R 302035Z OCT 14
UNCLAS
302035Z OCT 14
MARADMIN 559/14
MSGID/GENADMIN/CMC WASHINGTON DC MRA MI//
SUBJ/GUIDANCE FOR ARCHIVING HEALTH SERVICE TREATMENT RECORDS (STRS) FOR ALL UNITED STATES MARINE CORPS ACTIVE/SELECTED RESERVE SERVICE MEMBERS//
REF/A/DOC/SECDEF/28OCT2010//
REF/B/DOC/MANMED 16-20 (4) (D)/23DEC1994//
REF/C/MSG/SECNAV WASHINGTON DC/121924ZAUG2014//
REF/D/MSG/CMC WASHINGTON DC/291651ZNOV2013//
REF/E/DOC/CMC WASHINGTON DC MIFD/14JULY2000//
NARR/REF A IS DODI 6040.45, SERVICE TREATMENT RECORD AND NON-SERVICE TREATMENT RECORD LIFE CYCLE MANAGEMENT. REF B IS THE MANUAL OF THE MEDICAL DEPARTMENT. REF C IS ALNAV 063/14, GUIDANCE FOR ARCHIVING HEALTH SERVICE TREATMENT RECORDS (STRS) FOR ALL DEPARTMENT OF NAVY (DON) ACTIVE/SELECTED RESERVE SERVICE MEMBERS. REF D IS MARADMIN 637/13, PROPER TRANSFER OF HEALTH SERVICE TREATMENT RECORDS (STRS) OF TRANSITIONING SERVICE MEMBERS TO THE VETERANS ADMINISTRATION RECORDS MANAGEMENT CENTER (VARMC). REF EIS MCO P1070.12K, INDIVIDUAL RECORDS ADMINISTRATION MANUAL (IRAM).//
POC/M&RA/MI/MARK WRIGHT/-/TEL: COMM 703-784-9022/EMAIL: MARK.WRIGHT1@USMC.MIL//
1.  THE PURPOSE OF THIS MARADMIN IS TO ISSUE INSTRUCTIONS IAW THE REFERENCES, FOR THE PROPER TRANSFER OF MEDICAL AND DENTAL RECORDS, HEREAFTER KNOWN AS SERVICE TREATMENT RECORDS (STRS) OF TRANSITIONING MARINES TO THE DEPARTMENT OF VETERANS AFFAIRS (VA).THIS MARADMIN HAS BEEN COORDINATED WITH U.S. NAVY BUREAU OF MEDICINE AND SURGERY (BUMED).
2.  BACKGROUND. REF D IS CANCELLED EFFECTIVE 31 OCTOBER 2014. STRS ARE AN INTEGRAL PART OF A MARINE'S TRANSITION FROM SERVICE FOLLOWING COMPLETION OF ACTIVE DUTY OR RETIREMENT. REFERENCE A REQUIRES STRS BE TRANSFERRED TO THE VA WITHIN 45 DAYS OF SEPARATION TO ENSURE VA BENEFITS CAN BE DETERMINED IN A TIMELY MANNER. IT IS OF UTMOST IMPORTANCE THE MARINE CORPS MEETS THE DOD TIMELINE; THEREFORE, WE MUST SIGNIFICANTLY REDUCE THE CURRENT PROCESSING TIME IT TAKES TO MAKE STRS AVAILABLE TO THE VA.  IN ORDER TO FACILITATE THE TIMELY AND ACCURATE REVIEW/PROCESSING OF A MARINE'S MEDICAL/DENTAL HISTORY BY THE VA, INSTALLATION PERSONNEL ADMINISTRATION CENTER SEPARATION SITES (IPAC/ADMIN RUC) WILL SERVE AS THE PRIMARY ADMINISTRATIVE CONTROL POINT FOR STR SUBMISSION. THIS REVISED PROCESS IS DESIGNED TO FACILITATE A COMPREHENSIVE ACTIVE AND RESERVE COMPONENT (AC/RC) SOLUTION THAT PROVIDES THE VA THE MOST COMPLETE STR FOR EVALUATION.  RECORDS FOR MARINES ASSIGNED TO THE TEMPORARY DISABLED RETIRED LIST (TDRL) WILL BE HANDLED IN THE SAME MANNER AS ALL OTHER STRS.
3.  STR SUBMISSION. PRIOR TO END OF ACTIVE SERVICE (EAS), EXECUTION OF TRANSITIONAL PERMISSIVE TEMPORARY ADDITIONAL DUTY (PTAD), POST DEPLOYMENT MOBILIZATION RESPITE ABSENCE (PDMRA), OR SEPARATION/TERMINAL LEAVE, EVERY MARINE MUST SUBMIT HIS OR HER COMPLETE STR TO THE SERVICING IPAC/ADMIN RUC.  A COMPLETE STR INCLUDES: SERVICE PROVIDED MEDICAL AND DENTAL DOCUMENTATION, CIVILIAN PROVIDED MEDICAL AND DENTAL DOCUMENTATION, ARMED FORCES HEALTH LONGITUDINAL TECHNOLOGY APPLICATION (AHLTA) WEB PRINT (AWP) INFORMATION, AND THE STR CERTIFICATION LETTER (DD2963). THE REQUIREMENT FOR SUBMISSION OF STRS PRIOR TO DEPARTING ON SEPARATION/TERMINAL LEAVE SHALL BE PRESENTED AT MANDATORY TRANSITION READINESS SEMINAR CLASSES MARINE CORPS-WIDE.
4.  TO REDUCE THE PROCESSING TIME OF STRS TO THE VA, THE MARINE CORPS WILL IMPLEMENT THE USE OF THE UNITED STATES MARINE CORPS (USMC) STR REGISTRY, A WEB ENABLED APPLICATION, TO TRACK THE STRS FROM THE IPAC/ADMIN RUC TO THE U.S. NAVY BUREAU OF MEDICINE AND SURGERY (BUMED) NAVY MEDICINE RECORDS ACTIVITY (NMRA). USE OF THE USMC STR REGISTRY IS MANDATORY FOR ALL IPAC/ADMIN RUC AND ACCESS TO THE USMC STR REGISTRY IS AVAILABLE VIA THE MARINE CORPS' M&RA WEB PORTAL AT HTTPS:(SLASHSLASH)WWW2.MANPOWER.USMC.MIL/STR. A USER'S MANUAL IS AVAILABLE AT HTTPS:(SLASHSLASH)WWW2.MANPOWER.USMC.MIL/STR_REGISTRY_USER_GUIDE.PDF
5.  STR HANDLING AND RESPONSIBILITIES. IAW THE REFERENCES, STRS ARE THE PROPERTY OF THE DEPARTMENT OF DEFENSE (DOD). THEIR AVAILABILITY TO COGNIZANT MEDICAL AND DENTAL DEPARTMENTS IS CRITICAL TO THE PROVISION OF APPROPRIATE MEDICAL CARE AND ADMINISTRATIVE PROCESSING, INCLUDING THE SUCCESSFUL PROCESSING OF VA CLAIMS. ALL COMMANDERS AND OFFICERS IN CHARGE WILL NOTIFY THEIR PERSONNEL AND ENFORCE THAT ALL STRS IN THEIR POSSESSION MUST BE RETURNED TO THE APPROPRIATE MEDICAL/DENTAL DEPARTMENT, UNTIL SUCH TIME AS REQUIRED FOR DELIVERY TO THE IPAC/ADMIN RUC TO EFFECT SEPARATIONS ACTIONS. AUTHORIZED SENIOR MEDICAL DEPARTMENT REPRESENTATIVES SHALL RELINQUISH STRS TO THOSE SEPARATING MARINES WHO ARE AUTHORIZED, PER REF C, TO HAND CARRY THEIR ORIGINAL STRS TO THEIR LOCAL IPAC/ADMIN RUC IN ORDER TO BEGIN SEPARATION PROCEEDINGS. THROUGHOUT THIS PROCESS, MARINES SHALL PROTECT THE INTEGRITY OF THEIR STRS BY PROMPTLY PROVIDING THEM TO THE APPROPRIATE IPAC/ADMIN RUC AS DIRECTED.
6.  SEPARATION PROCESSING. PRIOR TO EAS/RELEASE FROM THE MARINE CORPS ON TRANSITIONAL PTAD, PDMRA, OR SEPARATION/TERMINAL LEAVE, INDIVIDUAL MARINES ARE RESPONSIBLE FOR ENSURING THE STR SUBMISSION PROCESS IS COMPLETED. STR MANAGERS MUST ENSURE A COMPLETE STR AND DD2963 (STR CERTIFICATION DOCUMENT INIDICATING A THOROUGH REVIEW OF ALL KNOWN STR SYSTEMS AND RECORDS HAS BEEN COMPLETED PRIOR TO MEDICAL/DENTAL RECORD SUBMISSION) IS PROVIDED TO SEPARATING MARINES.A DD2963 MUST ALSO HAVE A STATEMENT COMPLETED BY AUTHORIZED MEDICAL DEPARTMENT REPRESENTATIVES CERTIFYING THAT AWP WILL OCCUR ON THE MARINE'S EAS. ANY MEDICAL/DENTAL DOCUMENTATION DISCOVERED FOLLOWING THE COMPLETION OF CERTIFICATION/SUBMISSION OF STRS, THE SERVICING MEDICAL FACILITY (MTF, BAS, RAS, ETC) IS RESPONSIBLE FOR ROUTING THE MEDICAL/DENTAL DOCUMENTATION TO THE USMC STR CENTRAL CELL LOCATED ABOARD MARINE CORPS BASE QUANTICO, VIRGINIA.
7.  USMC STR REGISTRY TRAINING. ALL TRAINING ACTIVITIES OCCURRING IN THE USMC STR REGISTRY MUST BE COMPLETED BY 1700 EST ON 30 OCTOBER 2014 IN ORDER TO ALLOW MAINTENANCE PRIOR TO THE GO-LIVE DATE, MANDATORY FULL IMPLEMENTATION DATE OF 1 NOV 2014.
8.  STR DISPOSITION PROCESS. BUMED HAS ESTABLISHED THE NMRA STR CENTRAL CELL TO PERFORM ALL DEPARTMENT OF THE NAVY (DON) SCANNING OF ALL STRS INTO HEALTH ARTIFACT AND IMAGING MANAGEMENT SOLUTION (HAIMS) AND QUALITY ASSURANCE REVIEW OF STRS. IAW REF C, A MARINE MAY REQUEST A CERTIFIED TRUE COPY OF HIS/HER STR FROM THE DOD AUTHORITY IN POSSESSION OF THE STRS. EFFECTIVE 1 NOVEMBER 2014, ALL SEPARATING MARINES WILL OBTAIN A CERTIFIED TRUE COPY OF THEIR STR FROM THE SERVICING MEDICAL FACILITY (MTF, BAS, RAS, ETC) AND ARE REQUIRED TO TURN-IN THEIR ORIGINAL STRS TO THEIR IPAC/ ADMIN RUC PRIOR TO BEING AUTHORIZED TRANSITIONAL PTAD, PDMRA, OR SEPARATION/TERMINAL LEAVE. THE IPAC/ADMIN RUC WILL IMMEDIATELY CREATE A STR CASE IN THE USMC STR REGISTRY AND THEN TRANSFER THE ORIGINAL STR TO THE MARINE CORPS STR CENTRAL CELL VIA THE UNITED STATES POSTAL SERVICE (USPS). IT IS A MANDATORY REQUIREMENT FOR ALL STRS TO BE MAILED VIA USPS WITH SIGNATURE CONFIRMATION NO EARLIER THAN THE DATE A MARINE COMMENCES TRANSITIONAL PTAD, PDMRA, OR SEPARATION/TERMINAL LEAVE, AND NLT 5 WORKING DAYS PAST THE MARINE'S EAS. IPAC/ADMIN RUC WILL COORDINATE PROPER PACKAGING OF THE STRS WITH THE LOCAL MILITARY POST OFFICE (OR CIVILIAN POST OFFICE, IF ONLY OPTION) TO ENSURE STRS ARE SHIPPED VIA THE MOST EXPEDITIOUS AND COST EFFECTIVE MEANS. EACH BOX MAILED SHALL BE LABELED "MARINE CORPS STR". MORE THAN ONE STR MAY BE COMBINED INTO A SINGLE SHIPMENT, BUT AT A MINIMUM, THE IPAC/ADMIN RUC WILL SUBMIT STRS TO THE FOLLOWING ADDRESS ON A WEEKLY BASIS: MANPOWER & RESERVE AFFAIRS ATTN: STRRCC 3280 RUSSELL ROAD QUANTICO VA 22134-5103 THE MARINE CORPS STR CENTRAL CELL WILL PROCESS AND DELIVER ALL MARINE CORPS STRS TO THE NMRA CENTRAL CELL UPON A MARINE'S EAS. UPON COMPLETION OF UPLOAD INTO HAIMS BY THE NMRA STR CENTRAL CELL, A MARINE'S STR WILL BE ELECTRONICALLY AVAILABLE TO THE VA.
9.  RESERVE COMPONENT APPLICABILITY. PERSONNEL LEAVING ACTIVE DUTY AND TRANSITIONING TO DRILL STATUS ARE NOT CONSIDERED SEPARATING, FOR PURPOSES OF THE STR DISPOSITION PROCESS. A SEPARATION (STR SUBMISSION) OCCURS WHEN A MARINE IS TRANSFERRED TO THE INDIVIDUAL READY RESERVE (IRR), INACTIVE STATUS LIST, OR RETIRED FROM THE ACTIVE COMPONENT, SELECTED MARINE CORPS RESERVE (SMCR UNITS), OR AN INDIVIDUAL MOBILIZATION AUGMENTEE (IMA) BILLET. IF A RESERVE MEMBER IS FILING A CLAIM WITH THE VA, THE MEMBER WILL IMMEDIATELY NOTIFY THE RESPONSIBLE IPAC/ADMIN RUC, WHICH WILL SEND A LEGIBLE AND ACCURATE CERTIFIED COPY OF THE STR TO THE MARINE CORPS STR CENTRAL CELL ADDRESS VIA THE USPS AND TRACKED THROUGH THE USMC STR REGISTRY. ALL IPAC/ADMIN RUC PERSONNEL SHALL COMPLY WITH THE STR PROCESSING TIMELINES IN ORDER TO ENSURE TRANSFER OF STRS TO THE VA NO LATER THAN 45 BUSINESS DAYS FROM EITHER THE DATE A MARINE IS SEPARATED FROM SERVICE, TRANSFERS TO THE IRR, OR FROM THE DATE A RESERVE COMPONENT MEMBER, WHO IS NOT SEPARATING, FILESA CLAIM WITH THE VA.
9A.  SMCR UNITS. STRS FOR SMCR UNIT MEMBERS ARE MAINTAINED BY THE UNIT'S MEDICAL DEPARTMENT REPRESENTATIVE. WHEN AN SMCR MARINE SEPARATES, UNIT ADMIN WILL RETRIEVE THE STRS FROM THE MEDICAL DEPARTMENT REPRESENTATIVE AND SUBMIT THEM TO THE USMC STR CENTRAL CELL, CONSISTENT WITH PARAGRAPH 8.
9B.  INDIVIDUAL MARINE AUGMENTATION (IMA). STRS FOR IMA MARINES WILL BE MAINTAINED BY THE MILITARY TREATMENT FACILITY (MTF) THAT SERVICES THE LOCAL AREA WHERE THE IMA PERFORMS THE PREPONDERANCE OF THEIR SERVICE. WHEN IMA MARINES CHECK OUT OF THEIR IMA DETACHMENT, THEY WILL RETRIEVE THEIR STR FROM THE LOCAL MTF AND REPORT TO THEIR OPSPONSOR. IF THE MARINE IS SEPARATING OR TRANSFERS TO THE IRR, AS DEFINED IN PARAGRAPH 9, THE OPSPONSOR WILL TAKE POSSESSION OF THE STR AND DELIVER THE STR TO THE DIRECTOR, MARINE CORPS INDIVIDUAL RESERVE SUPPORT ACTIVITY (MCIRSA), 2000 OPELOUSAS AVENUE, NEW ORLEANS, LA 70114-1500 WHO WILL FORWARD TO THE MARFORRES IPAC FOR SUBMISSION VIA THE USMC STR REGISTRY, CONSISTENT WITH PARAGRAPH 8. FURTHERMORE, IF AN IMA MARINE DOES NOT SEPARATE NOR TRANSFER TO THE IRR, BUT APPLIES FOR VA BENEFITS, THEN THE MARINE WILL IMMEDIATELY NOTIFY THE OPSPONSOR AND PROVIDE A CERTIFIED TRUE COPY OF THE STR TO THE OPSPONSOR FOR SUBMISSION TO MCIRSA.
9C.  IRR. BECAUSE TRANSFER INTO THE IRR IS AN STR SUBMISSION OCCASION, STRS FOR ALL MEMBERS OF THE IRR SHOULD RESIDE WITH THE VA.SEPARATION/DROP FROM THE IRR IS NOT AN OCCASION FOR STR SUBMISSION. IRR MARINES WHO ARE ACTIVATED OR MOBILIZED FOR A PERIOD OF ACTIVE DUTY WILL SUBMIT THEIR STRS TO THE SUPPORTING IPAC/ADMIN RUC UPON RELEASE FROM ACTIVE DUTY AND RETURN TO THE IRR OR SEPARATION FROM THE SERVICE.
10.  MISSING/LOST STRS.IF A STR CANNOT BE LOCATED, A REPLACEMENT RECORD SHALL BE CREATED PER CHAPTER 16 OF REF (C) PRIOR TO A MARINE EXECUTING TRANSITIONAL PTAD, PDMRA, OR TERMINAL LEAVE.
11.  STRS WILL NOT CONTAIN PRINTED AHLTA NOTES. ALL AHLTA NOTES MUST BE REMOVED PRIOR TO SENDING THE STR TO THE MARINE CORPS CENTRAL CELL; SUCH NOTES WILL BE UPLOADED AS PART OF THE AWP PUSH CONDUCTED AT THE MARINE CORPS STR CENTRAL CELL. IPAC/ADMIN PERSONNEL RUC ARE NOT REQUIRED TO ENSURE THE AHLTA NOTES ARE REMOVED FROM THE MEDICAL RECORD PRIOR TO SUBMISSION; THAT IS THE RESPONSIBILITY OF THE SERVICING MEDICAL DEPARTMENT. IT IS THE RESPONSIBILITY OF THE IPAC/ADMIN RUC TO ENSURE THAT THE COMPLETE STR PACKAGE, TO INCLUDE THE SIGNED DD2963, IS RECEIVED FROM THE SEPARATING MARINE.
12.  PROJECTED SEPARATIONS. ON A MONTHLY BASIS, IPAC/ADMIN RUC WILL PROVIDE A REPORT OF PROJECTED SEPARATIONS (PROJECTED LOSS LIST) FORTHE NEXT 45 DAYS TO THE APPROPRIATE MEDICAL AND DENTAL DEPARTMENTS.
DATA TO BE INCLUDED IN THE REPORT SHOULD BE ENCRYPTED TO FOLLOW PERSONAL IDENTIFYING INFORMATION (PII) GUIDELINES: FULL NAME, SSN, COMMAND NAME, UIC, SERVICE, COMPONENT (WITH CATEGORY, IF RESERVE), AND SEPARATION/RETIREMENT DATE.
13.  IPAC/ADMIN RUC ARE DIRECTED TO TAKE ALL APPROPRIATE ACTIONS TO IDENTIFY RECORDS PROCESSING ISSUES WELL IN ADVANCE OF THE SEPARATION OF MARINES AND COORDINATE AS NECESSARY WITH THEIR RESPECTIVE CHAINOF COMMAND.
14.  ENSURING MARINES EXPERIENCE AN ORDERLY TRANSITION TO CIVILIAN LIFE IS OF PARAMOUNT IMPORTANCE TO THE MARINE CORPS. AN IMPORTANT ENABLER OF THIS TRANSITION IS THE TIMELY TRANSFER OF THE SEPARATING OR RETIRING MARINE'S STR TO THE VA.
15.  THIS MARADMIN IS APPLICABLE TO MARINE CORPS AND MARINE CORPS RESERVE.
16.  RELEASE AUTHORIZED BY SES S. E. MURRAY, DEPUTY COMMANDANT FOR MANPOWER AND RESERVE AFFAIRS, ACTING.//