DA Form 8005-5: Outpatient Treatment Records Guide – DA Form 8005-5 serves as the official light blue folder (jacket) for Outpatient Medical Records (OMR) in the U.S. Army medical records system. It is part of the DA Form 8005-series used to organize and protect outpatient treatment documentation for eligible beneficiaries.
This article explains its purpose, proper use, preparation, and management according to Army Regulation (AR) 40-66, Medical Record Administration and Healthcare Documentation. It targets active duty, veterans, family members, and administrators in the United States.
What Is DA Form 8005-5?
DA Form 8005-5 is titled “Outpatient Medical Record (OMR) (Light Blue).” It functions as a physical folder or jacket that holds outpatient treatment records (OTRs) for non-active duty beneficiaries or specific cases where the 8005-series is designated.
- Color coding helps distinguish record types in military treatment facilities (MTFs).
- It is used alongside or in place of other series like DA Form 3444-series depending on patient category and MTF policy.
- Related forms in the series include variations like DA Form 8005 (orange), 8005-1 (light green), etc., for different record categories.
These folders maintain continuity of care for outpatient visits, which include clinic appointments, non-admitted emergency care, follow-ups, and related documentation without overnight hospital stays.
Purpose of Outpatient Treatment Records (OTR) Using DA Form 8005-5
The primary purpose is to document and store all outpatient medical care in a standardized, accessible format. This supports:
- Continuity of care across providers and facilities.
- Compliance with DoD health record policies and HIPAA-protected health information (PHI) rules.
- Readiness and benefits processing, including transitions to VA care for veterans.
Outpatient records are generally cumulative and may span years from multiple MTFs. They differ from inpatient treatment records (ITRs) or full Service Treatment Records (STRs) for active duty personnel.
Who Uses DA Form 8005-5 and Outpatient Records?
- Family members of active duty or retirees (often with Family Member Prefix – FMP).
- Retirees and other non-active duty eligible beneficiaries.
- Certain Reserve, National Guard, or civilian cases as specified in AR 40-66.
Active duty personnel typically use Service Treatment Records (STRs/HRECs), but outpatient elements may integrate into these systems. Records remain the property of the Department of Defense.
How to Prepare and File DA Form 8005-5
Preparation follows strict guidelines in AR 40-66 (Chapter 4 and 6):
- Patient Identification: Use FMP + Sponsor SSN, full name, DOB, sex, status, and MTF code. Terminal digit filing system is standard.
- Contents: Include SF 600 (Chronological Record of Medical Care), other approved forms, progress notes, labs, and summaries. Follow order specified in figures for 8005-series jackets.
- Filing: Secure documents on fasteners inside the folder. Maintain confidentiality and proper charge-out procedures.
Electronic systems like MHS GENESIS supplement or replace paper in modern facilities, but paper jackets like DA Form 8005-5 remain relevant for certain records and archives.
Download DA Form 8005-5: Official sources include Army Publications sites or MTF medical records departments. Search “DA Form 8005-5 PDF” on armypubs.army.mil or contact your local MTF. Always use the latest authorized version.
How to Request, Transfer, or Access Outpatient Records?
- Transfers: Use DD Form 2138 for outpatient record transfers between facilities (e.g., during PCS moves).
- Requests: Submit DD Form 2870 (Authorization for Disclosure) for copies. Veterans may access via VA processes or NPRC for retired records.
- Disposition: Follow AR 25-400-2 retention rules; inactive records are retired to the National Personnel Records Center (NPRC) after set periods.
For copies or releases, contact the MTF Medical Records Department directly. Processing may take time due to privacy requirements.
Key Regulations and Best Practices (AR 40-66)
- Confidentiality: Strict PHI handling per HIPAA and DoD rules. Only authorized disclosures.
- Entries: Made by the treating provider at the time of care. Legible, signed, and dated.
- Updates: Regulations evolve; check current AR 40-66 or DHA policies for electronic record transitions.
Military treatment facilities manage these records in closed systems—patients generally do not hand-carry them.
Common Questions About DA Form 8005-5
Is it the same as a full medical record? No—it specifically jackets outpatient documentation. Inpatient or full STRs use different formats.
What if I lose the record? Duplicates may not be easily provided; report immediately to the MTF.
Transition to VA? Upon retirement or separation, records (or copies) transfer or become accessible via VA processes for disability claims.
Importance for U.S. Service Members and Families
Proper management of DA Form 8005-5 and associated outpatient records ensures seamless care, supports deployments/readiness, aids in benefits claims, and protects sensitive health information. Whether you’re PCSing, retiring, or managing family health, understanding this form helps navigate the Military Health System effectively.
For personalized assistance, visit your nearest MTF Medical Records section or refer to official Army/DHA resources. Always verify with current regulations as policies update.
This guide is for informational purposes based on publicly available U.S. Army and DoD sources. Consult official channels for specific cases.