Medical Records


What is the function of the Medical Records Department?
We facilitate the creation and maintenance of medical records for Active duty, Retirees, Dependents, and Midshipmen who are enrolled at NHC Annapolis.
Location: First deck across from Immunizations Clinic
Hours of operation: Monday-Friday 0730-1600
Phone: (410) 293-3610
Fax: (410) 293-2615


Naval Health Clinic Annapolis utilizes the Closed Medical Records System, per DoD Instruction 6040.43.
What is a Closed Medical Record System?
A Closed Medical Records System is a system that requires Naval Health Clinic Annapolis to maintain positive control of our beneficiaries’ outpatient medical records at all times. This means that your medical record will never leave the custody of the Clinic while you are enrolled. This will significantly reduce the possibility of it being lost, and ensures record availability when your healthcare team needs it. You will not need to pick up your medical record before your appointment: Clinic staff is happy to deliver your record directly to your healthcare team upon their request.
Why can't I keep my medical record?
The staff at Naval Health Clinic Annapolis wants to ensure that your medical record is always complete for your safety and continuity of care. Medical records are the property of the U.S. Government and must be maintained by the military treatment facility to which you are enrolled. By housing your medical record at Naval Health Clinic Annapolis, staff can ensure current information such as lab reports, radiology results, medications, and treatment plans are recorded in your medical record.

The following forms & instructions are utilized by the Medical Records Department at NHCA:


Form Description
Medical Records Policies Policies, Roles, and Responsibilities
DD0877 Request for Medical/Dental Records or Information
DD2569 Third Party Collection Program/Medical Services Account/Other Health Insurance
DD2870 Authorization for Disclosure of Medical or Dental Information
NAVMED 6150/8 Outpatient Record Release Request and Transfer Receipt


Copies of Medical Records
To request a copy of your medical record, you can print and fill out DD form 877 provided in the link above and fax to (410) 293-2615. You may also request a copy in person at NHC Annapolis Medical Records Department, located on the first deck directly across from Immunizations. Copies of medical records can be mailed to an address provided or picked up in person. To pick up your record in person please provide a phone number in the remarks section of DD Form 877 so we can reach you when your record is completed.

Copies of medical records will be delivered in approximately 30 – 45 days from receipt of request.


The initial copy of your medical record is free. Any additional copies will cost $20.00 per copy.


Inactive Records
Outpatient Medical Records are retired after 2 years of inactivity to the National Personnel Record Center. More information can be found at

Department of Veterans Affairs Representative
Naval Health Clinic Annapolis
250 Wood Road
Annapolis, MD 21402
Telephone: (410) 293-1202
Fax: (410) 293-2615
Hours: Mon-Fri 0730-1600
For more information, visit: U.S. Department of Veterans Affairs.
Integrated Disability Evaluation System (IDES)
Medical Evaluation Boards (MEB)
Physical Evaluation Boards (PEB)
Physical Evaluation Boards Liaison Officer (PEBLO)
Phone: (410) 293-1195