DA Form 8005-4: Outpatient Treatment Records Guide

DA Form 8005-4: Outpatient Treatment Records Guide – DA Form 8005-4 serves as the official Outpatient Medical Record (OMR) folder (Tan color) used in U.S. Army medical facilities. It organizes and protects outpatient treatment documentation for non-active duty beneficiaries, family members, retirees, and certain civilians receiving care at military treatment facilities (MTFs).

What Is DA Form 8005-4?

DA Form 8005-4 is a specialized manila-style folder (part of the DA Form 8005-series) designed specifically for Outpatient Treatment Records (OTRs). The tan color distinguishes it for particular categories of patients, such as certain non-military beneficiaries.

It functions as the physical jacket that holds key medical documents, including:

  • SF 600 (Chronological Record of Medical Care)
  • Consultation sheets
  • Lab results
  • Immunization records
  • Other outpatient encounter documentation

This form supports continuity of care, especially in hybrid paper-electronic environments while the Army transitions toward fully electronic health records like those in the Military Health System (MHS).

Note: Active duty service members primarily use Service Treatment Records (STRs) in DA Form 3444-series or 8005-series folders, but DA Form 8005-4 applies more commonly to outpatient records for dependents, retirees, and eligible civilians.

Purpose and Importance of Outpatient Treatment Records

Outpatient Treatment Records document all non-inpatient medical care, such as clinic visits, preventive services, minor procedures, and follow-ups. Key purposes include:

  • Ensuring continuity of care across providers and facilities.
  • Supporting medicolegal requirements, claims, and benefits processing.
  • Facilitating research, education, and quality improvement.
  • Complying with privacy laws like HIPAA and the Privacy Act.

Proper maintenance of these records is critical for TRICARE beneficiaries, VA claims, and seamless transitions between military and civilian providers.

Who Uses DA Form 8005-4?

  • Family members of active duty, retirees, and eligible dependents.
  • Retirees and their families.
  • Civilian employees or other authorized non-active duty beneficiaries at Army MTFs.
  • Cases where separate outpatient records are maintained alongside or instead of full electronic entries.

How to Prepare and Use DA Form 8005-4 (Key Guidelines)?

According to AR 40-66 (Medical Record Administration and Healthcare Documentation):

  • Patient Identification: Use the patient’s recording card for accurate labeling.
  • Filing: Follow terminal digit or other approved systems. Place documents in the correct order (typically chronological or by category).
  • Entries: Made by the provider who delivers the care. Use authorized forms like SF 600.
  • Color Coding: Tan (8005-4) for specific outpatient categories; other colors in the series (e.g., light blue) for variations.

Always ensure protected health information (PHI) is handled per privacy regulations.

Initiating, Transferring, and Disposing of Records

  • Initiating: Created when outpatient care begins at an MTF for eligible patients.
  • Transferring: Use DD Form 2138 or other approved methods when patients move to new facilities. Records may be requested by patients or authorized parties.
  • Disposition: Follow AR 40-66 guidelines for retirement to the National Personnel Records Center (NPRC) after set retention periods (e.g., 2–5+ years at MTFs depending on type).

Pro Tip for USA Visitors: Retirees, veterans, and family members can request copies through their MTF Patient Administration or via the National Archives for older records.

  • DA Form 8005-series: Includes variations like 8005-5 (Light Blue).
  • DA Form 3444-series: Alternative jackets for other OTRs.
  • Common inserts: SF 600, DD Form 2766 (Preventive Care), lab reports, etc.

Download DA Form 8005-4

Official DA Form 8005-4 (Outpatient Treatment Records) PDF Download
Download Here – Official Source (Search for DA Form 8005-4 on Army Publishing Directorate or contact your MTF for the latest version).

Always verify the most current version through official Army channels (armypubs.army.mil) or your local Military Treatment Facility, as forms are updated periodically.

Best Practices and Common Questions

  • Electronic Transition: Many records are now in AHLTA or MHS Genesis. Paper folders like DA Form 8005-4 supplement where needed.
  • Privacy: Access is strictly controlled. Use DD Form 2870 for authorizations.
  • Requests: Contact your MTF’s Patient Administration Department for copies or transfers.
  • For Veterans: Outpatient records may support VA disability claims—request via eVetRecs or SF 180.

Maintaining accurate outpatient treatment records ensures you receive the best possible care and protects your benefits.

This article is for informational purposes only and is based on official U.S. Army regulations such as AR 40-66. Consult your local MTF or legal advisor for personalized guidance.

Keywords: DA Form 8005-4, Outpatient Treatment Records, Army medical records, OMR Tan folder, AR 40-66, military health records, TRICARE outpatient documentation.