AF Form 3845: Preventive Medicine Counseling Record

AF Form 3845: Preventive Medicine Counseling Record – The AF Form 3845, officially titled Preventive Medicine Counseling Record, is a key U.S. Air Force medical form used primarily to document counseling sessions for service members diagnosed as HIV positive. It ensures proper recording of preventive medicine guidance, risk reduction education, and acknowledgment by the individual.

Air Force medical providers and public health teams use this form to support force health protection, compliance with medical standards, and mission readiness. It plays a specific role in the management of HIV-positive personnel as outlined in Air Force Instruction (AFI) 44-178.

What Is AF Form 3845 Used For?

AF Form 3845 records preventive medicine counseling provided to HIV-positive Air Force members. According to AFI 44-178 (which remains a primary reference for HIV-related procedures), the form documents counseling delivered by a health care provider or the HIV Community Health Nurse (CHN) at the HIV Medical Evaluation Unit at San Antonio Military Medical Center (SAMMC).

Key uses include:

  • Documenting education on preventing HIV transmission (e.g., safe sexual practices, disclosure to partners, and barrier methods).
  • Recording the member’s acknowledgment of the counseling.
  • Supporting issuance of orders by the unit commander regarding preventive medicine requirements.
  • Maintaining a formal record for the member (one copy provided to them) and for the HIV CHN’s files (one copy retained).

The form helps ensure compliance with public health standards, protects unit readiness, and safeguards the health and welfare of the command while addressing individual medical needs.

Note: While the form’s title refers to general “preventive medicine counseling,” current guidance ties its primary application to HIV-positive cases. Broader preventive medicine topics (e.g., general health promotion) often use other tools such as the Adult Preventive Care Flowsheet or electronic health record entries.

Key Sections of AF Form 3845

The form collects standard administrative and counseling-specific information:

  • Personal Data: Member’s name, rank/grade, SSN (or DoD ID), organization/unit, and contact details.
  • Counseling Session Details: Date, location, and provider information.
  • Topics Discussed: Specific preventive medicine and health promotion subjects covered during the session.
  • Recommendations and Follow-up: Any additional guidance, referrals, or required actions.
  • Signatures: Signature of the counselor (health care provider or CHN) and the service member acknowledging receipt and understanding of the counseling.

The form includes standard Privacy Act and authority statements typical of Air Force medical documentation.

Official Download: Access the current fillable PDF directly from the Air Force e-Publishing site:
https://static.e-publishing.af.mil/production/1/af_sg/form/af3845/af3845.pdf

Always use the official version from e-Publishing.af.mil for compliance.

Who Uses AF Form 3845?

  • Active Duty Air Force members diagnosed as HIV positive.
  • Medical Treatment Facility (MTF) providers, public health officers, and HIV Community Health Nurses.
  • Unit commanders (for issuing related preventive medicine orders).
  • Reserve and Guard components where applicable under the same medical policies.

Counseling typically occurs as part of the comprehensive medical evaluation following a positive HIV test. The member receives one copy, and the original or duplicate is filed appropriately in medical records.

  • AFI 44-178: Governs HIV testing, notification, counseling, and management. It explicitly names AF Form 3845 for recording counseling for HIV-positive individuals. Positive results involve coordination via AF Form 74 and notification via AF Form 3844.
  • Medical Evaluation: Active duty members testing positive undergo evaluation at SAMMC, with counseling integrated into the process.
  • Command Orders: After counseling, commanders may issue orders outlining behavioral and health requirements to protect the unit and maintain readiness (e.g., partner notification and barrier protection).
  • Record Keeping: Documentation supports epidemiological efforts, contact notification (where appropriate), and overall force health protection.

These procedures align with broader Department of Defense and Air Force public health policies aimed at reducing transmission risks while supporting affected service members.

How to Properly Complete and Use AF Form 3845?

  1. Preparation: The counseling provider (physician, nurse, or designated CHN) prepares the form with accurate member demographics.
  2. Session Documentation: Clearly note the date, topics discussed (transmission prevention, safe practices, resources), and any personalized recommendations.
  3. Signatures: Both the counselor and the service member sign to confirm the counseling occurred and was understood.
  4. Distribution: Provide a copy to the member and retain the record per medical records policy (electronic or physical as required).
  5. Follow-up: Coordinate with the unit for any required orders and ensure ongoing care through the MTF.

Tip for Providers and Administrators: Use the form (or a similar documented equivalent when explicitly allowed) to maintain audit-ready records. Always cross-reference the latest version of AFI 44-178 or successor publications for updates.

Why Proper Documentation Matters

Accurate use of AF Form 3845 supports:

  • Individual Health: Ensures service members receive clear, documented guidance on managing their condition responsibly.
  • Unit and Mission Readiness: Helps prevent transmission and maintains operational capability.
  • Legal and Compliance Standards: Provides a clear record of counseling and acknowledgment, which is essential for command actions and medical oversight.
  • Public Health: Contributes to broader efforts in disease prevention within the military population.

Where to Find the Latest Information?

  • Official form: Air Force e-Publishing – AF Form 3845
  • Governing instruction: AFI 44-178 (search on e-publishing.af.mil for the most current version or updates).
  • Medical providers should consult their local MTF Public Health or Infectious Disease teams for implementation guidance.
  • For policy questions, refer to the Air Force Surgeon General’s office or applicable MAJCOM guidance.

Important: Policies and forms can be updated. Always verify the latest official publications on the Air Force e-Publishing website (e-publishing.af.mil) before use. This article provides general information based on available guidance and is not a substitute for official military medical advice or instructions.

If you are an Air Force member or provider needing assistance with this form, contact your local Medical Treatment Facility or Public Health office for personalized support.

Keywords: AF Form 3845, Preventive Medicine Counseling Record, Air Force HIV counseling, AFI 44-178, Air Force medical forms, official AF 3845 PDF.