AF Form 2140B: Health Record – Dental (Tan) | USAF MTF

AF Form 2140B: Health Record – Dental (Tan) | USAF MTF – AF Form 2140B, officially titled Health Record – Dental (Tan), serves as a specialized color-coded folder used exclusively by United States Air Force (USAF) Medical Treatment Facilities (MTFs) and dental clinics to maintain physical dental health records. This tan-colored jacket is part of the standardized series of AF Forms 2100B–2190B designed for organizing Service Treatment Records (STRs) in military dental and medical administration.

The form supports terminal digit filing systems commonly used in DoD and Air Force patient administration. It helps ensure accurate, secure, and efficient management of dental records for active duty personnel, dependents, and other eligible beneficiaries.

What Is AF Form 2140B Used For?

AF Form 2140B functions as the outer dental health record jacket (folder) for filing dental treatment documentation, radiographs, examination results, and related notes in hard-copy format. It is color-coded tan and corresponds specifically to patients whose Social Security Number (SSN) ends in 40-49.

This color-coding system streamlines record retrieval and filing in busy USAF dental clinics:

  • 00-09: Orange (AF Form 2100B)
  • 10-19: Green (AF Form 2110B)
  • 20-29: Yellow (AF Form 2120B)
  • 30-39: Gray (AF Form 2130B)
  • 40-49: Tan (AF Form 2140B)
  • 50-59: Blue (AF Form 2150B)
  • And so on through 90-99 (Red – AF Form 2190B).

Inside the jacket, providers file standard dental forms, progress notes, and supporting documents. The physical record complements electronic systems like MHS GENESIS (the modern electronic health record platform for the Military Health System).

Important Note: This form is For use by USAF Medical Treatment Facilities ONLY. It is not intended for personal use, civilian dental offices, or non-AF organizations.

How to Properly Label and Use AF Form 2140B?

According to USAF dental assistant training materials and patient administration guidance (such as Qualification Training Packages aligned with AFI 41-210, TRICARE Operations and Patient Administration Functions):

  1. Patient Identification — Print the patient’s full name (last, first, middle initial), rank/grade (if applicable), and relationship code/Family Member Prefix (FMP) from DEERS.
  2. SSN Handling — Enter the SSN (or pseudo-SSN/FIN) in the designated block. Blacken out or tape over the last digit of the SSN on the front, back, and edges for privacy protection.
  3. Color and Status Markings — Apply black tape or markings as needed for active duty (S) or reserve (R) status. Indicate the most recent year of treatment where required.
  4. Special Designations — Use red tape or markers for PRP/PSP (Personnel Reliability Program) cases, or black “FLY” markings for aerospace personnel as applicable.
  5. Filing — Place the completed jacket into the terminal digit filing system based on the last two digits of the SSN.

Clinics often use tools like DYMO label printers or CDA (Computerized Dental Administration) systems to generate record charge-out cards when pulling the physical folder for appointments.

Always verify patient identity using a valid ID card and check DEERS eligibility before processing.

  • AFI 41-210 — TRICARE Operations and Patient Administration Functions (governs assembly, maintenance, and disposition of outpatient and dental records).
  • DoDM 6025.18 — Implementation of the HIPAA Privacy Rule in DoD Health Care Programs (covers privacy, disclosures, and authorization via DD Form 2870 for medical/dental information).
  • AFMAN 41-210 supplements and local MTF policies — Provide additional procedures for record requests, disclosures, and transitions to electronic formats.
  • Dental records are part of the broader Service Treatment Record (STR) system, with privacy protected under the Privacy Act of 1974 and applicable Systems of Records Notices (e.g., F044 AF SG D for Automated Medical/Dental Record System).

Dental health documentation supports readiness, deployments, periodic health assessments (PHA), and continuity of care across the Military Health System.

How to Access or Download AF Form 2140B?

The official source for all Air Force forms and publications is the Air Force e-Publishing website (www.e-publishing.af.mil). Search for AF Form 2140B or browse the medical/dental forms section.

Direct download links provided (these point to the physical form or related catalog resources):

Note: Always download the most current version directly from e-Publishing to ensure compliance. Forms may be updated periodically, and older versions could be obsolete. Contact your local USAF MTF dental records section for assistance if you are an authorized user.

Who Needs AF Form 2140B?

  • USAF dental clinic staff and patient administration personnel at Medical Treatment Facilities.
  • Providers documenting dental examinations, treatments, and readiness status.
  • Records managers responsible for maintaining physical backups or hybrid records alongside electronic systems.

Veterans or separating service members seeking copies of their dental records should use DD Form 2870 (Authorization for Disclosure of Medical or Dental Information) submitted to the appropriate MTF or through the MHS GENESIS Patient Portal. For archived records, contact the National Personnel Records Center (NPRC) if needed after separation.

Transition to Electronic Records

While AF Form 2140B supports traditional paper-based dental records, the Department of Defense continues migrating toward fully electronic systems. MHS GENESIS now serves as the primary platform for dental documentation at most facilities. Physical jackets like the tan AF Form 2140B remain in use for specific filing needs, legacy records, or backup purposes at USAF MTFs.

Proper management of both physical and electronic dental records ensures compliance with privacy rules, supports mission readiness, and facilitates seamless care for Air Force personnel and their families.

Need Help with USAF Dental Records?

If you are stationed at a USAF base or assigned to a Medical Treatment Facility:

  • Visit your local dental clinic’s records section.
  • Submit requests via official channels using DD Form 2870 for disclosures.
  • For TRICARE or beneficiary questions, refer to health.mil or your base’s patient administration office.

Disclaimer: This article provides general information based on publicly available USAF guidance and training materials. It is not official legal or medical advice. Always consult the latest directives on e-publishing.af.mil or your local MTF for authoritative instructions. Forms and policies are subject to change.

For the most accurate and up-to-date information on AF Form 2140B and USAF dental record procedures, visit the official Air Force e-Publishing site and search for related AFIs and QTMs (Qualification Training Packages) in the medical/dental series.