A Soldier has the right to receive a list of who has accessed their medical records

The information contained on this website is designed to educate and inform service members and their families on their personal legal affairs. Nothing contained in the website is a substitute for the competent legal advice of a licensed attorney. Service members and their families seeking legal advice should consult the staff of the nearest installation Legal Assistance Office.

As a service member, you have the right to keep your personally identifiable information private. Meanwhile, the public has the right to access federal agency records. There are laws on both sides of this legal tug of war:

• The Privacy Act of 1974 provides protections for the release of records from federal agencies that contain personally identifiable information. It blocks the release of these records without your written consent, unless one of 12 exceptions applies.
• The Freedom of Information Actallows the public to request access to various federal records. Federal agencies must make records available to the public on request, unless they fall within one of nine exemptions.

Know your privacy rights

The Privacy Act is a U.S. federal law that:

• Protects records that can be retrieved from a system of records by personal identifiers (such as a name, Social Security number or other identifying number or symbol)
• Defines a system of records as any grouping of information about an individual under the control of a federal agency from which information is retrievable by personal identifiers
• Grants you access to your service record
• Provides you with the option to request the correction of your records

Know the public’s rights

Enacted in 1966, FOIA generally provides that any person has a right to obtain access to federal agency records. The intent is to make these agencies accountable to the public for their actions. It requires them to:

• Publish statements of their organizations’ functions, rules, procedures, general policy, any changes that are made and how to obtain information
• Index and make available statements of policy, manuals and instructions, final opinions and orders in cases, as well as indices for public inspection and copying
• Release the public information requested under FOIA unless it falls under one of the nine exemptions (including personal privacy, national security and law enforcement)

Learn about FOIA requests

What information is released to the public from federal records depends on whether a person requests information that FOIA allows to be released or if you or your next of kin authorize its release.

Without your authorization (or your next of kin’s if you are deceased), the government can only release limited information from your official military personnel files. Information they can release, includes:

• Name, photograph and service number
• Dates and branch of service
• Final duty status and final rank
• Assignments and geographical locations
• Military education level, awards and decorations
• Transcript of courts-martial trials
• Place of entrance and separation

With your authorization (or your next of kin’s if you are deceased), a federal agency can release any information not available to the public under FOIA. The authorization must:

• Be in writing
• Specify what additional information or copies the services or National Personnel Records Center may release
• Include your signature or the signature of your next of kin

The information contained on this website is designed to educate and inform service members and their families on their personal legal affairs. Nothing contained in the website is a substitute for the competent legal advice of a licensed attorney. Service members and their families seeking legal advice should consult the staff of the nearest installation Legal Assistance Office.

• Privacy and Civil Liberties
• Breach Prevention and Response
• Civil Liberties Compliance
• Data Sharing Agreements
• HIPAA and Privacy Act Training
• HIPAA Compliance within the MHS
• Privacy Act at DHA
• Privacy Board
• Privacy Contract Language
• Privacy Impact Assessments
• Research Streamlining Initiative
• Risk Assessment

The Health Insurance Portability and Accountability Act (HIPAA) permits protected health information (PHI) of Armed Forces personnel to be disclosed under special circumstances. Commonly referred to as the Military Command Exception, covered entities such as military treatment facilities may disclose the PHI of Armed Forces personnel to Command authorities for authorized activities.

These activities include fitness for duty determinations, fitness to perform a particular assignment, or other activities necessary for the military mission. PHI disclosed to military command authorities, while no longer subject to HIPAA, remains protected under the Privacy Act of 1974.

Mental Health and/or Substance Abuse Disclosures

DOD supports the provision of mental health care and voluntarily seeks substance abuse education to Armed Forces personnel while maintaining a balance between patient confidentiality rights and Command notification. Therefore, covered entities are not permitted to notify a Service member’s Commander when the member obtains these services, unless certain conditions are met, such as displaying a serious risk of harm to self, others, or the mission.

Medical Appointment Reminders

Command authorities may require notification of medical appointments for Armed Forces personnel for mission purposes, such as assignment coverage. Medical appointment notifications include treatment reminders, such as physicals, immunizations, labs, etc., and missed and cancelled appointments.

Non-Military Providers

The above guidance may be relied upon by covered entities outside of DOD, such as non-government hospitals and other private health care providers and health plans.

Last Updated: August 26, 2022

How can I access military records?

What type of information must be captured in the medical record?