DA Form 2985: Admission and Coding Information Guid

DA Form 2985: Admission and Coding Information Guid – DA Form 2985, officially titled Admission and Coding Information, is a key U.S. Army medical form used at Military Treatment Facilities (MTFs). It captures essential patient administrative and clinical data during admission, supporting accurate medical records, coding, billing, statistical reporting, and patient care continuity.

Authorized under AR 40-400 (Patient Administration), this form serves dual purposes: documenting inpatient admissions and providing structured data for entry into systems like the Individual Patient Data System (IPDS).

Download the official DA Form 2985 PDF here: https://armypubs.army.mil/pub/eforms/DR_a/pdf/A2985.pdf (MAR 2000 edition).

What Is DA Form 2985 Used For?

DA Form 2985 records detailed patient information upon admission to an Army MTF. It includes demographics, service details, admission circumstances, diagnoses (using ICD codes), procedures, and disposition data.

Primary uses include:

  • Authorizing and documenting patient admissions.
  • Supporting medical coding for diagnoses and procedures.
  • Feeding data into Army medical databases for reporting, resource allocation, and readiness tracking.
  • Recording bed days, length of stay, and other workload metrics.
  • Assisting with special cases like battle casualties, deaths, or transfers.

It is completed by admitting clerks, with input from admitting officers and providers, and remains critical for maintaining accurate health records in compliance with Army and DoD policies.

Key Sections and Fields on DA Form 2985

The form is structured for efficient data entry, with numbered fields for coding and keypunching.

Patient Identification and Demographics:

  • Reporting MTF, location, register number.
  • Name, pay grade, sex, date of birth, age at admission.
  • Race, ethnicity, religion, marital status.
  • Social Security Number, organization (for active duty), length of service, ETS date.

Admission Details:

  • Source of admission/authority.
  • Date and hour of admission.
  • Unit location, MOS, flying status, beneficiary category.
  • Emergency contact information.
  • Clinic service admitting, previous admissions, trauma indicators.

Disposition and Transfer Information:

  • Date of disposition, type of disposition.
  • MTF transferred to/from.
  • Location of occurrence (especially for battle casualties).

Clinical Coding Sections:

  • Diagnoses (up to 8 fields, starting with principal diagnosis).
  • Procedures (up to 8 fields, starting with principal procedure).
  • Underlying cause of death, residual disability, autopsy info (if applicable).
  • Bed days, sick days, ICU days, patient acuity levels, and other workload metrics.

Signatures: Admitting officer and admitting clerk.

Who Uses DA Form 2985?

  • Admitting Clerks and Patient Administration Personnel: Primary responsibility for completion using patient ID cards and interviews.
  • Admitting Officers/Providers: Authorize admissions and provide clinical input (diagnoses, procedures).
  • Medical Records Staff: For coding, filing, and reporting.
  • Command and Resource Management: For workload statistics and readiness data.

It applies to active duty, dependents, retirees, and other eligible beneficiaries at Army MTFs.

How to Fill Out DA Form 2985 (Step-by-Step Overview)?

  1. Gather Information — Use the patient’s military ID, interview, and medical records.
  2. Complete Administrative Fields — Enter MTF details, patient demographics, service info accurately.
  3. Document Admission — Note source, date/time, clinic service.
  4. Enter Clinical Data — Providers supply ICD codes for diagnoses and procedures.
  5. Record Disposition — Update upon discharge/transfer with dates and details.
  6. Review and Sign — Ensure accuracy; obtain required signatures.
  7. Submit/Enter Data — Forward for keypunching or electronic entry into relevant systems.

Tip: Accuracy is critical for proper coding, reimbursement (if applicable), and statistical integrity. Refer to AR 40-400 and MTF-specific guidelines.

Importance in Army Healthcare and Patient Administration

DA Form 2985 supports the broader Army medical mission by ensuring:

  • Data Quality for DoD health records and readiness reporting.
  • Compliance with regulations like AR 40-66 (Medical Record Administration).
  • Efficient Resource Management through bed days and acuity tracking.
  • Seamless Transitions for patient transfers and dispositions.

In deployed or operational settings, it aids in tracking casualties and maintaining accountability.

  • AR 40-400: Primary reference for patient administration.
  • AR 40-66: Medical record policies.
  • Other common forms: DD Form 1380 (Tactical Combat Casualty Care), SF 515 (Tissue Exam), etc.
  • Electronic systems may supplement or replace paper in modern MTFs, but the data elements remain similar.

For the most current guidance, consult your local MTF Patient Administration Division or official Army publications at armypubs.army.mil.

Note: This article provides general information based on publicly available sources. Always follow current Army regulations and MTF procedures for official use. Forms and policies can be updated; verify with authoritative .mil sources.