Patient Administrations

The Patient Administration Division provides unparalleled dedication and selfless service to the patients, clinical staff and employees of the Eisenhower Army Medical Center.

Admissions

Location: Second Floor, Room 2H-07
Phone: (706) 787-2058/2059/2823
Hours: 7 days a week, 24 hours per day.

The Admission and Disposition Office, BLDG# 300 (main hospital), 2nd Floor, Room 2H07. Open 24 hours daily.

Please bring proof of eligibility (Department of Defense identification card) and your physician's order to admit you (DA Form 4256).

For Pre-Admission

If you are told that you need to be scheduled for surgery and need to be pre-admitted you should go to the following three locations:

1. Admissions and Dispositions Office (Room #2H-07) with your consent form (Optional Form 522).

2. ASC (3rd Floor, across from Red Cross, Phone: (706) 787-6022/6952) with your consent form (Optional Form 522).

3. Same Day Surgery (6th Floor, Phone: (706) 787- 8805/1338). On the day of your surgery, you must bring your Department of Defense Identification Card.Please be prepared for the pre-admission process to take an entire day. You may complete the pre-admission work-up anytime within 30 days prior to the scheduled date of your procedure, but must be completed at least 72 hours prior to the procedure date.

Inpatient Records

Location: Second Floor, 2T-01
Phone: (706) 787-0836/2939
Hours: Mon–Fri, 7:30 a.m.–4:00 p.m.

 

The primary purpose of the medical record is to document the care of the patient, whether the record format is paper- or computer-based. Beyond that purpose, the medical record is a tool for collecting, storing, and processing patient information. Inpatient medical records provide a means of communication between the physician and other members of the healthcare team caring for the patient. All patient record entries are to be documented at the time the treatment they describe is rendered, and they provide a basis for evaluating the adequacy and appropriateness of care; establish data to substantiate insurance claims; protect the legal interests of the patient, the facility, and the physician; and provide clinical data for research and education.

Diagnosis Related Groups (DRG) Information
Please call (706) 787-8615 for DRG information. Allow three working days for requested to be completed.

CODING ICD-9-CM AND CPT: 
Please call (706) 787-0098/8824 for diagnosis or procedure codes and requests for code searches.

Analyzing records: 
Please call (706) 787-0836/2939 for questions regarding the filing of forms within the Inpatient record, record requirements, Army Regulation 40-66, and The Joint Commission.

Request for complete records: 
Providers needing complete Inpatient records may call (706) 787-0836/2939. Please allow three working days for pull list. Request for Inpatient records for patient care are completed within minutes. EAMC keeps records for five years after the patient's last admission before retiring them to the National Personnel Records Center (NPRC) at St. Louis, MO.

Statistics: 
Please call (706) 787-2236 for questions.

Outpatient Records

Location: Second Floor, 2T-01
Phone: (706) 787-8122
Hours: Mon–Fri, 7:30 a.m.–4:00 p.m.

In Accordance With AR 40-66, medical records are the property of the United States Government. It is the responsibility of the Outpatient Records Section (OPRS) to ensure that medical records are safeguarded from loss, tampering, and from unauthorized release of information. Medical records will not be hand-carried by the patient.

The OPR provides the following services:

  • Registering new patients into electronic records system
  • In-processing foreign and NATO military personnel
  • Scanning medical documentation into The Health Artifact and Image Management Solution (HAIMS)
  • Transferring records to other Medical Treatment Facilities
  • Printing Medical Warning Tags (Allergy Tags)
  • Out- and in-processing active duty personnel, dependents, retirees, etc.
  • Providing medical records to EAMC clinics when requested

EAMC maintains outpatient records for a period of two years after the patient's last medical encounter (excluding active duty and their dependents), after which, records are retired to the NPRC. Patients may obtain their record directly from the NPRC by visiting their homepage at http://www.archives.gov/veterans or writing to NPRC at one of the following addresses:

Active Duty Military Records

Service dates from October 16, 1992 through December 31, 2013:

Department of Veteran Affairs Records Management Center
P.O. Box 5020
St. Louis, MO 63115

Service dates from January 1, 2014 through the present:
AMEDD Record Processing Center
Records Management Center
3370 Nacogdoches Road, Suite 116
San Antonio, TX 78217

Dependent Records

NRPC (CPR)
1411 Boulder Drive
Valmeyer, IL 62295

Correspondence

Location: Second Floor, 2T-01
Phone: (706) 787-3365 Fax: (706) 787-7211
Hours: Mon–Fri, 7:30 a.m.–4:00 p.m.

The Correspondence Office provides the following services:

  • Forwarding of X-rays, lab reports, EKGs
  • Preparing medical statements
  • Reproducing medical records (a release of information form is required)

For insurance purposes, it provides information for legal requests such as MVS, subpoenas, Social Security Administration (SSA) hearings, and risk management. The Correspondence Office also processes Veteran Affairs (VA) and SSA requests and completes VA benefit forms for individuals who are disabled.

Medical Transcriptions

Location: Tenth Floor, Room 10A-13
Phone: 706-787-8298
Hours: Mon–Fri, 7:00 a.m.–4:30 p.m.
Please call for questions regarding transcription.

Air Evacuation

Location: Tenth Floor, Room 10A-51
Phone: (706) 564-6619 or 787-2058/2059/2823
Hours: Mon–Fri, 7:00 a.m.–4:30 p.m.

In order to be evacuated to or from EAMC by aircraft, the patient must have proper authorization from his or her physician and the Air Evacuation Office of their local Medical Treatment Facility. Physicians will prepare AF Form 3899 and complete a Narrative Summary (specify Air-Evac). The physician must sign the narrative summary. Submit the completed, signed AF Form 3899 and narrative summary to the local Air Evacuation Office. Upon acceptance, the patient is entered into the TRANSCOM Regulating and Command & Control Evaluation System (TRAC2ES).

Any treatment or medication prescribed for in-flight use must be listed on the AF Form 3899, even if the patient is able to self-medicate.

Medication requirements are:

CONUS = 5-day supply of medications issued from the local pharmacy
OCONUS = 7-day supply of medications issued from the local pharmacy

The local Air Evacuation Office will notify the patient or treatment team if the patient is placed on the confirmed travel list, usually no later than 10:00 p.m. on the night before the flight. During travel to and from the airport and while onboard a Medical Evacuation aircraft, treatment will be provided by medical personnel staffing the ambulance or airframe. Please listen carefully and follow their instructions as they have specialized training in transporting patients with unique needs. Just like flying on a commercial airline, seat belts or other forms or physical restraints are required at all times during the flight to ensure patient safety. Air turbulence may cause major disruption onboard a plane transporting patients so follow instructions carefully as the medical staff is highly experienced in dealing with emergencies.

If arrival at Ft. Gordon, a military shuttle will greet the patient at Augusta Regional Airport and transport him or her to EAMC. Active Duty patients not admitted for inpatient care will be transported to the Warrior Transition Battalion for further disposition.

Navy/Marine Corps Liaison

Location: Seventh Floor, 7A-16
Phone: (706) 787-8312/1949
Hours: Mon–Fri, 6:30 a.m.–4:00 p.m.

 

The Liaison provides support and coordination for U.S. Navy and Marine Corps personnel who are medically evacuated or referred to EAMC. Some of the primary duties of the Liaison are:

  • Assisting with Navy/Marine Corps orders and transferring to next commands
  • Assisting with Tri-service medical boards for all Navy/Marine Corps personnel
  • Assisting in decedent affairs for all active duty Navy/Marine Corps personnel
  • Acting as disability counselor for medical boards in coordination with Beaufort, Charleston, Jacksonville, and the Atlanta area
  • Coordinating the Exceptional Family Member Program for the Southeast Area

Integrated Disability Evaluation System (IDES)

Location: BLDG# IDES-1, 235 Central Hospital Road
Phone: (706) 787- 8511
Hours: Mon–Fri, 7:30 a.m.–4:00 p.m. (excluding holidays)
Website: EAMC IDES

Decedent Affairs

Location: Tenth Floor, Room 10A-51A
Phone: (706) 787-1339/2058/2059
Hours: Mon–Fri, 7:30 a.m.–4:00 p.m. (excluding holidays)

Decedent Affairs is responsible for the creation of death packets and processes (death certificate, autopsy, and funeral services) for the deceased patients.

Line of Duty

Location: Tenth Floor, Room 10A-51A
Phone: (706) 787-1339/2058/2059
Hours: Mon–Fri, 7:30 a.m.–4:00 p.m. (excluding holidays)

Please call for all validation and information to support Line of Duty authorizations.