Updated March 4, 2026
Medical Records / Release of Information
Business Hours: 7:30 a.m. to 4:00 p.m. weekdays. CLOSED weekends and federal holidays. Medical Records will be CLOSED every Wednesday from 12:30 p.m. to 4:00 p.m. for the In-Processing Briefing.
Medical Records conducts Out-Processing Monday – Friday 7:30 a.m. to noon Medical Records is closed on federal holidays.
IRAHC is CLOSED on the 1st and the 3rd Thursday at 1:00 p.m.
*MEDCOM 40-21 (Service Coverage Areas): Fort Knox, KY covers Michigan, Indiana, Ohio, and Kentucky. Health records can be requested from the nearest facility to where you live. Note: If you are out of state and out of our service coverage area, you do not need to request records from the last duty station/last place seen. Please request from the nearest Military Treatment Facility (MTF)- Find a Military Hospital or Clinic TRICARE.*
Appointment Verification:
AR 40-400 (Identification Procedures): Ages 10+ must have a Military ID presented at the time of appointment.
There are three prerequisites for accessing the MHS GENESIS Patient Portal
- You need to have accessed care at a site using MHS GENESIS.
- You will need to establish a DS Logon account by creating a username and password at the following website: https://www.dmdc.osd.mil/identitymanagement.
- If you currently have a DS Logon, you will need to log-in and upgrade your account to Premium. *please note: The process of completing the online application to establish a DS Logon account takes approximately 10 minutes and some questions may seem intrusive, but it is to protect your information. The intent of asking for this level of information is to eliminate the chance of unauthorized access to your health information. This application only needs to be done once to establish your account. Active duty and any other personnel with a common access card (CAC) may use that to login through the DS Logon site.
Note: MHS GENESIS Patient Portal is only available for DOD Beneficiaries; all others should contact the IRAHC Release of Information.
Note: Under DHA-Policy Memorandum 23-010, in general, when a patient or guardian or other person acting in loco parentis (i.e., an adult with authority to act in place of the parent/s) has authority to act on behalf of an unemancipated minor in making decisions related to health care, they are considered the personal representative for receipt of the minor’s PHI. In those instances (e.g., mental health care, pregnancy, care for sexually transmitted diseases) where a minor is recognized as being able to provide informed consent for their own care, typically when they become adolescents, state and federal law under HIPAA protects their privacy other applicable law or regulation. Because of this, DOD may not be able to provide full online access to parents, guardians, or other persons acting in loco parentis for adolescents (ages 13 to 17).
Note: For more information about patient eligibility, please visit our Medical Records/ROI Flyer.
Establishing a DS LOGON and accessing MHS GENESIS Patient Portal
To create and then access the MHS GENESIS Patient Portal, please visit the DS LOGON web page.
- If you do not have a common access card (CAC) or a MyPay account, you will need to create a DS Logon account to access the MHS GENESIS Patient Portal.
- To ensure MHS GENESIS can confirm your identity and provide the highest levels of cyber security and safeguards of your health information, you will be required to complete a brief verification process. You will be provided 3 minutes to complete a 4-question quiz to verify your identity. Responses may include providing your DOD ID number (found on your military IID Card), and some personal information including financial questions, past addresses, etc.
- You will create your MHS GENESIS Patient Portal password in the online registration process. A new password will need to be created every 180 days.
- Once you have successfully created your DS Logon, click on “Upgrade To Premium Account” to upgrade your account to Premium Access to view your health information.
Note: If you are out of state, you do not need to request records from the last duty station/last place seen. Please request from the nearest Military Treatment Facility (MTF)- Find a Military Hospital or Clinic | TRICARE.
*Beneficiaries are entitled to one free personal copy of their medical record a year, per AR 40-66. Additional copies provided will incur a charge of $20 for a CD.
Non-Military Treatment Facility requesting a copy of records:
*MEDCOM 40-21(Service Coverage Areas): Fort Knox, KY covers Michigan, Indiana, Ohio, and Kentucky. Health records can be requested from the nearest facility to where you live. Note: If you are out of state and out of our service coverage area, you do not need to request records from the last duty station/last place seen. Please request from the nearest Military Treatment Facility (MTF)- Find a Military Hospital or Clinic TRICARE.
We must have all request(s) in writing. Submit your request by Fax: 502-624-9247 (please set up your fax machine to receive a confirmation receipt). On your facility request form, please include patient’s full name, date of birth (DOB), patients last 4 of SSN, or their DOD ID number. Be specific of what your request and include a working return fax number. Requesting imaging? Please fax Radiology at 502-624-9343
There are several ways to acquire a copy of records:
*MEDCOM 40-21(Service Coverage Areas): Fort Knox, KY covers Michigan, Indiana, Ohio, and Kentucky.*
Medical Records will provide 1 free digital copy of your medical records on a CD once a year upon your request. The medical Records staff have up to 30 business days (not including Federal Holidays or weather-related closures or weekends) to fulfill medical records requests.
Requests for medical records requires a filled out and signed DD FORM 2870 and proper identification (Any state issued picture ID: front and back (NOT YOUR MILITARY ID CARD).
- *Please ensure that you fill out all sections to include “who you authorize to release your records” in section 6 and then annotate whether wanting to request “Behavioral Health” AND “Method of Receipt of Records” in section 8.*
- Section 8: If select “Email” as the receipt of records, please ensure that you provide email on the form.
Civilian medical organizations requesting patient medical records may use their own release forms in lieu of the
DD FORM 2870.
Note: For more information about patient eligibility, please visit our
Medical Records/ROI Flyer.
*Please note: Due to high demand, do not expect request(s) to be done at the medical records window. *
- If you have a common access card (CAC), email your request through DOD SAFE at https://safe.apps.mil/. Step 1: Click on “DROP OFF”. Step 2: Use “IRAHC” as the Recipients Name. Step 3: Use usarmy.knox.medcom-irach.list.outpatient-records@health.mil for the Recipients Email Step 4: Attach the completed DD 2870 and any state issued picture ID front and back if DD Form 2870 is not electronically signed Step 5: Please check encrypted box on DOD SAFE website Step 6: Use your DOD ID number as the passphrase to encrypt your records request. Step 7: Include the DOD ID number in the notes section along with document type (See format below for reference).
Format:
- DOD ID Number: 1234567890
- Signed DD Form 2870 with DL “OR” Digitally signed DD Form 2870
*Incomplete or incorrect requests will result in failure to process your request. *
2. By fax OR mail, Step 1: Completed DD Form 2870. Step 2: Provide a copy of a valid ID (front and back) - the ID must have your name and signature on it.
3. View and download your health records on the Genesis Portal https://my.genesis.health.mil. Documents like lab work, radiology, office notes, medication list, and immunization records can be found here. Lab results are available four days after the results are complete. Radiology results are available three days after the test has been taken.
- If records are scanned into the electronic health records, it does not guarantee that the documents will populate to the patient portal.
Uploading medical documentation into your electronic medical record:
*MEDCOM 40-21(Service Coverage Areas): Fort Knox, KY covers Michigan, Indiana, Ohio, and Kentucky.*
*Please be advised
(Documents/Forms we DO NOT upload/update): Dental Records, MEDPROS, Profile/LOD/FFD packets and documents, HRR and HHR records (in-active Reserve/Guard records), any imaging, referral orders, pharmacy/prescription list, KY form (verification of immunizations), Immunizations, VA documents, urgent care/ER after visit summary, urgent care/ER after visit patient instructions, uploads that are missing pages, nor do we duplicate any records that have already been uploaded into the electronic health record from the outside and another Military Treatment Facility (MTF).*
Images??? Please contact the Radiology Department by phone at 502-626-9941.
- ONLY - If you have a common access card (CAC), email your documentation through DOD SAFE at https://safe.apps.mil/. Step 1: Click on “DROP OFF”. Step 2: Use “IRAHC” as the Recipients Name. Step 3: Use usarmy.knox.medcom-irach.list.outpatient-records@health.mil for the Recipients Email. Step 4: Attach the necessary documentation. Step 5: Please check the encrypted box on the DOD SAFE website. Step 6: Use your DOD ID number as the passphrase to encrypt your records request. Step 7: Include the DOD ID number in the notes section along with format below.
- Format:
- If it is one encounter: Step 1: DOD ID Number. Step 2: Name of the Facility. Step 3: The initial date of treatment (MM/DD/YYYY). Step 4: Specialty (orthopedics, obstetrics, dermatology, oncology, urology, cardiology, etc.). Step 5: The Ailment (Left knee, headache, hemorrhaging, back pain, bilateral foot pain, sciatica, etc.).
Incomplete or incorrect uploads will result in records not being processed.
*Please be advised that these documents will not show up in your patient portal. DHA is actively trying to fix this issue. However, if you were to request records, have an appointment with your Military Provider, or PCS to another duty station, they will be able to see these documentations.*
*We
do not accept
Zip Files*
Example:
DOD ID: 1234567890
Name of Facility: Kentucky Health United
Initial Date of Treatment: June 6, 2018
Specialty: Orthopedics
Ailment: LT Shoulder
- If it is multiple encounters: Step 1: DOD ID Number. Step 2: The name of the facility. Step 3: The initial date of treatment (MM/DD/YYYY). Step 4: The period of treatment (MM/YYYY-MM/YYYY). Step 5: The specialty (orthopedics, obstetrics, dermatology, oncology, urology, cardiology, etc.). Step 6: The Ailment (complete medical record, Right Elbow, urinary retention, breast cancer, anemia, etc.).
Incomplete or incorrect uploads will result in records not being processed.
*Please be advised that these documents will not show up in your patient portal. DHA is actively trying to fix this issue. However, if you were to request records, have an appointment with your Military Provider, or PCS to another duty station, they will be able to see these documentations.*
*We
do not accept
Zip Files*
Example:
DOD ID: 1234567890
Name of Facility: Kentucky Gateway Health
Initial Date of Treatment: 04/12/2018
Treatment Range: 04/2018 – 10/2025
Specialty: Primary Care
Ailment: Complete Medical Record
Requesting Archived Medical Records
Visit the National Archives website at https://www.archives.gov/veterans/military-service-records/medicalrecords.html.
Newborn Registrations:
*Please be advised (2 Options): [Option 1] Before scheduling an appointment, newborn (s) must be enrolled in DEERS and Registered with the IRAHC Medical Records Department “OR” [Option 2] contact the IRAHC Medical Records Department with the necessary documentation for registration, prior to going to DEERs.*
RESPONSIBILITY:
- The sponsor has 30 calendar days to provide the “Certificate of Live Birth” OR “Birth Certificate” along with the sponsors ID/CAC card to DEERS. The Sponsor has 90 calendar days from the time of birth to contact Tricare to select a health plan.
- In the event that Mother and Newborn/s are not allowed to be discharged without an appointment and wish to be seen at the Ireland Army Health Clinic, the parent MUST PROVIDE Steps 1-2 to the IRAHC Medical Records Department. Step 1: The Certificate of Live Birth and Step 2: Newborn Registration Fill-in Sheet to the Medical Records department.
1. Two methods to provide the above information:
- Fax: 502-624-9247
- In-Person: Medical Records customer service window
*Please check Hours of Operation for alternate hours.*
2. Once received, we will email back to the given email the DEERS Newborn Alert Letter.
- This letter must be presented to the DEERS office within 90 calendar days of birth to prevent duplication within the military health system, MHS Genesis.
- With this letter the DEERS office will activate the newborn/s DOD ID number. *Make sure you keep the DOD ID number for your records.
- Once going to DEERS and contacting TRICARE to establish insurance, please call the IRAHC Medical Records Department with the newborn/s DOD ID number to apply the insurance into the newborn/s registration profile.
3. If the parents decide to go to DEERS before making an appointment at IRAHC, they are free to do so.
Birth Certificates (Past Births):
Office of Vital Statistics - Kentucky
Direct link: https://chfs.ky.gov/agencies/dph/dehp/vsb/Pages/default.aspx
Phone Number: 502-564-4212
We do not issue and do not have access to any birth certificates. These documentations are state/Government documents. Please call or visit the Office of Vital Statistics for which the event occurred for more details. Contact the embassy in which the birth or death occurred.
Example: Born in Kentucky? Contact > Vital Statistics – Kentucky.
Example: Death occurred in Florida? Contact > Vital Statistics – Florida.
Example: Born in Italy? Contact > The U.S. Embassy in Italy.
Out-processing Soldiers: PCS, Separation, Retirement
(7:30 a.m. – Noon: Monday - Friday at IRAHC Medical Records - Bldg. 871 2nd Floor).
All Soldiers preparing to PCS, Separation, or Retirement are required to out-process through the medical records section. Soldiers must bring a copy of their orders and any amendments that we can keep and the Medical Records Soldier Worksheet. Paper medical records are the property of the Federal Government according to DHA Procedure Manual 6025.02 and must be turned in to your nearest MTF outpatient medical records. Here is the necessary Out-Processing Packet.
In-processing Soldiers:
(Every Wednesday of each month at the IRAHC Conference Room #2168 - Bldg. 871: Please see your Fort Knox In-Processing Agency Sheet and Installation Checklist for updated times and location.)
Soldiers must in-process through the medical records section. Soldiers must bring a copy of their orders and any amendments that we can keep and in-processing paperwork. Soldiers that are hand carrying their paper medical record are required to turn the record into medical records at the time of in-processing according to DHA Procedure Manual 6025.02 or the in-processing paperwork will not be signed. Here is the necessary In-Processing Packet.
NOTE: In/Out-processing is not a virtual proceeding.