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Patient Administrations

Services Provided

Office of the Chief

The following are functions processed specifically in the Office of the Chief, Patient Administration Division.

  • Release of Legal Blood Alcohol Testing
  • Benefit Extension Programs
  • Medical Statements

Medical Records

The mission of the Medical Record Administration Branch is to provide accurate, timely, consistent medical information for use in the provision of quality health care while protecting the patient’s need for privacy and confidentiality; to support administrative functions needed to maintain the hospital’s ability to be fiscally sound; to be accountable for our actions; and to meet the needs of the facility for research and education.

The Medical Record Administration Branch consisting of four sections, the Inpatient Treatment Record Section, the Outpatient Treatment Record Section, the Correspondence Section, the Medical Transcription Section. These offices are located throughout the hospital. The primary responsibilities of these sections are for the maintenance of both inpatient and health/outpatient treatment records; the accountability and appropriate coding of medical records and outpatient encounters; and the review of records for completeness and accuracy of documentation. The Medical Transcription Section is responsible for the management of hospital’s digital dictation system and transcribed medical reports. The Correspondence Section is responsible for the release of protected health information (PHI) and tracking the disclosure of PHI.

Patient Accountability

To provide quality patient administrative services related to patient admissions, dispositions, births, deaths, air evacuations, transportation, transfers, and line of duty investigation initiation, while fully protecting patients’ privacy and medical confidentiality, as required by the Privacy Act of 1974 (5 USC 5 52a), as amended. To collect only the personal information about an individual patient that is legally authorized and necessary to support the Patient Accountability Branch mission. For any questions related to the admissions process, the admissions clerk can be reached at 845-938-4724.

Services:

  • Admissions and Disposition (A&D)
  • Information for New Parents
  • Birth Certificates
  • Death Certificates

Patient Affairs

Medical Boards

The Keller Army Community Hospital (KACH) Integrated Disability Evaluation System (IDES) for submission to the Physical Evaluation Board in order to determine fitness for continued military service. The medical evaluation board documents included are the medical narrative summary, complete service treatment record [STR], physical profile, medication profile, VA Compensation and Pension [C&P] examination results, letter from the soldier’s commander, letter of adverse action, DA Form 2173, Line of Duty (LOD) Determination [if applicable], Efficiency Reports (if applicable), and Leave Earning Statement (LES). In addition to the documents listed all Reservist and National Guard Soldiers must submit a copy of mobilization orders, retirement point statements and 20-year letter if applicable. Please note, other documents may be required on a case by case basis. Once this information is obtained, the DA Form 3947 (MEB Proceedings) is prepared for physician review of the narrative summary, supporting medical documentation, and permanent profile. The soldier must review the MEB before it is sent to the Physical Evaluation Board (PEB). The Army Regulations that provide guidance for the disability evaluation processing are AR 635-40 and AR 40-501. The Deputy Commander of Clinical Services is the approving authority for the MEB.

Goals

The DoD standard set for processing the IDES medical evaluation board from the physician initiating the board until it is sent off to the Physical Evaluation Board is 100 days.

Telephone
Contact Information​​

Office of the Chief
​Phone: ​845-938-3607 (Voice mail messages will be answered when a clear, complete telephone number is provided.)
​Hours: ​7:30-11 AM and 12:30-4:00 PM, M-F
Closed holidays and training holidays.
Location: 2nd Floor, Room 2F32, Keller Army Community Hospital

Medical Records​ ​
​ ​Chief, Medical Record Administration Branch 
   845-938-6830
 Correspondence Medical Record Technician 
   845-938-6829
 Medical Records Technician 
   845-938-4727
 Fax 845-938-6773

Patient Accountability
​Phone: ​845-938-4724
​Hours: ​7:30 AM - 4:00 PM Mon-Fri
Location: ​Ground Floor
Brian Allgood Ambulatory Clinic

Patient Affairs
​Phone:​
Physical Evaluation Board Liaison Officers (PEBLO):
914-737-4400   x3620, 3619, 3627, 
                           3624, 3623, 3639

Contact Reps: 914-737-4400  
                         x3633, 3634, 3629
​Hours: ​8:00 AM - 4:00 PM Mon-Fri
Location: ​Building 14AB, 2094 Albany Post Road, Montrose, NY 10548

 HIPAA Officer
​Phone:​ ​845-938-5033