AF Form 2140A: Health Record – Outpatient (Tan) Download

AF Form 2140A: Health Record – Outpatient (Tan) Download – AF Form 2140A, officially titled Health Record – Outpatient (Tan), serves as the dedicated physical folder (or jacket) for maintaining outpatient medical documentation in U.S. Air Force Medical Treatment Facilities (MTFs). It is authorized exclusively for use by USAF MTFs and supports the organization, storage, and protection of a patient’s outpatient health records.

This tan-colored folder helps ensure compliance with Air Force and Department of Defense (DoD) policies on medical record management, including those outlined in DAFMAN 41-210 (TRICARE Operations and Patient Administration) and related supplements. While the U.S. military has transitioned heavily toward electronic health records like MHS GENESIS, the AF Form 2140A remains relevant for physical filing, archiving, scanning into systems such as HAIMS (Health Artifact and Image Management Solution), or handling legacy/paper components of outpatient care.

What Is AF Form 2140A Used For?

The AF Form 2140A functions as the outer jacket for outpatient health records (also referred to as Service Treatment Records or portions of the broader DoD Health Record). It organizes documentation of ambulatory (non-hospitalized) medical care, including:

• Routine clinic visits
• SF 600 Chronological Record of Medical Care entries
• Laboratory results, radiology reports, and consultation notes
• Immunization records and preventive health documentation
• Other outpatient encounter summaries

The tan color typically designates it for specific patient categories or terminal digit filing systems used in military medical records management (similar to color-coding practices across DoD services for quick identification). Related forms include AF Form 2140B (Health Record – Dental, Tan) and AF Form 2150A (Health Record – Outpatient, Blue), which differentiate record types or patient statuses.

These folders support accurate assembly, internal consistency, and correlation of medical documentation, as emphasized in USAF medical administration guidelines. They are not for inpatient (hospital) records, which use different jackets and procedures.

Important Note: Medical records, including those in AF Form 2140A jackets, are the property of the U.S. Government. Patients have rights to access their information under the Privacy Act and HIPAA, but originals stay under MTF control.

Who Uses AF Form 2140A?

• USAF Medical Treatment Facilities (MTFs) only — This form is restricted to active Air Force medical operations and does not apply to Air National Guard or Air Force Reserve in the same manner unless specified in supplements.
• Healthcare administrators, medical records technicians, and providers who assemble, file, or transfer outpatient records.
• It applies to eligible beneficiaries receiving outpatient care, primarily active duty service members, but can extend to other categories per eligibility rules in DAFMAN 41-210.

The form helps MTFs manage records during in-processing, out-processing, deployments, or transitions between facilities. With the shift to electronic systems (e.g., AHLTA historically, now MHS GENESIS), paper folders like this one often support hybrid processes, such as printing and scanning documents for digital archiving.

How to Obtain and Use AF Form 2140A?

1. Download Official Versions: Access the form through the Department of the Air Force e-Publishing website (e-publishing.af.mil). Search for AF Form 2140A or related medical record products. The provided links offer PDF and EPUB formats for reference:
   • PDF: https://static.e-publishing.af.mil/etc/physical.pdf
   • EPUB: https://static.e-publishing.af.mil/etc/physical.epub

   Always verify the latest version on the official e-Publishing site, as forms and procedures can update.

2. Filling and Assembly:
   • Label the folder with patient identifiers (name, rank, SSN/DOD ID, terminal digits for filing).
   • Follow color-coding and tabbing standards for sections (e.g., patient history, progress notes, labs).
   • Include required forms like SF 600 for chronological entries.
   • Ensure privacy markings and secure storage per HIPAA, Privacy Act, and AFI 33-332 guidelines.
   • For extensions or updates, related forms like AF Form 2700L may be used in some contexts for record management.
3. Record Management Best Practices (per AFMAN 41-210 and supplements):
   • Verify patient eligibility in systems like CHCS before filing.
   • Maintain accuracy and completeness for continuity of care.
   • When transitioning care, forward records appropriately (e.g., scan into HAIMS or transfer via DD Form 2138 where applicable).
   • Dispose of or retire records according to the Air Force Records Disposition Schedule.

Pro Tip for USAF Personnel and Providers: Check both electronic systems (MHS GENESIS) and any physical volumes in CHCS Medical Record Tracking (MRT) to confirm a complete record exists. Paper components may still be needed for certain legacy or supplemental documentation.

Transition to Electronic Records and Modern Context

The Department of Defense continues migrating to fully digital health records. Outpatient care is primarily documented in MHS GENESIS, reducing reliance on physical folders over time. However, AF Form 2140A supports:

• Hybrid environments during system transitions.
• Archiving printed encounters.
• Specific MTF workflows where physical jackets aid organization.

For veterans or separating service members, outpatient health records (including contents from such folders) are handled differently based on separation date:

• Pre-1994: Often at National Archives.
• 1994–2013: VA Records Management Center.
• Post-2013: AF STR Processing Center or MHS systems.

Request copies using DD Form 2870 (Authorization for Disclosure of Medical or Dental Information) or appropriate channels like the MHS GENESIS Patient Portal for recent records.

Key Compliance and Privacy Considerations

• Protected Health Information (PHI): Safeguard all contents per DoDM 6025.18 (HIPAA in DoD) and AF privacy policies.
• Access: Limited to authorized personnel; patients can request copies but not remove originals without proper procedures.
• Updates: Always reference the latest DAFMAN 41-210 and MTF-specific supplements for current procedures.

Why Proper Use of AF Form 2140A Matters?

Accurate outpatient record management ensures:

• Seamless continuity of care for Airmen.
• Compliance during inspections, audits, or deployments.
• Support for fitness, deployment readiness, and line-of-duty determinations.
• Efficient transitions between MTFs or to veteran care systems.

For official guidance, visit the Air Force e-Publishing site or consult your local MTF Health Information Management (HIM) or Patient Administration section. Procedures can vary slightly by wing or facility (e.g., 59 MDW supplements emphasize integration with electronic systems).

Need the Form?
Use the official download links provided for reference and printing within authorized USAF channels. For questions on implementation, contact your MTF records manager.

This article is for informational purposes only and is based on publicly available U.S. Air Force publications and DoD medical records policies as of the latest accessible data. Always confirm with current official sources for operational use, as policies evolve.

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