AF Form 788A: Inpatient Record (Orange) – Download Guide

AF Form 788A: Inpatient Record (Orange) – Download Guide – AF Form 788A serves as the official orange inpatient record jacket used by the U.S. Air Force for organizing and storing documentation related to hospital admissions and inpatient care. This specialized folder is part of the standardized Department of Defense (DoD) Health Record system, helping ensure accurate, secure, and accessible medical documentation for service members, dependents, and other eligible patients treated in Air Force medical treatment facilities (MTFs).

Whether you’re a medical records technician, healthcare provider, patient administrator, or someone seeking information about your own Air Force medical records, this guide explains the purpose, usage, color-coding system, and proper handling of AF Form 788A.

What Is AF Form 788A?

AF Form 788A is the Inpatient Record (Orange) jacket specifically designated for certain Air Force inpatient medical records. It functions as the outer folder or “jacket” that holds all pertinent clinical documentation generated during a patient’s hospital stay.

Key details:

  • Color: Orange (used for primary group records based on the last two digits of the patient’s Social Security Number ending in 00-09).
  • Full Name: AF Form 788A – Inpatient Record (Orange).
  • Purpose: To physically organize, protect, and identify inpatient medical records in paper-based or hybrid systems within Air Force MTFs.

This form is one of a series of color-coded inpatient jackets:

  • AF Form 788A — Orange (SSN endings 00-09)
  • AF Form 788B — Light green (SSN endings 10-19)
  • AF Form 788C — Yellow (and so on for other ranges)

The color-coding system streamlines filing, retrieval, and management of large volumes of inpatient records across military treatment facilities.

Purpose and Importance in Air Force Medicine

Inpatient records differ significantly from outpatient or ambulatory records. An inpatient admission involves overnight hospital care, which generates extensive documentation including:

  • Admission notes and history & physical (H&P)
  • Progress notes
  • Physician orders
  • Nursing documentation
  • Laboratory and radiology results
  • Operative reports (if surgery occurs)
  • Discharge summaries

AF Form 788A jackets provide a standardized, durable way to compile and safeguard this critical information. Proper use supports:

  • Continuity of care during and after hospitalization
  • Compliance with DoD health record policies
  • Efficient record transfer between facilities or services
  • Long-term retention and disposition according to federal and military regulations

The Defense Health Agency (DHA) oversees overarching policies for DoD health records, including inpatient documentation, under DHA-PM 6025.02 (DoD Health Record, Volume 1). This manual details creation, filing, maintenance, and transfer of inpatient records.

Who Uses AF Form 788A?

  • Air Force Medical Service (AFMS) personnel, including Patient Administration (PAD) staff, medical records technicians, and providers in military hospitals and clinics.
  • Joint facilities where Air Force patients receive care alongside Army or Navy personnel (color-coding is service-specific).
  • Deployed environments where hard-copy records may still be maintained alongside electronic systems like MHS GENESIS.
  • Veterans and former service members (or their representatives) who may need to reference or request historical inpatient records.

Note: Modern Air Force medicine increasingly uses electronic health records (EHR) via MHS GENESIS, but physical jackets like AF Form 788A remain relevant for archiving, hybrid records, or specific inpatient workflows.

How to Obtain and Download AF Form 788A?

Official Air Force forms are available through the Air Force e-Publishing website. You can download:

These links provide access to the physical form files for printing or digital reference. Always verify the latest version on the official e-Publishing.af.mil site to ensure compliance with current standards.

For bulk or official use, medical treatment facilities typically order pre-printed jackets through standard military supply channels.

Management of AF Form 788A falls under broader DoD guidance:

  • DHA-PM 6025.02, Volume 1 — Covers inpatient record creation, contents, filing, maintenance, and disposition.
  • Air Force-specific instructions for medical records handling, often integrated into base-level Patient Administration procedures.
  • Privacy and security rules under HIPAA (for protected health information) and DoD privacy regulations.

Inpatient records require careful handling to protect sensitive medical data. Facilities must follow strict protocols for filing loose documents, quality checks, and record retirement (e.g., quarterly processes in deployed settings).

Key Differences: Inpatient vs. Outpatient Records

  • Inpatient (AF Form 788 series): Used for hospital admissions requiring overnight stays. The jacket compiles a comprehensive record of the entire episode of care.
  • Outpatient/Ambulatory: Typically maintained in different formats or electronic systems and do not use the same color-coded inpatient jackets.

Extended ambulatory or observation records may have specific handling rules but generally do not use the 788A series jackets.

Best Practices for Using AF Form 788A

  1. Labeling — Clearly mark the jacket with the patient’s full name, SSN (or DoD ID), admission/discharge dates, and facility.
  2. Organization — Follow DoD guidelines for section dividers and document sequencing inside the jacket.
  3. Quality Control — Patient Administration staff should perform checks before filing or transferring records.
  4. Transfer — When moving records between facilities, use approved channels and maintain chain-of-custody documentation.
  5. Disposition — Retire or archive records according to the appropriate schedule (inpatient records often have longer retention requirements than routine outpatient notes).

For veterans seeking copies of historical inpatient records:

  • Recent records: Contact the treating MTF’s medical records department.
  • Older records: Submit requests via the National Personnel Records Center (NPRC) or appropriate VA channels.
  • Use DD Form 2870 (Authorization for Disclosure of Medical or Dental Information) for formal requests.

Accessing Your Air Force Medical Records Today

Active-duty members, retirees, and dependents can view much of their health information electronically through the MHS GENESIS Patient Portal or TRICARE Online. For physical inpatient records or older documentation, reach out to your local MTF Patient Administration or Medical Records section.

If you need assistance locating records from a specific Air Force base or hospital, start with the facility’s official website or call the medical records department directly.

Conclusion

AF Form 788A (Inpatient Record – Orange) plays an essential role in the standardized management of Air Force inpatient medical documentation. By using the correct color-coded jacket based on SSN ranges, medical teams ensure efficient organization, better continuity of care, and full compliance with DoD policies.

For the most current instructions, always refer to official sources:

  • Air Force e-Publishing (for forms)
  • DHA-PM 6025.02 (for policy details)
  • Your local Air Force MTF Patient Administration team

Download AF Form 788A here:

If you have questions about completing, filing, or requesting records using AF Form 788A, contact your military treatment facility for personalized guidance. Proper record management protects patient privacy while supporting high-quality healthcare for the Air Force community.

This article is for informational purposes only and is based on publicly available DoD and Air Force guidance as of 2026. Policies may evolve; consult official military channels for the latest requirements.