TRICARE Operations and Patient Administration (TOPA)

TRICARE Operations and Patient Administration Flight, or TOPA, is responsible for outpatient records, benefits counseling, patient travel, release of information, referral management center, and Health Insurance Portability and Accountability Act considerations.

Outpatient Records and Release of Information

Outpatient Records

We provide outpatient medical records to clinics, upon request, for patient appointments.

Upon receipt of permanent change of station, or PCS, medical records are packaged and mailed to the member's gaining unit. If a member is retiring or separating, medical records are mailed to various service branches medical record intake centers to be scanned into the electronic medical record system. We also assist with patient registrations.

Members who are PCSing in, newborns, and adoptions must first visit the Military Personnel Flight (MPF/DEERS Office) to be enrolled. Members can then call HealthNet at 844-866-9378 or enroll online at TRICARE West to request a new primary care manager.

Release of Information

Release of Information provides copies of medical records to members, legal, and insurance companies as requested.

For dental or mental health releases of information please contact either the Dental Clinic (719-556-1333) or the Mental Health Clinic (719-556-7804) respectively. Record requests may take up to 30 days to complete. Copy fees may apply, please see below:

• Personal copies (including for retirement/separation): 1 free CD copy with extra copies inducing a fee; $8 per CD, up to $75 per paper copy, add $5.25 if mailed.
• Legal copies are 0.15 cents/page with no maximum fee.
• Insurance copies are 0.15 cents/page with no maximum fee.

Checks and money orders must be made out to US Treasury, Tax ID: 90-0129379 and may be mailed to:

21 MDSS/SGST
110 W. Ent Avenue
Peterson SFB, CO 80914
 
Release of Information requests may be faxed to 719-556-1056 or 719-556-0883. Members are also encouraged to review the entire Military Health System Notice of Privacy Practices.

Benefits Counselor and Debt Collections Officer

The Beneficiary Counseling and Assistance Coordinator (BCAC) and Debt Collection Assistance Officer (DCAO) are here to assist beneficiaries with billing questions, debt collection issues, and outstanding balances. The BCAC/DCAO also acts as the liaison between the 21 MDG and HealthNet Federal Services.

To assist with bills and debt collection issues, the BCAC/DCAO does need a copy of the bill or debt. If you have questions or concerns, please call 719-556-1016.

Referral Management Center

Seeking care from a civilian provider without prior authorization can result in significant out of pocket costs to you. Please ensure that you have the proper authorization before seeking any off-base provider for non-emergent care.

All active duty personnel must have prior authorization for all urgent and non-emergent civilian services