EFMP Enrollment: What Medical Documents You Actually Need
Complete checklist of medical records required for Exceptional Family Member Program enrollment and renewal
Last Updated: January 11, 2026 • 12 min read
Quick Facts
- ✅ Need 12-24 months of medical records (more for chronic conditions)
- ✅ Both military AND civilian provider records required
- ✅ Documentation must show current treatment and ongoing needs
- ✅ Different tiers require different documentation levels
- ✅ Missing records delay PCS orders - start collecting 90 days before you need them
What is EFMP and Why Documentation Matters
The Exceptional Family Member Program (EFMP) ensures that military families with special medical, educational, or developmental needs are assigned to locations where appropriate services are available. Comprehensive medical documentation is critical because it:
- Determines your EFMP tier (Tier 1, 2, or 3), which affects assignment options
- Ensures services are available at your next duty station before you PCS
- Prevents delays in PCS orders - incomplete documentation can hold up your move for weeks
- Protects your family - ensures critical care isn't interrupted by a move
Critical Timeline
Start collecting EFMP documentation at least 90 days before you expect PCS orders. The EFMP screening process can take 4-6 weeks, and missing records can delay your entire move.
EFMP Tiers: What They Mean
EFMP assigns families to one of three tiers based on the complexity and availability of needed services:
TIER 1Most Locations Available
Conditions: Services available at most military installations
Examples: Asthma, ADHD, mild allergies, speech therapy, basic physical therapy
Documentation needed: Current diagnosis, treatment plan, medication list (12 months back)
TIER 2Moderate Limitations
Conditions: Specialized services not available at all bases
Examples: Autism (moderate), Type 1 diabetes, seizure disorders, behavioral health needs, occupational therapy
Documentation needed: Specialist evaluations, treatment frequency/intensity, service requirements (18-24 months back)
TIER 3Most Restricted
Conditions: Highly specialized care available at very few locations
Examples: Complex medical conditions requiring tertiary care, severe autism, multiple complex needs, rare diseases
Documentation needed: Comprehensive records from all specialists, detailed care plans, equipment/facility requirements (24+ months back, often entire treatment history)
Complete EFMP Documentation Checklist
Required for ALL EFMP Enrollments
- Current Diagnoses
Full diagnostic codes (ICD-10), date of diagnosis, diagnosing provider
- Treatment Plans
Ongoing treatments, therapy schedules, medication regimens, follow-up care
- Provider Notes
Last 12-24 months of visit notes from all treating providers (primary care + specialists)
- Medication List
Current medications with dosages, frequency, and prescribing provider
- Lab/Test Results
Recent bloodwork, imaging, diagnostic tests relevant to condition
Condition-Specific Documentation
Developmental/Behavioral (Autism, ADHD, etc.)
- Psychological evaluation reports (full ADOS/CARS for autism)
- IEP (Individualized Education Program) or 504 plan from school
- Behavioral therapy notes (ABA, OT, speech - last 12 months minimum)
- Medication management notes from psychiatrist
- Functional assessment showing daily living impact
Chronic Medical (Diabetes, Asthma, Epilepsy, etc.)
- Specialist notes (endocrinologist, pulmonologist, neurologist)
- Emergency room visits/hospitalizations (last 24 months)
- Home health care plans or medical equipment needs
- Lab trends (A1C for diabetes, peak flow for asthma, etc.)
- Emergency action plans (seizure protocol, asthma action plan)
Physical Disabilities/Mobility
- Physical therapy evaluation and treatment notes
- Durable medical equipment (DME) prescriptions and usage notes
- Orthopedic/physiatry specialist reports
- Surgical history and post-op notes (if applicable)
- Home modification needs or accessibility requirements
Mental Health
- Psychiatric evaluation and diagnosis
- Therapy notes (individual, family, group - last 12-18 months)
- Psychiatric medication management notes
- Crisis intervention or hospitalization records
- Safety plan or treatment goals documentation
Rare/Complex Conditions
- Comprehensive records from all specialists involved in care
- Genetic testing results (if applicable)
- Care coordination notes from case manager
- Hospital discharge summaries from all admissions
- Letter from primary specialist outlining care requirements at next location
How Far Back Do Records Need to Go?
| Condition Type | Recommended Timeframe |
|---|---|
| Well-controlled, stable | 12 months |
| Moderate/ongoing treatment | 18-24 months |
| Complex/multiple conditions | 24-36 months (full treatment history preferred) |
| New diagnosis (under 12 months old) | All records since diagnosis |
| Surgical/procedural history | All operative reports + 12 months post-op follow-up |
General rule: When in doubt, include more rather than less. EFMP coordinators would rather have complete records than ask for additional documentation later, which delays processing.
Military vs. Civilian Records: You Need Both
Military Treatment Facility (MTF) Records
Where to get them: MHS Genesis portal (for records since 2017-2022 depending on when your base transitioned) or medical records office at your current MTF
What to request: All visit notes, lab results, referrals, and treatment plans for the relevant timeframe
→ See our MHS Genesis Guide for step-by-step instructions
Civilian Provider Records
Where to get them: Directly from each civilian provider's office (specialists, therapists, etc.)
What to use: DD Form 2870 (Authorization for Disclosure of Medical Information) for each provider
→ See our DD Form 2870 Guide for complete instructions
Common Mistake to Avoid
Many families only submit MTF records and forget civilian records. EFMP coordinators need to see all care your family member receives - including off-base specialists, therapists, and urgent care visits. Incomplete records mean delayed processing.
How to Organize Your EFMP Documentation
Proper organization helps EFMP coordinators review your case faster and reduces requests for additional documentation.
Create a Master Summary Sheet
Include at the front of your packet:
- Family member's name, DOB, sponsor's info
- List of all diagnoses with ICD-10 codes
- List of all current providers with contact info
- Current medications and treatments
- Summary of service needs (therapy frequency, specialist visits, etc.)
Organize by Provider Type
Create separate sections for:
- Primary care notes (military and civilian)
- Each specialist (e.g., neurology, endocrinology, cardiology)
- Therapy providers (PT, OT, speech, ABA, behavioral health)
- Emergency/hospital visits
- Educational documents (IEP, 504 plan, school evaluations)
Sort Chronologically Within Each Section
Most recent documents first. This helps coordinators see current status and treatment trends.
Use Dividers or Labels
Physical binders: use tab dividers. Digital: use clearly labeled folders and file names (e.g., "2025-01-Neurology-DrSmith.pdf")
Highlight Key Information
Use sticky notes or highlighting to mark critical sections: formal diagnoses, treatment recommendations, service frequency requirements, provider contact info for questions.
Free EFMP Documentation Tracker
Download our free Excel/PDF tracker to keep tabs on which records you've requested, received, and submitted.
Download Tracker (Coming Soon)Timeline: When to Start Collecting
Before expected PCS
Start requesting records from all providers. Send DD Form 2870 to civilian providers (they have 30 days to respond).
Before expected PCS
Follow up on any missing records. Begin organizing received documents by provider/date.
Before expected PCS
Submit complete packet to your local EFMP office or when sponsor receives assignment notification (whichever comes first).
Before PCS
EFMP screening should be complete. Coordinate with gaining base EFMP office about service availability.
Don't Wait for Orders
Start collecting records before you receive PCS orders. Incomplete EFMP documentation can delay your orders by 4-8 weeks. If you're in a normal PCS cycle, begin the process at least 90 days before your typical PCS window.
What Happens After You Submit?
1. Initial Review (1-2 weeks)
Your local EFMP coordinator reviews documentation for completeness. They may request additional records or clarification from providers.
2. Assignment Coordination (2-4 weeks)
Your packet is sent to potential gaining bases. EFMP coordinators at those locations verify that required services are available and accessible.
3. Assignment Determination
If services are available: Assignment approved, PCS orders can be cut.
If services are NOT available: Assignment changed to a location where services exist, or family may stay behind if critical services are unavailable anywhere near new duty station.
4. Warm Handoff to New Location
After PCS, check in with your new base EFMP office within 30 days. They'll help you establish care with local providers and enroll in appropriate services.
Common Questions About EFMP Documentation
Do I need records from providers we only saw once?
Yes, include any provider who treated the qualifying condition - even one-time consultations. EFMP coordinators want the full picture of care.
What if my child's diagnosis is pending?
Submit what you have - evaluations in progress, screening results, referral notes. Your coordinator may request updated documentation once the formal diagnosis is made.
Can I submit records digitally?
Most EFMP offices now accept digital submissions (PDF) via email or secure portal. Call your local EFMP office to confirm preferred submission method and any file size limits.
How do I update EFMP if my family member's needs change?
EFMP is supposed to be updated whenever there's a significant change in condition (new diagnosis, change in treatment intensity, condition resolves). Submit updated records to your current EFMP office.
What if I can't get records from a previous duty station?
Contact the medical records office at your previous MTF or try accessing via MHS Genesis. For very old records (pre-Genesis), you may need to submit a request through the National Archives if the base no longer has them. Document your efforts if records are truly unavailable.
CarryForward Simplifies EFMP Documentation
Stop drowning in paperwork. CarryForward is designed specifically to help military families manage EFMP requirements:
- Track all providers - Know exactly who you need records from and where you are in the process
- Automated DD Form 2870 generation - Pre-filled forms for each provider, ready to send
- Organize by condition - Sort records by diagnosis, provider type, or date range with one click
- EFMP packet builder - Generates organized, coordinator-friendly submission packet automatically
- Timeline reminders - Never miss the 90-day window or follow-up deadlines