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COMNAVSURFORINST 6000.1
Shipboard Medical Procedures Manual
Navy Supply Procedure Afloat
NAVSUP P-485
Discrepancies noted will be adjudicated by the
commanding officer
A command designated to receive and administer an operating budget.
(a) Type Commanders (TYCOM’s)
b) Systems Commanders (SYSCOM’s
Cost Center
A subdivision of a responsibility center for which identification of cost is desirable to
control.
Operating Budget
The annual budget and financial authority of an activity or command containing the
financial resources to perform its mission.
Operating Targets (OPTARS)
The annual funds issued by a TYCOM to a lower command to perform their assigned
tasks and functions.
N
Pacific Fleet.
S
Atlantic Fleet
Medical material has its own fund code of
N7 or S7
Appropriation
An authorization established as an Act of Congress to spend funds of the U.S. Treasury
Obligation
Is when an order is placed or a contract is awarded
Expenditure
Is the final charge against available transactions
Procurement
Any means of acquiring materials and/or services, including purchasing
Purchase
Procurement from commercial sources
SUBMISSION OF A BUDGET
Definition:
(1) A budget is an estimate of expected income and expenses.
(2) It is the total sum of money set aside or needed for a specific purpose.
Purpose of a budget
(1) To serve as a planning guide for estimating future monetary requirements.
(2) It also serves as a controlling device by which actual expenditures can be compared and
limited.
The medical department representative will develop a financial plan based on:
(a) Experience.
(b) Projected requirements.
(c) Shelf Life.
(d) Ship’s schedule
Additional requirements for medical materials are authorized as noted in
COMNAVSURFORINST 6000.1 Series.
Additional requirements as determined by the Force Medical Officer may be found in
Appendix G.
Individual ship requirements for the number of first aid boxes and portable medical
lockers are specified in
GENSPEC 652
Spare parts provisioning requirements are determined by
Naval Medical Logistic
Command (NAVMEDLOGCOM)
If these requirements are not a specific mission requirement, an allowance change
should be submitted to
Naval Medical Logistic Command via Force/Fleet Medical
Officer.
Appendix I
Refugee/Evacuation Material
Medical OPTAR funds may not be utilized for
(a) Items of medical/dental equipment costing $5000 or more per item. Purchase of
medical equipment less that $5000 is authorized.
(b) Weight control aids or provisions for special diets.
(c) Open purchase of medications for dependent use.
(d) Hearing conservation programs/materials not included on your AMMAL.
(e) Pest, rodent, insect control equipment or supplies.
(f) Non medical/dental material
SOURCES OF SUPPLY FOR FLEET UNITS
Federal Supply
Catalog
SERVMART/MEDMART
Resupply ships
DD 200
Financial Liability Investigation or Property Loss form
QUALIFICATIONS OF A SURVEY OFFICER
1) Commissioned Officer.
2) Warrant Officer.
3) Enlisted E-7 and above.
4) Civilian GS-09 and above.
The following personnel will not serve as a Survey Officer
1) Person on whose records the material being surveyed is carried.
2) Person charged with custody of the material being surveyed.
CONDITIONS THAT REQUIRE A SURVEY
(1) Sensitive items regardless of dollar value.
(2) Narcotics.
(3) Classified items regardless of dollar value.
(4) Arms, ammunition, and explosives, regardless of dollar value.
(5) Pilferable items that is easily convertible to personal use when the single dollar value of
a line item is $800 or more.
(6) Any discrepancy or repetitive loss when there is an indication or suspension of fraud,
theft, or negligence
DD 1149
Requisition and Invoice/Shipping Document
DD 1250
ingle Line Item Consumption Requisition Document
DD 1348
Issue Release Receipt Document
form also is used to follow up, modify, cancel, or trace previously submitted
requisitions
DD 1348
SECNAVINST 5211.5 Series
Department of the Navy Privacy Program
Responsible for administering and supervising the execution of the Privacy Act
for the Department of the Navy (DON).
Chief of Naval Operations
Responsible for administering and supervising the execution of the Privacy Act
Program within the Marine Corps
Commandant of the Marine Corps
must familiarize themselves with the provisions of HIPAA
and SECNAVINST 5211.5 and are responsible for safeguarding the rights of
others
SMDR
AUTHORITY FOR RELEASE OF INFORMATION
Officials having cognizance over the requested matter are authorized to release information
from the medical record.
Officials are authorized to respond to requests for
(1) Notification
(2) Access
(3) Amendment of records
Release to the public
(a) Individual information is of a private and confidential nature.
(b) Any disclosure of which would constitute an invasion of privacy and should not be
made.
Release to the individual concerned
(a) Released unless if in the opinion of the releasing authority, it might be injurious to
the physical or mental health of the member.
(b) Release to a representative of the individual is authorized upon written request.
Release to other government agencies
(a) Release to other government departments and agencies on a need-to-know basis.
SECNAVINST
5211.5 series
Department of the Navy Privacy Program
Individuals may request amendments of their personal records when the records
are inaccurate or irrelevant
The request for amendment shall
(a) Be in writing, except for routine administrative changes, such as change of address.
(b) Contain sufficient information to identify and locate the record.
(c) Must include a description of the information to be amended and the reason for the
amendment.
(d) Contain copies of available documentary evidence supporting the request.
(e) Burden of proof rests with individual.
Within 10 working days of receiving an amendment request
the systems manager
or official having cognizance over the subject matter shall provide the individual a
written acknowledgment of the request
Only under exceptional circumstances should more than
30 working days be
required to complete the action on an amendment request
Three criminal penalties are authorized against individuals for violation of the
Privacy Act
1) All three are misdemeanors punishable by fines up to $5,000.00.
2) Courts may also award civil penalties
Under HIPAA, wrongful disclosure of individually identifiable health information include
the following penalties
(1) Be fined not more than $50,000, imprisoned not more than 1 year, or both
(2) If the offense is committed under false pretenses, be fined not more than
$100,000, imprisoned not more than 5 years, or both.
(3) The offense is committed with intent to sell, transfer, or use individually
identifiable health information for commercial advantage, personal gain, or
malicious harm; is fined not more than $250,000, imprisoned not more than 10
years, or both
DD 2005
Privacy Act Statement
If the individual declines to sign the DD 2005, an explanatory entry on an
SF 600
will be made.
(1) A chronological record of medical treatment afforded members of the naval service.
b. It has current and long-term medico-legal value to:
(1) The individual concerned.
(2) Their survivors.
(3) U.S. Government.
Health Records (HRECs) are used to:
(1) Plan patient care and evaluate the patient’s condition and treatment.
(2) Furnish documentary evidence of the course of the patient’s medical evaluation,
treatment, and change in condition during treatment.
(3) Document communication between the practitioner responsible for the patient and all
other health care professionals (HPs) who contribute to the patient’s care.
(4) Assist in protecting the legal interest of the patient, the Medical Treatment Facility(MTF) or Dental Treatment Facility (DTF), the practitioner responsible for the patient,
the USN, and the U.S. Government.
(5) Provide data for use in continuing education and research.
(6) Justify costs incurred by third party payers.
(7) Serve as a vehicle for communication among health care providers, utilization
management, risk management, quality assurance, medical records personnel, and
outside agencies.
A new health treatment record (HREC) is opened upon
initial entry of a member into the
Regular or Reserve naval service
For individuals who have had prior service and have been discharged, order their HREC
and DREC from the
National Personnel Records Center using DD 877
(HREC) shall be closed when a member
(a) Dies/declared dead.
(b) Is discharged.
(c) Resigns.
(d) Is released from active duty.
(e) Retires.
(f) Is transferred to the Fleet Reserve and released to inactive duty.
(g) Is declared missing or missing in action.
(h) Is declared a deserter.
(i) Is disenrolled from officer candidate or midshipman programs.
Record the closing entries on
NAVMED 6150/4
NAVMED 6150/4
Abstract of Service and Medical
History
The medical record is the property of the
U.S. Government and must be maintained by the
MTF or DTF, which has primary cognizance over the care of the patient
Onboard ships, the Senior Medical Department Representative (SMDR)/Senior Medical
Officer (SMO) has the custodial responsibilities by authority delegated from the
Commanding Officer
Hospitalization at Naval Military Facility (MTF)
(a) Include the HREC or OREC and copy of IREC with the patient.
1) This includes transfer by aeromedical evacuation.
(b) If admitted to MTF away from station, forward HREC upon request.
Hospitalization and transfer to Federal Facilities
(1) HREC will accompany patient, or send as soon as possible.
Members transferred to Veterans Administration Medical Centers (VAMC).
(1) Forward a copy of the HREC, all medical boards, and IREC of a patient.
(2) Transfer the original HREC to the cognizant MTF.
Hospitalization at civilian medical facilities
Forward HREC to activity having administrative cognizance, after confirming that the
member’s length of stay warrants the transfer.
Admission to hospital in foreign nation
(1) Make entry of that fact in HREC
(2) Send HREC to MTF having administrative cognizance.
(3) If applicable, place English translation of the narrative summary in the HREC.
Patients on UA in excess of 10 days
send the record to PSD or unit holding member’s
service/pay record.
Transfer to another duty station
Verify the HREC following MANMED Article 16-23(6) and certify that the member
has been processed for transfer
NAVMED 6150/7
Charge out Receipt Card
Complete medical record charge out following
MANMED Article 16-37
This record of transfer shall be maintained for
one year after the date of transfer.
LOST OR DAMAGED HEALTH RECORDS
(page 13) entry, documenting the circumstances, shall be made in
the service record prior to transfer.
When a health treatment record is lost or destroyed, the cognizant custodian is responsible
for opening a new health treatment record in accordance with
Article 16-23 of the
MANMED, Chapter 16
The designation hall be prominently entered on the jacket and all forms
REPLACEMENT
Do not maintain replacement copies after
the primary record has been located
Individual Illegible Medical Records
A health treatment record or any portion thereof shall be duplicated whenever it
approaches a state of illegibility or deterioration
Prominently enter the designationon the front of the file
folder above TREATMENT RECORD when the entire contents of a medical record
is duplicated.
DUPLICATE RECORD
The circumstances necessitating duplication and date accomplished shall be set forth
on the SF 600
Microfiche all forms replaced by
duplicate forms in an envelope
Record Verification
(a) Upon receipt (check-in).
(b) At the time of physical examination.
(c) Before transfer.
The medical department having custody of the record shall verify records at least
annually and an appropriate entry shall be made on the SF 600.
The following minimum data shall be recorded on each charge out form
1) Member’s family member’s prefix code and SSN.
2) Member’s name.
3) Name of ship/station.
Corrections to entries may be made by personnel authorized to document in the medical
record, preferably by
the person who made the original entry
DD 2766
Adult Preventive and Chronic Care Flow sheet
NAVMED 6230/4
Immunization Record
NAVMED 6000/2
Chronological Record of HIV Testing
DD 771
Eye Wear Prescription
DD 2215
Reference Audiogram
DD 2216
Hearing Conservation Data
NAVMED 6224/1
TB Contact/Reactor
DD 2493-1
Asbestos Exposure-Part I
SF 600
Chronological Record of Medical Care
SF 513
Consultation Sheet
DD 2064
Certificate of Death
SF 517
Anesthesia
SF 522
Request for Administration of Anesthesia
DD 2005
Privacy Act Statement
NAVMED 1300/1
Medical, Dental, and Educational Suitability Screening for
Service and Family Members
NAVPERS 1300/16
Report of Suitability for Overseas Assignment Parts I, II, and
III.
DD 2808
Report of Medical Examination
DD 2807-1
Report of Medical History
NAVMED 6120/1,
Competence of Duty Examination
NAVMED 6150/4
Abstract of Service and Medical History
DD 877
Request for Medical/Dental Records
Hypersensitivity to a drug or chemical is recorded on the
(a) NAVMED 6230/4, Immunization Record under Remarks and Recommendations.
(b) DD 2766, block 1.
(c) Placing an “X” on the front leaf of the health/dental record in the alert box.
(d) SF 600, Chronological Record of Medical Care.
Hypersensitivity to a drug, chemical, anesthetic or requires prophylactics prior to
receiving dental treatment
EZ
603/603A.
DD Form 877
Request for Medical/Dental Records
Purposes of a medical warning tag
(a) Medical records are not available.
(b) Patient is unable to give medical history
DHA
manages the health care program for active duty members and their
families,
DHA is organized into
five geographic health
Each region/area has the following responsibilities
(1) Provide oversight of regional operations and health plan administration at the regional
level
(2) Manage the contracts with regional contractors
(3) Support military treatment facility (MTF) Commanders
(4) Develop business plans for non-MTF areas (e.g. remote areas)
(5) Fund regional initiatives to optimize and improve delivery of health care.
MILITARY MEDICAL SUPPORT OFFICE (MMSO)
(a) Pre-authorization for civilian medical care
(b) Authorizations for payment of civilian medical claims
(c) Coordinates civilian health care services for remotely located service members
(d) Collaborates with unit representatives regarding line-of duty (LOD) care for
remotely located service members
MMSO serves the following population
(a) Active Duty Service Members enrolled in TRICARE Prime Remote (TPR)
(b) Non-enrolled ADSMs not managed by a Military Treatment Facility (MTF)
(c) Reserve Component service members in remote areas with Service approved Line
of Duty (LOD) injuries, illnesses or diseases
LIST the individuals that may be designated as the Certifying Official for the
Non- Federal Medical Health Care Claim form
a. Medical Department Representative.
b. Health Benefits Advisor.
c. Senior Officer
DD FORM 2642
TRICARE DoD/CHAMPUS MEDICAL CLAIM PATIENT’S REQUEST
If payment was made directly to the health care provider by the patient or
representative, the patient must submit
DD 2642
FOR MEDICAL PAYMENT
(1) Include the itemized bill and proof of payment.
(2) Documents to be provided with claim form:
(a) Original and two copies of claim form.
(b) Itemized bills.
(c) Across the front of the bill should be a statement signed by the patient that the
services and supplies indicated where received and were satisfactory, i.e. “Medical
services rendered were satisfactory”.
