MEDCHART Registration

Overview

The Medical Electronic Data Care History And Readiness Tracking (MEDCHART) system is a customizable, centralized approach to managing all aspects of a Service Member’s medical readiness and care history. From routine services, dental treatments, and medical record imaging, to full case management capabilities, MEDCHART provides multiple modules that deliver specific functions to its user population.

Users are authorized access only to the specific module(s) designed to help them perform their assigned work duties. In some instances, users may be required to access more than one MEDCHART module. It is up to the user's Approval Authority to review each module access request and approve or disapprove accordingly.

Registration Requirements

Users registering for access must meet the following requirements:

A need for accessing the system and must have completed the requisite HIPAA training.
A valid Common Access Card to authenticate to the system.

To obtain access to the MEBPrep or EFMP applications, you must use the registration feature within that application.

Access Restrictions

MEDCHART provides the following user management features that allow authorized users to control access to the system and protect Service Member's Personal Health Information (PHI):

The system tracks user access and HIPAA certification expiration dates and automatically restricts access to the system when a user falls out of compliance.
The system allows authorized users to audit user activity and revoke user access to one or all MEDCHART module(s).

Users with a Disallowed/Expired account may be eligible to request access to a different MEDCHART module from the User Disallowed page. Users with a Locked Out account may not have access to any MEDCHART module. To restore access for a Locked Out account the user must contact their approving authority.

How Do I Register?

To access the MEDCHART system, you must complete the registration process. Choose from the following registration options:

Register for a New MEDCHART Account
New MEDCHART users must complete all of the required information on the Register page.

New users must have a current HIPAA certificate to be granted access to MEDCHART.

To register as a new user, proceed as follows:
1. From your Web browser, access the following URL: https://medchart.ngb.army.mil/med-chart/
  
  The MEDCHART Login page displays.
2. Review the Notice of Privacy and Security Practices (NoPSP) and then click the button at the bottom of this section.
  
  The Windows Security - Select a Certificate window displays.
3. Continue through the system authentication process using your Common Access Card (CAC) credentials.
  
  The Register page displays.
4. On the Register page, complete the information as follows:
  1. In the User Details section, enter of the personal identification and contact information.
  2. In the Role and Responsibilities section, click on the tab that corresponds to the module for which you are registering, and then perform the following steps:
    
    Select your organization and then complete any additional information presented as required for that module.
    
    The Organization box is auto-populated to National Guard for OccHealth registrants.
    
    The Roles and Responsibilities section displays according to your Organization selection.
    
    Coordinate with your supervisor and select the role that most closely matches your job responsibilities.
    
    If you are registering as a DenClass Manager, Dentist, or Dental Officer you must provide your License Number as proof of your State Dental Board Certification.
  3. If you require access to another MEDCHART module, click the appropriate corresponding tab and complete the information for that module.
    
    Users may only select one user role per module.
5. Once you have completed all the required information, click the Next button located at the bottom right of the page.
  
  The Save User Details window displays.
  
  Once you have registered you cannot delete the request; however, you can return to the Register page to modify your personal information and/or role as long as the request is still pending approval.
6. To save the information, click the Submit button.
  
  The Required HIPAA Certificate section displays.
  
  Your registration is now complete pending validation of your HIPAA training.
7. In the Required HIPAA Certification section, click the Upload Existing Certificate link and follow your machine prompts to upload your DoD/DHA HIPAA Certificate of Completion to the MEDCHART system for approval.
8. If you do not have a valid HIPAA certificate, choose from the following computer-based training options:
  - Complete MEDCHART HIPAA Training
    
    To complete your HIPAA certification through the MEDCHART HIPAA CBT site, perform the following steps:
    
    If you obtain HIPAA certification through the RC CBT system, it is only recognized by MEDCHART applications.
    
    Click the HIPAA Training and Exam link.
    
    The MEDCHART CBT System page displays.
    
    Follow the system prompts to access the training site, and complete your training.
    
    Upon passing the exam, your HIPAA training certification will be automatically validated in the system.
  - Complete Defense Health Agency (DHA) HIPAA Training
    
    If you require access to AHLTA or other Military Health System (MHS) applications, it is recommended that you obtain your HIPAA certificate through the Defense Health Agency Education and Training site. To complete your HIPAA training requirement using this method, perform the following steps:
    
    In you Web browser, open the Military Health System Online Education and Training site at the following URL:
    
    https://jko.jten.mil/mhs
    
    Follow the instructions and complete the training.
    
    Upon passing the exam, save or print your HIPAA certificate.
    
    To upload your certificate, return to the MEDCHART Register page.
9. Once your registration request and HIPAA Training certification have been reviewed by your Approval Authority, you will receive an e-mail regarding your MEDCHART status.
Modify My Pending MEDCHART Request
Pending users may modify their registration access request and personal information at any time prior to account approval. After an account is approved, any changes must be handled within the MEDCHART user management system from their My Account page.

Pending users may also return to their registration to upload their current Defense Health Agency HIPAA Training certificate

To modify your registration request, proceed as follows:
1. From your Web browser, access the following URL: https://medchart.ngb.army.mil/med-chart/
  
  The MEDCHART Login page displays.
2. Review the Notice of Privacy and Security Practices (NoPSP) and then click the button at the bottom of this section.
  
  The Windows Security - Select a Certificate window displays.
3. Continue through the system authentication process using your Common Access Card (CAC) credentials.
  
  The Register page displays with the fields completed with your personal and contact information.
4. Modify the appropriate section, and then click the Next button.
  
  The Save User Details window displays.
5. To save the information, click the Submit button.
  
  The Required HIPAA Certificate section displays.
6. To upload your DoD/DHA HIPAA Certificate of Completion, click the Upload Existing Certificate link, and then follow the system prompts.
7. Once your registration request and HIPAA Training certification have been reviewed by your Approval Authority, you will receive an e-mail regarding your MEDCHART status.
Request Access for a Disallowed/Expired MEDCHART Account
Disallowed users have had their module account access manually disabled by their Approval Authority, typically due to the user no longer needing access to perform their duties. Expired users have had their account access automatically disabled by the system due to inactivity for 90 days. In both instances, the user will be directed to the User Disallowed page.
- To request their Disallowed/Expired account be reinstated, users must appeal to their Approval Authority.
- To request access to a different MEDCHART module, users must complete the request access information from the User Disallowed page..
  
  You do not need to re- register.
To request access to a different module, proceed as follows:
1. From your Web browser, access the following URL: https://medchart.ngb.army.mil/med-chart/
  
  The MEDCHART Login page displays.
2. Review the Notice of Privacy and Security Practices (NoPSP) and then click the button at the bottom of this section.
  
  The Windows Security - Select a Certificate window displays.
3. Continue through the system authentication process using your Common Access Card (CAC) credentials.
The User Disallowed page displays a message explaining why your account access has been denied.

If your HIPAA certification is also expired, the Required HIPAA Certificate section displays. You will need to upload your new DHA HIPAA certificate or take the HIPAA CBT training before your access request is approved.
1. To have your account revocation restored, please contact your designated Approval Authority, otherwise continue to the next step.
2. To request access to a different module(s), at the bottom of the page, click the appropriate module tab and complete the information.
  
  The Disallowed/Expired account module's do not display as an option.
3. Click the Submit button.
  
  The Save User Details window displays.
1. To process the request, click the Submit button.
  
  The User Disallowed page displays.
2. If you require access to another MEDCHART module, click the appropriate corresponding tab and complete the information for that module.
  
  Users may only select one user role per module.
3. Once your request and HIPAA Training certification have been reviewed by your Approval Authority, you will receive an e-mail regarding your MEDCHART status.
Update My Invalid HIPAA Certification
Users with an expired HIPAA certificate in the system will be directed to the Invalid HIPAA Certificate page where they may upload an existing certificate or take the online HIPAA Training and Exam.

If your HIPAA certificate is still valid but will expire soon, you may update your credentials from your My Account page.

To update your expired HIPAA certification, proceed as follows:
1. From your Web browser, access the following URL: https://medchart.ngb.army.mil/med-chart/
  
  The MEDCHART Login page displays.
2. Review the Notice of Privacy and Security Practices (NoPSP) and then click the button at the bottom of this section.
  
  The Windows Security - Select a Certificate window displays.
3. Continue through the system authentication process using your Common Access Card (CAC) credentials.
  
  If your HIPAA certification is not current within the MEDCHART system, the Invalid HIPAA Certificate page displays.
4. Click the Upload Existing Certificate link and follow your machine prompts to upload your DoD/DHA HIPAA Certificate of Completion to the MEDCHART system for approval.
5. If you do not have a valid HIPAA certificate, choose from the following computer-based training options:
  - Complete MEDCHART HIPAA Training
    
    To complete your HIPAA certification through the MEDCHART HIPAA CBT site, perform the following steps:
    
    If you obtain HIPAA certification through the RC CBT system, it is only recognized by MEDCHART applications.
    
    Click the HIPAA Training and Exam link.
    
    The MEDCHART CBT System page displays.
    
    Follow the system prompts to access the training site, and complete your training.
    
    Upon passing the exam, your HIPAA training certification will be automatically validated in the system.
  - Complete Defense Health Agency (DHA) HIPAA Training.
6. Once your HIPAA re-certification is validated you will receive an email notification that your account access has been restored.