sign. For adults: You need power of attorney or written authorization from the patient themselves. Spouses cannot automatically access each other's records.

What if I don't know my exact treatment dates?

Provide an approximate range (e.g., "January 2023 to present" or "All records from 2023-2024"). Providers can pull records by patient name and date range.

Do I need records from my MTF (military hospital)?

No, you don't need DD Form 2870 for military treatment facilities. MTF records are in MHS Genesis (for records since 2017) and can be accessed directly. See our MHS Genesis Guide.

Can providers refuse my request?

Generally, no. Under HIPAA, you have a right to your medical records. Providers can only deny requests in rare circumstances (e.g., psychotherapy notes, information compiled for legal proceedings). They cannot deny based on unpaid bills.

DD Form 2870 Complete Guide

Quick Facts