TRANSFER OF THE DENTAL RECORD

The following procedures are designed to protect against loss or misfiling of the dental record during transfer between treatment facilities without jeopardizing the interest of the individual or the federal government.

Temporary Transfers, Active Duty

When a dental record is transferred temporarily to another activity (e.g., for consultation or specialty treatment), follow the procedures discussed in the internal chargeout control section in this chapter.

HANDCARRYING PERSONAL DENTAL RECORD.\Patients frequently handcarry their dental records when they have an appointment external to the record keeping DTF. If resources and time

Figure 2-12.\Request for Medical/Dental Records or Information, DD Form 877.

permit, however, the record should be delivered to the consulting provider with instructions to return it the same way. Do not jeopardize patient care or unnecessarily inconvenience the patient.

HANDCARRYING FAMILY MEMBER'S DENTAL RECORD.\When an adult patient's dental record is handcarried by someone other than the patient (spouse or an adult family member), release of the record must be authorized by the patient. Dental records of minor children may be released to the parent, sponsor, spouse, other adult family member, or the child's legal guardian. In divorce cases, a child's dental record may only be released to the parent who has been awarded custody of the child by a court order.

COPIES OF DENTAL RECORDS.\Excerpts from or copies of dental records for the patient may be approved by the treating dentist or DTF director.

Permanent Transfer to Ships or Stations

At the time of patient checkout from the DTF, personnel that are responsible for the release of dental records will ensure the following steps are completed. Further guidance for permanent transfers is found in MANMED, chapter 16.

If no dental record exists, construct a new dental record following the instructions in this chapter and MANMED. Have a dentist perform a T-2 dental examination.

Verify dental record.

Ensure patient has been processed for transfer.

Complete dental record chargeout.

Allow active duty members to handcarry their dental record, unless the DTF or member's command determines it is not in the Navy's or members's interest to do so. If the dental record is not to be handcarried, forward it via certified mail along with a DD Form 877, Request for Medical/Dental Records Information, or place dental record in the custody of authorized personnel.

Temporary Dental Records

In certain cases, a DTF may require the establishment of a temporary dental record, in addition to the patient's permanent dental record. Temporary records are required to ensure the timely availability of information that documents a current course of treatment for a patient being seen in the DTF. An example is a military member on temporary additional _{duty (TAD)} without his or her dental record who requires emergency dental treatment.

CUSTODY OF TEMPORARY DENTAL RECORD.\The temporary dental record is maintained by the DTF providing the current course of treatment. When the treatment is complete or when the patient returns to the location of the permanent dental record, the patient may handcarry the record or the custodian of the temporary record must forward it to the custodian of the permanent record.

CONSTRUCTION OF TEMPORARY DENTAL RECORD.\The temporary dental record must, at a minimum contain the following:

Privacy Act Statement, DD 2005

Dental Health Questionnaire, NAVMED 6600/3

Dental Treatment Form, EZ603A

If a dental record jacket is not used, care must be taken to securely fasten any radiographs to the forms comprising the temporary dental record.

DISPOSITION OF TEMPORARY DENTAL RECORD.\As soon as possible, the temporary dental record must be merged with the permanent dental record including all forms except the Privacy Act Statement. An entry must be made in the permanent dental record's most current dental treatment form that the merger has occurred.