On this page:

↓ User-centered purpose

↓ How to create a VAMC System Medical Records Office Page

↓ How-to video

User-centered purpose

"As a Veteran, I want to know how I can access my medical records, including specific information about the location and operating hours of the medical records office."

How to create a VAMC System Medical Records Office Page

1. On your homepage, after logging in, find the section you want to edit under "Sections" and click on it.
2. From the content page, click the "Content type" dropdown menu and select  "VAMC System Medical Records Office."
3. Click "Apply." 
4. Find the Medical records office page in the results list. Click "Edit" next to it.
5. The Medical records office page will open. Some information will not be editable because it is centralized content that is the same across all healthcare systems. This helps ensure that Veterans get consistent information. 
6. The name of your VAMC will appear in the VAMC System dropdown. Check that it matches the "Section" dropdown to the right of the content. 

Add local mailing address and fax number

The mailing address and fax numbers are for Veterans who want to send their forms to the medical records office.  

1. Under "Mailing address," add the mailing address for medical records forms in this VAMC System. 

2. Under "Fax number," add the number to which Veterans can fax a signed records request form. 

Add a location

Under "Medical records office locations," you can add information about the places at each facility where Veterans can request their medical records in person. 

1. To add a facility, click "Add facility (opens in a new window)."
2. A new window will open. It will say "Create VAMC Facility non-clinical service" at the top. The Medical records office service type will automatically appear in the Service dropdown. 
3.  Click the "Facility" dropdown to select the facility for which you want to add information. 
4. Click "Address" and enter the information for the name of the office or location, the building name or number, and the wing, floor, or room number.
5. By default, the CMS will use the street address of the facility. If your location has a different street address, uncheck the box that says "Use the facility's street address." Enter the address information.

Add location hours

1. Click "Hours" to provide the operating hours for this service location.
2. The field "Use the facility's hours" will allow you to use the facility's operating hours, provide specific hours for this location, or not to specify hours for this service. By default, the CMS will use the facility's operating hours. 
3. To specify the operating hours for the medical records office, click "Provide specific hours for this service." A new set of fields will appear where you can add operating hours for each day of the week.
4. To add more details, use the "Additional Hours options" field.

Add a phone number

Under "Contact info," you can add up to five phone numbers for this location.  

1. Click "Phone." By default, the CMS will use the general facility phone number. To add a different phone number, uncheck the box that says "Use the general facility phone number." 
2. Click "Add new phone number." If the number is for fax, SMS, or TTY, click the "Type" dropdown and choose the appropriate option. 
3. Add the phone number. Use the "Label" field to indicate what office, department, or program can be reached at this number.
4. Then click "Create phone number."
5. Repeat to add more phone numbers as needed. You can add up to 5 phone numbers for this location.

Add an email address

Under "Contact info," you can add email addresses for this location. 

1. Click "Email," then click the "Add new email address" button.
2. Add the email address into the "Email address" field.
3. Use the "Label" field to indicate what office, department, person, or program can be reached at this email address. 

Add another service location to this facility

If this facility has more than one medical records office, click "Add another service location" and complete the previous steps again. 

Save your work

1. Click the "Save as" dropdown field and choose "Draft" if you want to save your work but not publish, or click "Publish" if the content is ready to be published. 
2. Add a revision log message to tell yourself or others what changes you have made.
3. Click the "Save" button. 
4. Close the window. You will return to the VAMC Medical records office page.
5. Click the refresh button on your browser to view the new location. A pink background means that a location has not yet been published. You should save as published before adding, but make sure to add a revision log message when you publish the page. 

How to edit an existing location 

You can edit an existing Medical records office location from the VAMC System Medical records office page.

1. To make changes to an existing facility, click "Edit locations at this facility (opens in a new window)."
2. The facility non-clinical service page will open in a new window.
3. Follow the steps above to change the address, hours, or contact information.
4. When finished, click "Save as" and select a moderation state.
5. Enter a brief Revision log message.
6. Click "Save."
7. Close the window. You will return to the VAMC Medical records office page. 
8. Click the refresh button on your browser to view the revised location.

How-to video

Watch the how-to video (7 minute YouTube video, opens in a new tab)