AF Form 885: Medical Record Charge Out Guide (Red)

AF Form 885: Medical Record Charge Out Guide (Red) – AF Form 885, officially titled Medical Record Charge Out Guide (Red), serves as a critical administrative form used exclusively by U.S. Air Force Medical Treatment Facilities (MTFs). It helps track outpatient medical records when they are temporarily removed from central files, ensuring quick location, accountability, and compliance with strict records management protocols.

This red-colored charge-out guide (part of a color-coded series with AF Form 886 in yellow and AF Form 887) indicates that an outpatient record has been pulled and placed in its stead. It prevents misfiling and supports efficient patient care in busy military healthcare environments.

What Is AF Form 885 Used For?

In USAF MTFs, physical or hybrid medical records require precise tracking. When a provider, clerk, or authorized personnel removes a record for treatment, review, or administrative purposes, staff insert the AF Form 885 (Red) in its place within the file folder or section.

The form acts as a visible placeholder that records:

  • Patient identification details
  • Date the record was charged out
  • Name and organization of the person or department who removed it
  • Expected return date or purpose

This system minimizes lost records, supports HIPAA-compliant handling of protected health information (PHI), and aligns with broader Department of the Air Force and DoD records management policies. Similar charge-out practices appear in related guidance, such as using AF Form 614 for general records or color-coded guides for medical-specific tracking.

Note: AF Form 885 is for official use by USAF Medical Treatment Facilities only. It is not intended for general public, civilian healthcare, or non-Air Force use.

Key Features of the Medical Record Charge Out Guide (Red)

  • Color Coding: The red version distinguishes it within the series (red for one purpose, yellow for another, etc.), allowing quick visual identification in filing systems.
  • Placement: Typically inserted directly into the record folder or the small pocket of the health record jacket when the actual record is removed.
  • Companion Forms: Often used alongside AF Form 250 (Health Record Charge Out Request) or other internal tracking slips.
  • Purpose in Workflow: Supports continuity of care during appointments, referrals, audits, or temporary loans between departments.

Proper use reduces delays in locating records, which is vital in high-volume MTFs supporting active duty, dependents, and retirees.

How to Properly Use AF Form 885 in USAF MTFs?

While exact field-by-field instructions come from internal MTF training and the physical form itself, general best practices from Air Force medical records management include:

  1. Complete All Required Fields Accurately — Include patient name, SSN or DoD ID, record section, charge-out date, and borrower details.
  2. Insert Immediately — Place the completed red guide where the record was removed to maintain file integrity.
  3. Track Return — Monitor for timely return of the original record and remove/re-file the charge-out guide upon return.
  4. Document Extensions — If the record stays out longer than planned, update the form or initiate follow-up.
  5. Maintain Privacy — Handle all associated records per DoDM 6025.18 (HIPAA in DoD) and Air Force privacy policies.

Staff should consult local MTF procedures, as implementation can vary slightly by facility while following overarching DAF guidance on patient administration (e.g., DAFMAN 41-210).

Important: Always follow current Air Force e-Publishing guidelines and MTF-specific supplements for records management. Electronic health record systems like MHS GENESIS have reduced reliance on physical forms in many locations, but paper charge-out guides remain relevant where hybrid records exist.

Download AF Form 885 – Official Sources

You can access the official AF Form 885 (Medical Record Charge Out Guide – Red) through trusted Air Force channels:

These links point to official e-publishing assets hosted on the Air Force e-Publishing site (www.e-publishing.af.mil). Always verify you are on the .mil domain and check for the latest version, as forms can be updated.

For USAF Personnel: Log into the Air Force Portal or contact your local MTF Health Information Management (HIM) or Patient Administration section for printed copies, training, or electronic alternatives.

AF Form 885 operates within the larger framework of:

  • DAFMAN 41-210 — TRICARE Operations and Patient Administration (outlines patient admin functions in MTFs).
  • AFI 33-322 — Records Management and Information Governance Program (general charge-out procedures, including AF Form 614).
  • DoD-level policies on health record maintenance and release of information (e.g., DD Form 2870 for authorizations).

For broader medical records requests (not internal charge-out), patients or authorized parties typically use DD Form 2870. Retirees, separating members, or veterans may request copies through their MTF or the National Personnel Records Center.

Why Proper Charge-Out Procedures Matter?

Accurate use of forms like AF Form 885:

  • Ensures patient safety by making records available when needed.
  • Supports audit readiness and compliance.
  • Protects PHI under federal privacy rules.
  • Improves operational efficiency in USAF healthcare settings.

MTF staff receive training on these tools as part of Health Services Administration or medical records management courses.

Need Help with AF Form 885 or USAF Medical Records?

If you are assigned to a USAF MTF and need guidance on implementing or training on the Medical Record Charge Out Guide (Red), contact your local:

  • Patient Administration Flight
  • Health Information Management section
  • Medical Records Office

For official policy questions, refer to the latest publications on the Air Force e-Publishing website.

Disclaimer: This article provides general informational context based on publicly available descriptions of USAF forms and records management practices. It is not a substitute for official training, local MTF instructions, or current Department of the Air Force directives. Always use the most recent version from official sources and follow all applicable privacy and security rules.