West Palm Beach VA Medical Center
Request Your Medical Records
Privacy and Release of Information
The VA is committed to protecting your personal information.
Your Privacy Rights
You have the right to:
- Review your health information
- Obtain a copy of your health information
- Request your health information be amended or corrected
- Request that we not use or disclose your health information
- Request that we provide your health information to you in an alternative way or at an alternative location in a confidential manner
- Receive an accounting or list of disclosures of your health information
- Receive a paper copy of VHA’s Notice of Privacy Practices upon request
If you are concerned that your privacy rights have been violated, you may file a complaint with:
- The West Palm Beach VA Privacy Officer
- VA via the Internet through “Contact the VA” at http://www.va.gov; by dialing 1-800-983-0936 or by contacting the VHA Privacy Office (19F2) at 810 Vermont Avenue, NW, Washington, DC 20420.
- The U.S. Department of Health and Human Services, Office for Civil Rights or the Office of Inspector General.
Complaints do not have to be in writing, though it is recommended.
If you have questions regarding the privacy of your health information, please contact the Privacy Officer.
Freedom of Information Act (FOIA)
The Freedom of Information Act (FOIA) is a law that gives you the right to access information from the federal government. It is often described as the law that keeps citizens in the know about their government.
Enacted in 1966 and taking effect on July 5, 1967, the Freedom of Information Act (FOIA) provides that any person has a right, enforceable in court, to obtain access to federal agency records, except to the extent that such records (or portions of them) are protected from public disclosure by one of nine exemptions or by one of three special law enforcement record exclusions. A FOIA request can be made for any agency record.
To get information under the FOIA, typically you must make a "FOIA request." This is a written request in which you describe the information you want, and the format you want it in, in as much detail as possible. The request must be signed and in writing in order to be processed as a VA FOIA request. Requests can be addressed to:
Privacy/FOIA Officer (10P2C)
7305 N. Military Trail
West Palm Beach, FL 33410
How to Submit a FOIA Request
There are no special forms required to submit a request, however, the Department of Veterans Affairs requires that your FOIA request:
- Be in writing (submitted via US Mail, special carrier, fax or email). If the requested records concern your personal privacy or that of another person, then the request must be signed. (See Signature Note below.)
- Reasonably describe the records so that they may be located with a reasonable amount of effort.
- State your willingness to pay applicable fees or provide a justification to support a fee waiver. Include a daytime telephone number and/or email address in case we need to contact you.
- Be submitted to the facility that maintains the records. If you don’t know where the records are located, submit your request to: firstname.lastname@example.org
Requests by E-Mail
If you want to submit a FOIA request by e-mail for records which are maintained at the West Palm Beach VA Medical Center, you may follow the steps listed above and submit the request to: VHAWPBFOIAOfficers@va.gov.
Requests by Fax
If you want to submit a FOIA request by FAX for records which are maintained at the West Palm Beach VA Medical Center, you may follow the steps listed above and submit the request to: 561-422-1396.
Signature Note: If you (or your authorized representative) are requesting copies of VA records pertaining to yourself (i.e., VA claims records, medical records, etc.), your request is a Privacy Act request. In accordance with Department of Veterans Affairs policy, all Privacy Act requests must be in writing and must be signed by the requester before we can process the request.
If you are sending a Privacy Act request via email or fax, please scan a copy of your signed request (VA Form 10-5345a), attach it to your email or fax request.
Protect your Personal Information. Please DO NOT send personally identifiable information such as social security numbers or claims numbers via unprotected email as it puts your information at risk.
Release of Information (ROI)
The Release of Information Unit is located in the basement (Room BA-101) and is part of the Health Information Management Section (Medical Record Department).
Hours of operations Mon.-Fri., 8:00 A.M. to 4:00 P.M.
Phone Number: (561) 422-6681
Staff can assist you with the following:
- Obtain a copy of your medical records
- Release of your medical information to others
- Requests to make corrections in your medical records
- Coordination of the process to have your provider complete forms for benefits, insurance and other reasons
- In-Person Authentication for access to MyHealtheVet (MHV)
Requesting Your Information
Stop by room BA-101 or complete VA Form 10-5345a in order to request copies of your medical records. Your completed form can be mailed to the following address:
VA Medical Center
Health Information Management Section (136H)
7305 N. Military Trail
West Palm Beach, FL 33410
How To Request Your Military Medical Records
Patients are entitled to a copy of their medical records.
To Request a Copy of Active Duty Health Records:
- If the Soldier retired after 16 Oct 1992, he/she should request health records at the Department of Veterans Affairs, Records Management Center, Box 5020, St. Louis, MO 63115-8950.
- If the Soldier retired before 16 Oct 1992, request health records from the National Personnel Records Center (see instructions below).
To Request a Copy of Active Duty Inpatient Records:
- Check with the Military Treatment Facility (MTF) if your hospitalization or ambulatory surgery was within 5 years at a teaching military hospital (medical center) or within 1 year at a non-teaching military hospital (see instructions below).
- If your inpatient records are not at the MTF, request them from the National Personnel Records Center (see instructions below).
To Request a Copy of Family Member or Retiree Inpatient or Outpatient Records:
- Check with the Medical Treatment Facility if you were seen recently (within 2 years from the end of the year when you were last seen) if you need your outpatient records. If you need inpatient or ambulatory surgery records, within 5 years at a teaching military hospital (medical center) or within 1 year at a non-teaching military hospital (see instructions below).
- If your medical records are not at the MTF, request them from the National Personnel Records Center (see instructions below). Complete NA Form 13042 (Request for Information Needed to Locate Medical Records).
Instructions for Requesting a Copy of Medical Records from a Military Treatment Facility:
- Go to the web site at the bottom of this page for DoD electronic forms, print out Department of Defense Form 2870 (DD Form 2870) (Authorization for Disclosure of Medical and Dental Records), complete the form, and mail or fax it to the appropriate Military Treatment Facility.
- NOTE: Each MTF has a specified time for records copying. Please be patient to ensure timely receipt of records. Request them at least 7 days prior to date you require them.
- If you are PCSing, ETSing, or retiring, ensure that you submit your request a minimum of 30 days prior to the date you require your records.
Instructions for Requesting a Copy of Medical Records from the National Personnel Records Center:
- Go to the National Personnel Records Center web site at the bottom of this page, print out Standard Form 180 (SF 180) (Request Pertaining to Military Records), complete the form, and mail it to the National Personnel Records Center, 9700 Page Avenue, St. Louis, Missouri 63132-5100 (or you may use alternate methods described on this web site).
- For persons who do not have computer access, submit a signed, dated personal letter with the Soldier or sponsor's complete name, social security number, Branch and dates of Service, approximate dates of hospitalizations, and names of Medical Treatment Facilities. Mail it to The National Personnel Records Center, 9700 Page Avenue, St. Louis, Missouri 63132-5100.
Instructions for Requesting a Copy of Medical Records from the Veteran’s Affairs Records Center:
- Go to eVetRecs website to request active duty health records (For Active Duty only).