Transfers to Ships or Stations
When a member is about to be transferred to a deployable unit or command, a medical officer or the Medical Department representative will screen the member’s health record to determine if he or she is physically qualified for the assignment. If the member has been delinquent in receiving a current physical examination, or if the member has had a significant illness or injury during the last 12 months, a physical examination will be performed. If the member’s physical examinations are current and there is no evidence of significant illness or injury, the medical officer or Medical Department representative may screen the record to certify that the member is qualified for transfer to a deployable unit. This screening will be annotated on an SF 600 and will include:
When a member is to be transferred overseas on an accompanied tour, a physical examination is required to ensure there is no significant illness or injury that adversely impacts on the assignment. Family members will also receive a physical examination. When the member is going overseas on an unaccompanied tour of duty, the family records are to be screened by a medical officer to ensure there is no illness or injury that will require an early return of the member for family health reasons. All screenings will be entered on the SF 600 as well as on the NAVPERS 1300/16, Report of Suitability for Overseas Assignment.
The assembled records will be provided to the member or the cognizant personnel officer responsible for the transfer and will include the following additional entries, as applicable:
Lost, Damaged, or Destroyed Records
When a health record is lost or destroyed, the custodian will open a replacement health record. The designation REPLACEMENT will be prominently entered on the jacket and all forms replaced. A brief explanation of the circumstances requiring a replacement and the date accomplished will be entered on SF 600. If the missing record is subsequently recovered, the information or entries in the replacement record will be inserted in the original record. Since COMNAVMEDCOM no longer maintains copies of current health records, it cannot furnish replacements for lost or destroyed original records.
A health record or any portion thereof will be duplicated whenever it approaches a state of illegibility or deterioration that may endanger its future use or value as a permanent record. The duplicate health record or duplicate portion thereof will be a like reproduction of the original insofar as possible, Particular attention to detail will be used in the actual transcription. When an entire health record is duplicated, the designation DUPLICATE will be prominently entered on the jacket and all forms duplicated. When only component forms are duplicated, they will be individually identified as DUPLICATE. The circumstances necessitating the duplication and the date accomplished will be entered on SF 600. The original health record or any portion replaced by a duplicate will be placed in a plain envelope for protection and preservation and made a permanent part of the health record. On the front of the envelope, record the member’s full name, SSN, date of birth, and list of original records contained in the envelope. Mark the envelope “ORIGINAL HEALTH RECORDS—PERMANENT” and file as the bottommost form on the right side of the health record jacket.
Hospitalization
When a patient is transferred to a naval medical facility, the health record will be delivered with the patient. If the member is admitted to a medical facility while away from his/her command, the health record will be forwarded as soon as practical to the medical facility. Upon discharge from the naval hospital, if the member is directed to proceed home and await final action on the recommended findings of a physical evaluation board, an entry to this effect will be recorded in the health record.
Should a member be admitted to a non Federal medical facility for treatment involving