The Patient Administration Department provides several important services for our patients, primarily involving documentation management, birth registration, decedent affairs, and suitability screenings.
We provide documentation and records on request, subject to availability and authorization. Most medical records are kept on hand for two years before being sent to a centrally archived center in St. Louis, Missouri. Birth certificates are also kept on hand or two years, and are then sent to be archived with the State Department. Records are only released to authorized individuals. For release to third parties, see below for the authorization release form (DD-2870).
Patient admin also performs suitability screenings and medical boards. Suitability screenings determine whether a particular member is suited to a particular assignment. These screenings take into account the health of the member and their families, and work together with detailers to determine a duty location to meet the needs of the member and their family. These programs are the Overseas Screening program, the Exceptional Family Member Program, and to a lesser extent, the physical exams program.
Below is a brief description of each program, and the contact information for each should you have any questions.
Requests are handled for health care information or medical records from other Military Medical Treatment Facilities (MTF), health care institutions, beneficiaries or their lawful representatives. As an accredited medical institution, NH Yokosuka, Japan abides by standards and policies that ensure the privacy and confidentiality of your treatment information. An authorization form is required for release of information from both inpatient & outpatient records department. The patient receiving the treatment, unless a minor is involved or their lawful representative must sign the form. Please allow five to seven days for the Department to comply with the request. Inpatient Medical Records are Located on the 3rd floor, B-Wing, Room 3B53. Outpatient Medical Records are Located on the 1st floor next to the Quarterdeck.
Authorization Form DD 2870 (PDF)
Medical Records Frequently Asked Questions
Decedent Affairs Program
This program assists family when the death of a loved one occurs in an overseas hospital. Information on transportation arrangements and certain decedent affairs benefits is provided to the family members. This program is governed by NAVMEDCOMINST 5360.1. Decedent Affairs is Located on the 3rd floor, B-Wing, Room 3B53
Eligibility and Overseas Screening Program
We help determine eligibility of beneficiaries for healthcare here. Overseas screening coordinates with sponsors and their commands and ensures service members and their families meet all medical requirements (such as immunizations, dental, physical exams, etc.) before transferring to their next overseas duty station.
Exceptional Family Member Program
Overseas Screening Program
We are happy to provide a USNH Birth Certificate and the Consular Report of Birth application form, DS-2029 (formerly known as SF-579), for babies born at U.S. Naval Hospital Yokosuka. The Consular Report of Birth (FS-240) will be the official record of the child's birth as a U.S. citizen. The final application for the Consular Report of Birth and for the child's passport must be done at the U.S. Embassy in Tokyo. The Consular Report of Birth Certificate and the passport will be mailed back to the parents from the U.S. Embassy in Tokyo.
Note: If you are an American citizen born abroad, you can obtain Certificates of Birth Abroad (acceptable for all legal purposes) from U.S. Department of State. For more information, please visit the Department of State website. We maintain copies of hospital birth certificates only up to two years. Birth certificates generated by this hospital cannot be used as an official birth certificate. The Registration office is located on the 3rd floor, B-Wing, Room 3B53.
Medical Boards/Limited Duty Boards
Our Physical Evaluation Board Liaison Officer (PEBLO) advises beneficiaries of their rights under the Disability Evaluation System. The PEBLO explains findings of the Physical Evaluation Board in Washington, DC and explains administrative and legal recourse available to the individual, as well as proper procedures for filing rebuttals. Finally, the PEBLO coordinates documentation for formal hearings, and assists hospital personnel in all facets of Medical Board procedures. Medical Boards office is located on the 3rd floor, B-Wing, Room 3B53.
Inpatient Admissions and Dispositions
We help with admissions for all inpatients to U.S. Naval Hospital Yokosuka. This includes issuing an inpatient hospital card and wristband and helping to get an inpatient record started with accurate, updated information