PCS Medical Records Checklist: Don't Leave Without These
TL;DR - The Essentials
Start requesting medical records 60-90 days before your PCS. You need: shot records, visit summaries (last 2 years), current prescriptions, EFMP documentation (if applicable), and provider contact info. Use DD Form 2870 to request from civilian providers—they're legally required to comply.
Why This Matters
You're about to PCS. Between household goods pickup, housing search, and saying goodbye to friends, medical records are probably the last thing on your mind. But here's the reality:
- Schools won't enroll your kids without shot records
- New providers need medical history to prescribe medications
- EFMP enrollment at your new duty station requires complete documentation
- MHS Genesis doesn't have records from civilian providers
The families that plan ahead? They get their kids in school on Day 1. The families that don't? They're frantically calling old providers from 3 time zones away.
Timeline: When to Start
90 Days Before PCS
- ✅ Make list of all providers (primary care, specialists, dentist, mental health)
- ✅ Start DD Form 2870 requests for civilian providers
- ✅ Download MHS Genesis records if using MTF
60 Days Before PCS
- ✅ Follow up on DD Form 2870 requests (providers have 30 days to respond)
- ✅ Get current prescription lists from pharmacy
- ✅ Request EFMP documentation if enrolled
30 Days Before PCS
- ✅ Organize all received records (digital copies recommended)
- ✅ Get shot records printed/certified for school enrollment
- ✅ Create provider contact sheet for new location
Week Before PCS
- ✅ Keep medical records in your car or carry-on (NOT in household goods)
- ✅ Have digital backups on phone/cloud
- ✅ Confirm you have everything on this checklist
The Complete Checklist
For Each Family Member
Essential Documents
- Complete immunization record (shot record)
Official, stamped copy from provider or health department. Schools require this.
- Last 2 years of visit summaries
After-visit summaries (AVS) from all appointments. New providers need context.
- Current prescription list with dosages
Include medication name, dosage, frequency, and prescribing doctor.
- Allergy list
Drug allergies, food allergies, environmental allergies.
- Chronic condition management plans
Asthma action plan, diabetes care plan, etc.
For EFMP Families (Additional)
- EFMP Category documentation
Current enrollment paperwork showing category (A, B, C, etc.)
- IEP or 504 Plan (if applicable)
Schools need this for educational accommodations
- Specialist treatment plans
Cardiology, neurology, etc. - comprehensive care plans
- Therapy progress notes (PT, OT, speech)
Last 6-12 months of therapy notes
- Psychiatric/psychological evaluations
Diagnostic reports, medication management notes
- Recent diagnostic tests
MRIs, genetic tests, sleep studies - anything within last year
Provider Contact Information
For each provider, collect:
- • Provider name and specialty
- • Clinic/hospital name
- • Phone and fax numbers
- • Email (if available)
- • Patient ID number (your medical record number with that provider)
- • First and last visit dates
Pro tip: Future you will thank you for having this when you need to request additional records.
How to Request Records
From MTF (MHS Genesis)
- 1. Log in to MHS Genesis Patient Portal at mhsgenesis.health.mil
- 2. Navigate to "Health Records" in the main menu
- 3. Click "Download My Records"
- 4. Select date range: Recommended last 3 years for comprehensive history
- 5. Download as PDF - file will be large but complete
Note: MHS Genesis only has records from MTFs. Civilian network providers submit claims, not medical records, so you'll need to request those separately.
From Civilian Providers (DD Form 2870)
If you use TRICARE Select or see civilian network providers, use DD Form 2870 (Authorization for Disclosure of Medical or Dental Information).
Legal Authority
Under MIC3 Article IV and HIPAA Right of Access, civilian providers MUST release your medical records within 30 days of receiving DD Form 2870. They cannot refuse.
Step-by-Step:
- 1. Download DD Form 2870 from DoD Forms
- 2. Fill out patient information: Your name, DOB, SSN, address
- 3. Specify records needed:
- • Date range (e.g., "All records from January 2023 to present")
- • Types (e.g., "Visit summaries, lab results, immunization records")
- 4. Sign and date (digital or physical signature)
- 5. Submit:
- • Fax to provider's medical records department
- • Or hand-deliver/mail with tracking
- 6. Follow up after 2 weeks if you haven't received anything
CarryForward Does This For You
Our app auto-fills DD Form 2870 with your family member info, generates PDFs, and tracks submissions. Join the waitlist for early access.
What to Do With Records
Organization Tips
- Physical copies: 3-ring binder with dividers for each family member
- Digital copies: Scan or photograph all paper records
- Backup: Store digital copies in 2+ places (phone, computer, cloud, USB drive)
- During move: Keep records in your car or carry-on luggage, NEVER in HHG
What to Bring to School Registration
- ✅ Official immunization records (stamped by provider or health department)
- ✅ Birth certificate
- ✅ Proof of residency (orders, utility bill, lease)
- ✅ IEP or 504 Plan (if applicable)
- ✅ Last school's transcript/report card
Most common delay: Shot records that aren't "official" (e.g., handwritten, no stamp). Get them certified before you PCS.
Common Mistakes to Avoid
❌ Waiting until the week before PCS
Providers have up to 30 days to fulfill requests. Start early.
❌ Putting records in household goods
HHG can take weeks to arrive. You need records immediately for school and new providers.
❌ Only requesting "immunization records"
Request "complete medical records" or you'll miss visit notes, prescriptions, etc.
❌ Not keeping provider contact info
You'll almost always need to request something else later. Save those phone numbers.
❌ Assuming MHS Genesis has everything
It doesn't. Civilian providers don't submit medical records to MHS Genesis.
FAQs
Can I be charged for medical records?
Under HIPAA Right of Access, providers can charge a "reasonable, cost-based fee" (usually $0-$25). DD Form 2870 requests are typically free for active duty families, but policies vary by provider.
What if the provider won't release records?
They're legally required to under HIPAA and MIC3 Article IV. Escalate to the clinic manager, then file a complaint with the Office for Civil Rights (OCR) at HHS.gov.
How long do I need to keep medical records?
Permanently for immunization records. 7 years for most other records. For EFMP, keep all documentation indefinitely.
What if I'm OCONUS?
Request records 120 days before PCS. International mail is slower, and you may need certified translations for host nation providers. Use APO/FPO address for DD Form 2870.
Stop Managing This on Your Own
CarryForward automates this entire process. One secure place for all family medical records, automatic DD Form 2870 generation, and instant access to shot records on your phone.