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Patient Encounter Reports (Clear and Legible Reports)

One requirement of TRICARE network providers is to submit patient encounter reports – also known as clear and legible reports or CLRs – to referring or local military hospitals or clinics within specified time frames. This requirement applies to care referred by a military hospital or clinic, and to care received at an urgent care center. 

Prompt submittal of these required reports:

  • Facilitates continuity of care.
  • Is crucial in helping expedite treatment. 
  • Meets The Joint Commission accreditation requirements.

Submittal Time Frames

Submit patient encounter reports within the following time frames:

  • Urgent care centers: Submit within two (2) business days of delivering urgent care. Be sure to specify any civilian provider referrals made during the visit. As there may not be a referring provider, submit these to the beneficiary’s assigned military hospital or clinic.
  • Other provider types (except mental health): 
    • Submit within seven (7) business days of delivering care to a beneficiary. 
    • For urgent and emergency situations, submit a preliminary report to the military hospital or clinic by telephone or secure fax line within 24 hours (or less) of the urgent or emergent care. Follow up any preliminary reports with the full patient encounter report within seven business days. Specify any civilian provider referrals made during the visit. 
  • Mental health providers:
    • Submit brief initial assessments to the referring military hospital or clinic within seven (7) business days.

Note: Submittal time frames are the same whether the care was delivered in-person or via telemedicine.

How to Submit

Each military hospital and clinic has an established secure CLR fax line specifically for this purpose. Locate the appropriate CLR fax number on the referral/authorization letter issued by HNFS, or use our CLR Fax Matrix.

CLR Fax Matrix

Our CLR Fax Matrix lists all TRICARE West Region secure military hospital or clinic fax numbers and a local CLR mailing address should you prefer to mail the CLR. This matrix is subject to change. Always confirm fax numbers before sending report. 

To ensure reports are linked to the correct beneficiary, please include two or more sources of identification for each beneficiary (such as first name, middle initial, last name, date of birth, last four numbers of the sponsor’s Social Security number) on each report.

Obtain beneficiary authorization when necessary before releasing sensitive information such as alcohol and drug abuse patient records, as required by law.

Patient Encounter Reports to Civilian Providers

For care referred by a non-military (civilian) provider, do not send reports to a military clinic’s CLR fax line. Instead, submit these patient encounter reports to the requesting civilian provider within seven (7) business days of the service or sooner if clinically appropriate. Submission of patient encounter reports to civilian providers is important as it ensures all treating providers are updated on the beneficiary’s care.