Attachment 2 - Medical Record Delivery Instructions.pdf

ATTACHMENT 2

MEDICAL RECORD DELIVERY INSTRUCTIONS

Please thoroughly review the Statement of work and Attachment 1 to provide all required information for medical prescreening.

- Radiographs must be permanently imaged with all required information (Attachment 1- 1.1) at the time of exposure.

- Make sure the X-rays are recent (within 4 months- Attachment 1- 1.1 and 1.4)

- There is a high rejection rate for submitted digital images that are not diagnostic. There is a strong preference for the actual radiograph. There may be limitations on government computers to receive very large digital images, please do not allow this to delay the process of receiving these deliverables in a timely manner.

- Poor radiographs or digital images may cause that dog to be rejected from consideration.

- Please review the power point presentation provided to you by the DOD radiologist.

- Bloodwork report should comparable or similar to Antech’s Chem 11 and a CBC (Complete Blood

Count).

- Vaccination records need to clearly associate the dog with the record (RFID #) and need to include both Rabies and the combination vaccine which minimally includes-canine distemper, canine adenovirus (TYPE 2), coronavirus, parainfluenza, parvovirus and leptospirosis.

(Attachment 1- 1.1 and 1.3.10)

- Any required information missing from the medical record may cause the dog to be rejected from consideration.

- It may be helpful to track all the information for the order (below table is provided as Attachment 3)

Dog Name

RFID #

Breed

Gender

Whelp

Color

Reward

Radiograph Date

CBC

DA2PP

Vac.

Rabies

Bordetella Vac Date

The SOW describes the type of dog we are interested in purchasing. You can expedite the process by ensuring the dogs do not have the deficiencies as listed in the SOW purpose, scope or technical requirements. Should the CTC become aware of a dog showing deficiencies under other recent evaluations, we reserve the right to reject the dog based on that knowledge.

Medical records and radiographs can be sent to the CTC in any manner the vendor chooses (FedEx, UPS) however, the following is the process for using AMRDEC (preferred method). AMRDEC is a free, secure file sharing system that transfers the uploaded documents immediately to the recipient. Although not required, the CTC has had great success with using this system.

INFORMATION FOR UPLOADING FILES FOR TRANSFER TO DODMWDVS FOR DOG VENDORS

1. Place all medical record documents (vaccination history, bloodwork, radiographs, other) you wish to submit for all candidate dogs into one folder and then save it as a .zip file.

a. Find the export file on the computer hard drive.

b. Right click on the folder name.

c. Scroll down to “send to” and select “compressed (zip) folder.”

d. Save the file as a .zip folder on the desktop.

2. Upload the file for delivery to recipient.

a. Go to the following website: https://safe.amrdec.army.mil/SAFE/ ; use Non-CAC entry.

b. The following screen will come up:

c. Type in your name and email address.

i. This is the email address that notifications about your upload will be delivered to.

ii. Civilian email addresses should work without issue.

https://safe.amrdec.army.mil/SAFE/

d. Type in a short description of the file.

i. Make the description something that will alert the person you are sending files to what the files are that are waiting for download. This description will show up in the email the receiver gets in their inbox.

e. Select the number of separate files you want to upload using Browse function (25 max).

Should just be one .zip file to send.

i. This box will list the selected files beneath the browse bar.

f. Select a deletion date (up to 14 days max) or leave as the default date.

g. Under Recipient Information, type an email address to send to and click Add.

i. The email address will show up in the “grant access to these people:” box.

ii. Only military email addresses that end in .gov or .mil can be recipients.

iii. For all medical record documents, please send to both Amanda.justice@tsa.dhs.gov and brandon.peters@tsa.dhs.gov.

iv. If you enter an email address incorrectly, you can delete it by highlighting/selecting the email address and clicking remove.

h. Click Upload under File Submission.

i. Read the warning message and click OK.

ii. Once the pop-up window shows the file upload is complete, you can close all of the website windows.

3. Your files are on the way to the recipients you selected.

a. Each email address entered will receive an email with a link to the pick-up website, your file description, and a unique password.

b. If you ever receive an AMRDEC email back, highlight the password, right click and select copy.

c. Click on the website link.

d. Paste the password into the password box on the website.

e. Click Submit.

f. Select the first file in the download list.

g. Select Save and choose a location on your hard drive to save it.

h. When the download is complete, click Close.

mailto:Amanda.justice@tsa.dhs.gov mailto:brandon.peters@tsa.dhs.gov