AF Form 887: Medical Record Charge Out Guide (Blue)

AF Form 887: Medical Record Charge Out Guide (Blue) – AF Form 887, officially titled the Medical Record Charge Out Guide (Blue), serves as a critical administrative tool used exclusively by United States Air Force (USAF) Medical Treatment Facilities (MTFs). This blue-colored form helps track the temporary removal and location of outpatient medical records from central files, ensuring accurate accountability, quick retrieval, and compliance with strict records management protocols in military healthcare settings.

Healthcare administrators, medical records technicians, and staff at Air Force clinics and hospitals rely on this form (along with related AF Forms 885 and 886) to maintain the integrity of patient records while supporting daily operations such as appointments, consultations, or temporary transfers.

What Is AF Form 887 and Why Is It Used?

In traditional paper-based or hybrid medical record systems at USAF MTFs, patient records (often called health records or outpatient records) are stored centrally. When a record is removed—for provider review, specialist consultation, or other authorized purposes—a charge-out guide like AF Form 887 is placed in the file folder in its place. This “charge out” process prevents records from being lost and provides an immediate visual indicator of the record’s current location and status.

  • Color Coding: The blue version (AF Form 887) is specifically designated for certain charge-out scenarios in Air Force medical records management.
  • Purpose: It indicates that an outpatient record has been removed and documents who has it, when it was charged out, and expected return details.
  • Key Benefit: Reduces errors in high-volume military healthcare environments where records must remain available for continuity of care, audits, and compliance with privacy regulations like the Privacy Act of 1974 and HIPAA rules as implemented in DoD and Air Force guidance.

Note: AF Form 887 is for official use by USAF Medical Treatment Facilities ONLY. It is not intended for general public, veteran, or civilian use outside authorized Air Force channels.

How AF Form 887 Fits into USAF Medical Records Management?

USAF medical records management emphasizes accountability, security, and efficient access while protecting sensitive protected health information (PHI). Related forms in the charge-out series include:

  • AF Form 885 and 886: Companion medical record charge-out requests used to track record movement.
  • These forms work together to create a clear audit trail when records leave the main filing area.

Modern Air Force MTFs increasingly rely on electronic health records (EHR) systems like MHS GENESIS, but paper or hybrid processes (including charge-out guides) remain relevant for certain legacy records, backup documentation, or specific facility procedures. DAFI 48-107 and related patient administration guidance stress proper documentation and transfer protocols to maintain record integrity.

When a record is charged out:

  1. The AF Form 887 (or equivalent) is completed with details such as patient identifier, date charged out, person or department taking the record, and expected return date.
  2. It is inserted into the record folder’s pocket or designated location.
  3. Upon return, the form is updated or removed, and the record is refiled.

This system helps prevent “lost” records and supports quality assurance in busy MTFs supporting active duty members, families, and other beneficiaries.

Who Uses AF Form 887?

  • Medical Records Technicians and Clerks at USAF MTFs.
  • Patient Administration staff responsible for record tracking.
  • Providers and Clinics that temporarily need physical records.
  • Limited to authorized personnel within Air Force medical facilities.

Civilian or veteran patients generally do not interact directly with this form. Requests for copies of military medical records typically use DD Form 2870 (Authorization for Disclosure of Medical or Dental Information) or other approved channels through the MTF’s Release of Information office.

Download Official AF Form 887

The official sources for Air Force forms and publications are hosted on the Department of the Air Force e-Publishing website (www.e-publishing.af.mil). Search for AF Form 887 there for the most current version.

Provided download links (PDF and EPUB formats for accessibility):

Always verify you are downloading from official .mil domains and confirm the latest revision date, as forms can be updated. Using outdated versions may lead to processing errors.

Important: These forms are restricted to official USAF MTF use. Unauthorized distribution or use outside prescribed channels is not permitted.

Best Practices for Medical Record Charge-Out in USAF MTFs

  • Complete all required fields accurately to ensure traceability.
  • Establish clear local procedures for return timelines and follow-up on overdue charge-outs.
  • Integrate with broader records management policies under AFI/DAFI guidance on patient administration and information governance.
  • Transition toward fully electronic systems where possible to reduce reliance on physical charge-out processes while maintaining compliance.

Proper use of AF Form 887 supports mission readiness by ensuring medical records are available when needed for patient care, deployments, PCS moves, or quality reviews.

  • e-Publishing.af.mil: Central hub for all Air Force forms and publications.
  • DAFI 48-107 series: Guidance on aerospace and operational medicine documentation.
  • MHS GENESIS Patient Portal: For eligible beneficiaries to access certain electronic records.
  • TRICARE resources for beneficiaries seeking record copies or transfers.

For veterans or separating service members, medical records are typically handled through the AF STR Processing Center or the Department of Veterans Affairs (VA), depending on separation date. Contact your local MTF Patient Administration or Release of Information section for assistance.

Disclaimer: This article provides general informational context based on publicly referenced Air Force medical records practices. It is not official guidance. Always consult your local USAF MTF, current DAF instructions, or the e-Publishing site for authoritative procedures and the most up-to-date form versions. Policies and systems evolve, particularly with the ongoing shift to electronic records.

If you are a USAF medical records professional seeking training or clarification on charge-out procedures, contact your facility’s Health Information Management or Patient Administration leadership. Proper record tracking remains a cornerstone of high-quality, compliant military healthcare delivery.