the nine digits of the SSN are divided into three number
groups for ease in reading. This practice reduces the
chance of transposing numbers. For example, in the
TDFS system the SSN 123-45-6789 is visually
grouped and read from right to left (instead of left to
right), as follows:
On the health record, the family member prefix
(FMP) is added to the patients social security number.
The FMP is a system used by the Navy to show a
beneficiarys relationship to the sponsor. For instance,
the FMP for active duty personnel is 20, while the FMP
for a spouse is 30 (fig. 12-1).
Under the Terminal Digit Filing System, the
central files are divided into 100 approximately equal
sections. Each section is identified by a maximum of
100 file guides bearing the 100 primary numbers, 00
consecutively through 99. Each of these 100 sections
contain records whose terminal digits correspond to
the sections primary number (fig. 12-1). For
example, every record with the SSN ending in 56 is
filed in section 56.
Within each of these 100 sections, health records
are filed in numerical sequence according to their
secondary numbers. The secondary number is the
pair of digits immediately left of the primary number
To make filing of health records easier, health
record jackets are color-coded. The second to the last
digit of the SSN is preprinted on the jacket. The color
of the health record jacket corresponds to the
preprinted digit as follows:
Centralized files having records based upon more
than 200 SSNs, or a file of more than 200 records, may
need to use the TERTIARY (third) NUMBER in filing.
In a properly developed and maintained terminal-digit,
color-coded and block-filing system, it is almost
impossible to misfile a record. A record misfiled with
respect to the left digit of its primary number (for
example, a 45 that has been inserted among the 55s)
will attract attention because of its different record
jacket color. A record jacket misfiled in respect to the
right primary number (for example, a 45 that has been
inserted among the 42s) causes a break in the diagonal
pattern formed by the blocking within a color group.
Authorized exemptions from the requirements of
the TDFS are discussed in detail in the MANMED.
OPENING HEALTH RECORDS
when a health record should be opened,
and select the appropriate record jacket
and sequence of medical forms to be placed
within a new record.
This section will discuss the opening of active duty
HRECs. HRECs are opened when an individual
becomes a member of the Navy and Marine Corps,
when a member on the retired list is returned to active
duty, or when the original record has been lost or
When establishing the four-part health record, the
appropriate military health record jacket and required
forms must be current and assembled in accordance
with current directives.
OPENING HEALTH RECORDS FOR
ACTIVE DUTY OFFICERS
Recruiting offices open HRECs for civilian
applicants who are accepted for an officer
FIRST PART: TERTIARY NUMBER
SECOND PART: TERTIARY NUMBER
( 123-45* )
FAMILY MEMBER PREFIX (FMP) CODE
Figure 12-1.Example of social security number grouping
and family member prefix.