Preparing Docs Upon Waiver Review

9

96bulls

New Member
Joined
Jan 30, 2023
Messages
2
I am a USNA applicant. My DoDMERB status updated earlier today to "Under Waiver Review", as I did not meet standards due to Medical Codes D231.10 and D232.10, history of depressive and anxiety disorders. My application is complete, my CFA is complete with a status of qualified, I have my nomination and believe I am an otherwise competitive candidate. I'm wondering if there is anything I should be doing to take the initiative in regards to collecting medical records from my doctors to either send on my own or have ready to be sent if I receive a request for AMI from the waiver authority. I just want to get ahead of this if possible. Thanks!
 
I thought I would respond to your post although I don't have any good answers for you. My son is a candidate to multiple academies and was also DQ'd (he received his DQ back in December). When the DoDMERB site went live in January, all the service academies that he is applying to showed the same "Under Waiver Review" and still do. Based on my understanding, this code means that the DQ has been sent to the academy and its up to each academy whether they will want to pursue a waiver. So the code doesn't mean that the academy is pursuing a wavier, but that the academy is deciding whether to pursue a waiver.
The USMA reached out to my son directly with a letter requesting certain medical records and asked that those records be sent to a specific email. For USCGA, there was communication directly with their DoDMERB liason and they requested certain records be sent to DoDMERB (which were sent but still do not show up in DoDMERB). For USNA, he has not received any communication (he's also has nom/CFA qualified/...). It's unclear if USNA will puruse a waiver. I had asked in another thread if anybody else had heard about a USNA waiver request, it seemed 1 person had. My son sent an email to admissions as USNA and they said if they were going to pursue a waiver somebody from DoDMERB would reach out (that was >2 weeks ago and now almost 2 months since his DQ and still nothing).
I don't know how this process is supposed to work, but I would suggest you reach out to your USNA admissions contact and ask if they will pursue a waiver. For your DQ condition, if you have a sense of what the USNA would ask for regarding records you could collect them so they are available.
Sorry I couldn't be more helpful, the process has been really stressful for my son (and myself) too.
 
I would suggest at least requesting any medical records that might contain information regarding the DQ. It can take time to obtain them. You will have them sent to you and then you will sort through and submit what is relevant.we are in the process of requesting records and one place said it could take up to 30 days. They sometimes want
Pharmacy records for the last 3-4 years which can be tricky to get sometimes.
So while you wait I’d definitely suggest work on getting things sent to you.
 
96bulls said:
I am a USNA applicant. My DoDMERB status updated earlier today to "Under Waiver Review", as I did not meet standards due to Medical Codes D231.10 and D232.10, history of depressive and anxiety disorders. My application is complete, my CFA is complete with a status of qualified, I have my nomination and believe I am an otherwise competitive candidate. I'm wondering if there is anything I should be doing to take the initiative in regards to collecting medical records from my doctors to either send on my own or have ready to be sent if I receive a request for AMI from the waiver authority. I just want to get ahead of this if possible. Thanks!
Click to expand...
You could get the ball rolling and find out if your "therapist" or "counselor" would even be willing to provide their session notes. What I know is that a letter from the therapist, counselor, doctor, will not do. They will want to see the exact session notes. Most medical professionals are inclined to not release them. I know in my sons instance he spoke with a therapist briefly for normal teenage stuff and had to go through this process and the therapist did not want to release them and it took quite a bit of begging on his part to get him to do so. They are not legally obligated to release your session notes (I believe). Your situation could be different, as every case is, but that is what we experienced. I believe as soon as a candidate is deemed "competitive for an appointment" the waiver process is started.
 
CGAHOOPSDAD said:
You could get the ball rolling and find out if your "therapist" or "counselor" would even be willing to provide their session notes. What I know is that a letter from the therapist, counselor, doctor, will not do. They will want to see the exact session notes. Most medical professionals are inclined to not release them. I know in my sons instance he spoke with a therapist briefly for normal teenage stuff and had to go through this process and the therapist did not want to release them and it took quite a bit of begging on his part to get him to do so. They are not legally obligated to release your session notes (I believe). Your situation could be different, as every case is, but that is what we experienced. I believe as soon as a candidate is deemed "competitive for an appointment" the waiver process is started.
Click to expand...
As a mental health counselor myself, I can assure that we ARE legally obligated to release counseling records, all of them. The record actually belongs to the patient and is just stored in our system. If the patient signs a release, we must send the records. The only exception is that if releasing the records would cause the patient harm, then we have to figure out what do to ethically (maybe directly to the new provider or to a family member). It is a good idea to review the records before they are sent so you are aware of what is contained. The therapist may have strong reservations indicated in their notes and may be reluctant to send the records to a SA because it may not reflect positively on the person's candidacy for an appointment. But, if the patient insists, all the records must be sent. That choice is not up to the counselor.
 
dumpyonion17 said:
As a mental health counselor myself, I can assure that we ARE legally obligated to release counseling records, all of them. The record actually belongs to the patient and is just stored in our system. If the patient signs a release, we must send the records. The only exception is that if releasing the records would cause the patient harm, then we have to figure out what do to ethically (maybe directly to the new provider or to a family member). It is a good idea to review the records before they are sent so you are aware of what is contained. The therapist may have strong reservations indicated in their notes and may be reluctant to send the records to a SA because it may not reflect positively on the person's candidacy for an appointment. But, if the patient insists, all the records must be sent. That choice is not up to the counselor.
Click to expand...
my info is from our experience and what my DS was told by"A GUY WITH "INTRICATE KNOWLEGE" OF DODMERB"
Every case is different and believe that each state has different laws as to obligations. I would dig into the law a little because the notes are granted special protection under HIPAA laws, at least in my state.
 
Can't hurt to gather the things now, they can take time especially the pharmacy records. If they do request the waiver and need AMI you will feel good knowing you can pull triggers ASAP instead of having to wait for them to come in. Besides, waiting and doing nothing just makes ya feel more anxious. It helps that lost feeling when you know you're being proactive.
 
CGAHOOPSDAD said:
my info is from our experience and what my DS was told by"A GUY WITH "INTRICATE KNOWLEGE" OF DODMERB"
Every case is different and believe that each state has different laws as to obligations. I would dig into the law a little because the notes are granted special protection under HIPAA laws, at least in my state.
Click to expand...
While I am not a doc or therapist, I can pretty much tell you that even under HIPPA, if the Patient or their legal guardian (under 18 yrs of age), makes a request for actual records in writing, they MUST be provided. The records DO NOT belong to the doctor or therapist, but rather the patient or their representative.

I volunteer doing VA benefits and can tell you from experience that HIPPA requires practitioners to provide any records, to include notes to the patient upon written request. There have been instances where people have had a difficult time getting "private' records for use by the VA, and almost every time a written request by the patient does the trick, if not VA has a special form for release of protected information (21-4142) that they can submit to the VA and VA then gets the records (if the practitioner has a problem giving them to the patient because of written comments). Patients can sign a release and have the records sent directly to DoDMERB via email or snail mail.
 
CGAHOOPSDAD said:
You could get the ball rolling and find out if your "therapist" or "counselor" would even be willing to provide their session notes. What I know is that a letter from the therapist, counselor, doctor, will not do. They will want to see the exact session notes. Most medical professionals are inclined to not release them. I know in my sons instance he spoke with a therapist briefly for normal teenage stuff and had to go through this process and the therapist did not want to release them and it took quite a bit of begging on his part to get him to do so. They are not legally obligated to release your session notes (I believe). Your situation could be different, as every case is, but that is what we experienced. I believe as soon as a candidate is deemed "competitive for an appointment" the waiver process is started.
Click to expand...
I think the bigger issue is that not all types of counselors actually KEEP session notes. As a paralegal I request records from mental health professionals often. In the event that session notes are not kept they should legally provide a narrative report with the dates of service. Good luck!
 
Impulsive said:
While I am not a doc or therapist, I can pretty much tell you that even under HIPPA, if the Patient or their legal guardian (under 18 yrs of age), makes a request for actual records in writing, they MUST be provided. The records DO NOT belong to the doctor or therapist, but rather the patient or their representative.

I volunteer doing VA benefits and can tell you from experience that HIPPA requires practitioners to provide any records, to include notes to the patient upon written request. There have been instances where people have had a difficult time getting "private' records for use by the VA, and almost every time a written request by the patient does the trick, if not VA has a special form for release of protected information (21-4142) that they can submit to the VA and VA then gets the records (if the practitioner has a problem giving them to the patient because of written comments). Patients can sign a release and have the records sent directly to DoDMERB via email or snail mail.
Click to expand...
Yes usually if they don't provide them it is because they didn't keep any session notes to provide.
 
navy27hopeful said:
I am the candidate but yes I did receive a waiver!
Click to expand...
That is great! Just curious because my DS is in the same situation with same DQ issues. Did they require anything specific from you for the waiver? For example, previous records, pharmacy info, etc? He's been under waiver review for a few months and there has been very little communication and they've requested nothing of him in regard to documentation?
 
dumpyonion17 said:
That is great! Just curious because my DS is in the same situation with same DQ issues. Did they require anything specific from you for the waiver? For example, previous records, pharmacy info, etc? He's been under waiver review for a few months and there has been very little communication and they've requested nothing of him in regard to documentation?
Click to expand...
Before I got DQ'd, DoDMERB asked for lots of AMIs. Off the top of my head, I know they asked for medical records (I sent records from my doctor from a visit where I mentioned seeing a counselor,) therapy session notes (sent a letter,) and a personal statement. They didn't ask me for pharmacy records but I never used medication so that may be why. After they processed this, I got DQ'd for depression/anxiety. There was about a week wait if I remember correctly and then I got altered that they started the waiver process. USNA did not request anything extra from me except for doctors notes regarding my height and weight (wanting to make sure there are no other undisclosed mental health issues (eating disorder or etc), I assumed) which I sent. I waited a week or so and then my portal checked off the medical and I got a letter in the mail stating that I was granted a waiver. Hope this helps! Let me know if there's any other questions I can help with
 
You must log in or register to reply here.
Back
Top