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