examination, and upon detachment. The health records of class II Marine Corps reservists are verified at the time of the annual audit of the Ready Reserve.
Each record will be carefully reviewed, and any errors or discrepancies noted will be corrected. Special attention will be given to ensure accuracy of the name, SSN, designator or military occupational specialty, date of birth, sex, and grade or rank. Additionally, verify blood group and Rh factor, current immunizations and allergies and record newly acquired marks or scars. Ensure that all required tests have been performed and that all forms are filed in the proper order.
All signatures in the health record will be signed in black or biue-black ink. The name and grade or rating of Medical Department officers will be typed, printed, or stamped below their signature. Stamped facsimile signatures will NOT be used on any medical or dental forms of the health record. The signing individual assumes responsibility for the correctness of the entry.
If an erroneous entry is noted on review of a health record draw a single diagonal line through it, making sure not to obliterate any part of that entry. An additional entry will be made on an SF 600 showing wherein and to what extent the original entry is erroneous. On the left side of the form containing the erroneous entry, the date of the correcting entry as well as the signature, including grade/rate, of the Medical Department representative making the change will be recorded. If an error is made at the time a handwritten entry is being placed on a health record form, draw a single line through the erroneous word or phrase, put your initials above the error, and continue with the entry. Corrections of typographical or clerical errors (e. g., transposition of numbers or letters) are authorized (fig. 10-1).
When the health record is verified during a given year, an SF 600 entry is made and the corresponding year block on the front leaf of the jacket shall be blacked out using a black felt-tip pen. At the end of a calendar year, records that have not been verified during the year can be identified readily and the annual verification accomplished.
Treatment records, NAVMED 6150/10-19, and their contents are the property of the Federal Government. The health record is retained in the custody of the medical officer of the ship or station to which the member is assigned. If the ship or station has a dental facility, the dental record is placed in the custody of the dental officer. On ships or stations without a medical officer, the health record may be placed in the custody of the Medical Department representative at the discretion of the commanding officer. When Medical Department personnel are not assigned, the commanding officer may assign custody of the health records to other local representatives of the Medical Department who generally furnish medical support. The custody of treatment records by individuals is absolutely prohibited.
Health records are subject to inspection at any time by the commanding officer, superiors in the chain of command, the fleet medical officer, or other duly authorized inspectors. Otherwise, the health record is for official use only, and adequate security and custodial care are required.
There are many ideas on the method of adequate security and custodial control. In general, health records should be stored in such a manner as to be inaccessible to the crew or general public. No records or record pages should be left lying around. This also helps to prevent loss or misplacement of records.
Medical Department personnel will maintain a Health Records Receipt, File Chargeout, and Disposition Record, NAVMED 6150/7, for each health record in their custody. The completed charge out form shall be retained in the file until the record is returned.
Medical officers or Medical Department representatives are responsible for the completeness of required health record entries while the record remains in their custody.
The health record of a naval member is serviced by personnel of the Medical Department of the Navy insofar as possible. However, if a naval member is performing an assignment with the Army or the Air Force, or if the medical facilities of either of these only are available, the health record may be serviced by Army or Air Force Medical Department personnel if the attendant service interposes no objection and considers the procedure feasible. Reciprocal procedures for servicing the health records of Army or Air Force personnel by personnel of the Medical Department of the Navy will be maintained whenever feasible and if requested by authorized representatives of those services.