Headquarters, Department of the Army, Washington, DC 20310-2300 20 November 2005

Army Medical Department Supply Information

DISTRIBUTION STATEMENT A: Approval for public release; distribution is unlimited

DEPARTMENT OF THE ARMY SUPPLY BULLETIN

 Printing of this information does not constitute endorsement of the product, manufacturer, or the

 use of any related item thereof by the U. S. Army.

SB 8-75-11

Effective until rescinded or superseded

 REPORTING ERRORS AND RECOMMENDING IMPROVEMENTS

 You can improve this publication. If you find any mistakes, or you know a way to improve it, please let

 us know. Mail your letter or DA Form 2028 (Recommended Changes to Publications and Blank Forms)

 directly to the U. S. Army Medical Materiel Agency, ATTN: MCMR-MMO-P, Fort Detrick, MD 21702-5001.

This Supply Bulletin contains procedural guidance to augment the policies published in

the revised AR 40-61, Medical Logistics Policies and Prodcedures.

 Table of Contents Page

Overview - ..................................................................................................... i-1

CHAPTER 1 - Introduction .................................................................................... 1-1

CHAPTER 2 - Medical Logistics System................................................................... 2-1

CHAPTER 3 - Medical Materiel Management ............................................................ 3-1

CHAPTER 4 - Quality Control Information ................................................................ 4-1

CHAPTER 5 - Medical Equipment Management ......................................................... 5-1

CHAPTER 6 - Medical Equipment Maintenance ......................................................... 6-1

CHAPTER 7 - Environmental Services Management In Healthcare Organizations ............ 7-1

CHAPTER 8 - Facility Life-Cycle Management .......................................................... 8-1

CHAPTER 9 - Medical Materiel Readiness ................................................................ 9-1

CHAPTER 10 - Procedures for Management of Medical Assemblages ............................ 10-1

CHAPTER 11 - Optical Fabrication ........................................................................... 11-1

GLOSSARY - .................................................................................................... GL-1

CUMULATIVE INDEX FOR 2005 - ............................................................................ IN-1

Appendix A - Instructions for Recording DIN-PACS Medical Systems on Activity

Property Books for Sites Using AMEDDPAS .................................................................A-1

Appendix B - Instructions for Recording DIN-PACS Medical Systems on Activity

Property Books for Sites Using DMLSS ....................................................................... B-1

NOTICE

This is the last issue of the DA SB 8-75 Series to be published for 2005
SB 8-75-11 

OVERVIEW

 This supply bulletin contains medical materiel 

management procedures and guidance. It is designed 

to augment the policies published in the current 

AR 40-61, Medical Logistics Policies and Procedures 

(28 January 2005). Both AR 40-61 and SB 8-75-11 are 

required to have complete medical logistics polices and 

procedures explained. 

 Where and if there is a conflict between the 

procedures and guidance contained in the SB 8-75-11

and the AR 40-61, this SB 8-75-11 will take 

precedence. 

 Due to the dynamic nature of medical logistics, 

particularly since 11 September 2001, the SB 8-75-11 

will be updated and published each year to keep the 

procedural guidance current and to facilitate the 

changes that are necessary in providing timely medical 

logistics support. 

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SB 8-75-11 

CHAPTER 1. INTRODUCTION 

1.1 PURPOSE 

This Supply Bulletin (SB) provides procedures and guidance for operating a uniform 

supply system for all medical logistical units, both Table of Distribution and 

Allowances (TDA) and Modified Table of Organization and Equipment (MTOE) 

organizations. 

1.2 ABBREVIATIONS 

Explanation of abbreviations and terms are contained in the Glossary Section of this 

Supply Bulletin. 

1.3 REQUESTING CLARIFICATION 

a. The chain of command will be used to request clarification of the 

provisions and requirements in this publication. 

b. A memorandum will be used when making a clarification request. The 

memorandum will include the following: 

(1) Page and paragraph in question. 

(2) Requester’s name and Defense Switching Network (DSN) phone 

number. 

c. Each element in the chain of command receiving a clarification request 

will try to answer it. The clarification request will be sent to the next higher staff 

element when it cannot be answered. This procedure will assure that available 

knowledge and skills are used and the quickest possible answer is given. Requests 

received outside of command channels will be returned through channels. 

1.4 REQUESTING DEVIATION AUTHORITY 

Deviations from procedures in this SB will be made only with prior approval from 

Headquarters, U.S. Army Medical Command (USAMEDCOM). The Defense Finance 

and Accounting Service (DFAS)-IN Regulation 37-1 will be used to prepare and 

process request for deviation from accounting procedures. Requests for deviation or 

waivers should explain the need for the waiver, how long it will last, how the waiver 

will help accomplish the mission, and how the end results will be measured. The 

request should include an opinion by the United States Army Medical Command legal 

officer.

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CHAPTER 2. MEDICAL LOGISTICS SYSTEMS 

2-1. FUNCTIONAL PROPONENT 

The Assistant Surgeon General for Force Sustainment, in accordance with (IAW) 

Army Regulation (AR) 5-22, is the functional proponent for Medical Logistics. The 

Office of the Surgeon General (OTSG) Director of Logistics and the U.S. Army 

Medical Command Assistant Chief of Staff for Logistics serve as the functional 

proponent representative for medical logistics Information Management/Information 

Technologies (IM/IT). 

2-2. THE ARMY MEDICAL DEPARTMENT (AMEDD) LOGISTICS SYSTEMS 

DIVISION 

a. The Division asserts functional proponent responsibilities by ensuring 

AMEDD logistics IM/IT is consistent with existing and evolving health care 

management business practices as well as procurement and financial management 

policies. The Division is responsible for planning and coordinating the development 

of operational requirements for logistics IM/IT and the acquisition strategy to satisfy 

those requirements. The Division provides executive level oversight for the 

integration and life-cycle management of medical logistics systems to ensure viable 

medical logistics support to sustaining base and deployed force logistics elements 

Army wide. 

b. The AMEDD Logistics Systems Division provides guidance to subordinate 

commands and Military Health Systems (MHS) proponent groups, as well as 

conceptualizes and implements new and emerging technologies to enhance medical 

logistics business processes and automated medical logistics systems. 

2-3. MEDICAL LOGISTICS INFORMATION MANAGEMENT/INFORMATION 

TECHNOLOGIES (IM/IT) 

This paragraph applies to medical logistics IM/IT at automated medical logistics 

operations, medical fixed facilities, division, and corps level units (Echelon II-V). 

This paragraph is IAW AR 25-1 and USAMEDCOM Regulation 25-1. 

a. Medical logistics IM/IT supports the following core business functions: 

(1) Acquisition, accountability, and distribution of materiel and 

equipment. 

(2) Use, maintenance, and repair of facilities supporting the AMEDD 

medical mission. 

b. Army medical fixed facilities and units conducting medical logistics 

operations will use existing Department of Defense (DoD)/Army standard medical 

logistics IM/IT. 

c. Medical fixed facilities and units conducting medical logistics operations 

will not use locally developed or procured non-standard medical logistics systems 

when either a DoD or Standard Army Management Information System is available. 

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d. Units and supply activities at all levels will promote the use of electronic 

ordering for all Class VIII transactions through the available and approved Medical 

Logistics IM/IT. Specifically, the Installation Medical Supply Activities (IMSA) located 

at the USAMEDCOM fixed facilities will mandate the use of Medical IM/IT to establish 

electronic ordering with all customers. Hardcopy or manual requisitions will be the 

exception. The habitual use of electronic ordering will improve efficiency and 

effectiveness for both peacetime and wartime operations. Ongoing guidance from 

the USAMEDCOM to the IMSA will establish electronic ordering procedures. 

2-4. MEDICAL LOGISTICS INFORMATION SYSTEMS (IS) DESCRIPTIONS 

a. The following systems are authorized as standard DoD and Medical 

Logistics ISs: 

(1) Theater Army Medical Management Information System (TAMMIS). 

TAMMIS is maintained by the: 

U. S. Army Medical Information Technology Center 

ATTN: Logistics Systems Branch 

2710 Howitzer Street, BLDG 2372 

Fort Sam Houston, TX 78234 

(a) Medical Supply (MEDSUP): Automated and comprehensive 

inventory management of medical materiel. TAMMIS MEDSUP provides automated 

support for inventory management functions at deployable medical units. Functions 

supported include ordering, receiving, storing, accounting for, and issuing medical 

supplies and equipment. TAMMIS MEDSUP also provides financial transactions 

through interfaces with Army/DoD financial systems. 

(b) TAMMIS Customer Assistance Module (TCAM): TCAM allows 

remote customers who have no other medical logistics automation to create 

automated Class VIII requests with minimal hardware requirements (Personal 

Computer (PC) or laptop with a network connection). TCAM customers can connect 

to the designated TAMMIS site and select files from the TAMMIS database. Once the 

files are downloaded, the customer can break the connection and use the TAMMIS 

data to place orders, check status, review the stockage catalog, and research 

substitutions. Then, customers can reconnect and send the file containing Military 

Standard Requisitioning and Issue Procedures (MILSTRIP) transactions to the 

TAMMIS source of supply. TCAM has been successfully used in garrison and in 

deployments. Units are strongly encouraged to use TCAM in order to establish 

electronic Class VIII ordering with the designated source of supply. TCAM is an 

approved part of the TAMMIS baseline. Medical Supply Support Activities will assist 

units in obtaining the TCAM application, setting up the user environment, connection 

to the Supply Support Activity (SSA) server and providing user training. If TCAM 

problems occur beyond the capability of the medical SSA units will contact the 

TAMMIS Project Office Customer Support Office at 210-295-3600, 888-567-2514 or 

DSN 421-3600. 

(c) Communications: TAMMIS can relay information between 

Table of Organization and Equipment (TO&E) units in various ways. The preferred 

method uses Local Area Networks (LAN). This method relies on the use of the Mobile 

Subscriber Equipment (MSE) military communications system. Because 

communications cannot be assured in wartime, units can also pass information by 

standard telephone lines, Terminal Services Access Controller System, satellite 

communications, over a stand-alone LAN (without MSE), by Tactical Terminal 

Adapter, or by external magnetic/electronic media (floppy disks, flash drives, tape, 

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etc.) delivered by courier. All methods preclude re-entering data at the receiving 

TO&E unit. Examples of transactions and files that are moved include medical 

logistics MILSTRIP transactions (requisitions, supply status, shipment status, 

financial transactions, follow-up transactions, requisition modifiers, and cancellation 

requests). TAMMIS logistics systems also exchange electronic commerce 

transactions with vendors. The system is designed to utilize all forms of 

communications available to a unit in garrison and in a deployed environment. 

(d) Theater Enterprise Wide Logistics System (TEWLS) will 

replace TAMMIS in the interim at medical distribution centers and Defense Medical 

Logistics Standard Support (DMLSS) in the deployable hospitals. DMLSS Joint 

Enterprise Wide Logistics is the system of the future that will integrate TEWLS and 

DMLSS into a MHS enterprise solution. 

(2) Army Medical Department Property Accounting System 

(AMEDDPAS): AMEDDPAS is currently being phased out by DMLSS Release 3 and 

will no longer be an authorized IS upon completion of DMLSS fielding. AMEDDPAS is 

maintained by: 

US Army Medical Information Technology Center 

ATTN: Logistics Systems Branch 

2710 Howitzer Street, BLDG 2372 

Fort Sam Houston, TX 78234 

(3) Defense Medical Logistics Standard Support (DMLSS): DoD 

migration IS to replace TAMMIS (at deployable hospitals) and AMEDDPAS. TDA 

activities with DMLSS servers will use DMLSS Functionality 

DMLSS functions include: 

- Inventory Management (IM) 

- Customer Area Inventory Management (CAIM) 

- DMLSS Customer Assistance Module (DCAM) 

- CAIM Source of Supply (SOS) 

- Customer Support /Customer Support on the Web 

- Equipment and Technology Management (ETM) 

- Facilities Management (FM) 

- Systems Services (SS) and 

- Business Objects. 

(a) Inventory Management (IM): The IM module provides users 

with a standardized, integrated management system, which will provide formal 

accountability and facilitate materiel management and administration. Functions of 

this module include assemblage management, excess reporting, cataloging, credit 

card ordering, credit card reconciliation physical inventory, online and offline 

ordering, transaction history, location management, and delivery/pick lists. IM will 

also implement a simple automated quality assurance program covering recalls, 

suspensions, hazard alerts, destructions, and the safe medical devices act. This 

module also supports electronic commerce (ANSI X12) requisitioning capabilities as 

well as the standard MILSTRIP/FEDSTRIP (Federal Standard Requisitioning and Issue 

Procedures) interfaces and Internet ordering capability. 

(b) Customer Area Inventory Management (CAIM)/CAIM SOS): 

(1) CAIM is designed to give all internal customers the 

ability to manage an individual stockroom or area. CAIM assists the customer in 

identifying materiel items required in patient care and clinical support; providing an 

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automated tool for requesting materiel items; physical inventory, credit card 

ordering, credit card reconciliation location management, receipt, and tracking of 

patient care related materiel to the point of use. CAIM acts as an individual logistics 

operation allowing users to go directly to a DoD prime vendor or to the Logistics 

Division. 

(2) CAIM SOS gives the customer the ability to sell items to 

other customer areas as well as managing its own inventory. As with CAIM, the 

CAIM SOS assists the customer in identifying materiel items required in patient care 

and clinical support. It provides an automated tool for requesting materiel items; 

performing a physical inventory; location management; receipts; and tracking of 

patient care related materiel to the point of use. It also gives the user the capability 

to issue (sell) to its customers. The following are examples of departments that 

should be considered for conversion to CAIM or CAIM SOS: 

- Pharmacy 

- Central Material Service 

- Operating Room 

- Department of Pathology/LAB 

- Optical Fabrication Lab 

- Materiel Distribution Branch. 

(c) DMLSS Customer Assistance Module (DCAM): The DMLSS 

program manager is reprogramming and replacing TCAM with updated software that 

complies with the DMLSS Common Operating Environment. As with TCAM, DCAM 

allows remote customers who have no other medical logistics automation to create 

automated Class VIII requests with minimal hardware requirements (PC or laptop 

with a network connection). DCAM customers can connect to the designated DMLSS 

or TAMMIS site and select files from the DMLSS or TAMMIS database. Once the files 

are downloaded, the customer can break the connection and use the DMLSS or 

TAMMIS data to place orders, check status, review the stockage catalog, and 

research substitutions. Then, customers can reconnect and send the file containing 

MILSTRIP transactions to the DMLSS or TAMMIS source of supply. DCAM is an 

approved part of the DMLSS baseline. DCAM will be part of the TMIP Block 2, 

Release 2 software suite and will be distributed to some units by the Medical 

Communication for Combat Casualty Care (MC4) deployment teams. Other 

customers requiring DCAM will request the application from their medical SSA. The 

SSA will provide the application, assist the customer in setting up the DCAM account 

on the SSA server and provide training for the customer. Should DCAM problems 

occur beyond the capability of the medical SSA, contact the MHS Help Desk. 

(d) Customer Support: Provides internal customers with the 

automated capability to research information from commercial and DoD sources and 

stocked items from the Medical Treatment Facility (MTF). Manages/transfers New 

Item Requests electronically through the levels of approving authorities, create Work 

Requests to the Facility Manager, medical maintenance manager and provides an 

automated replenishment process for restocking customer supply areas. 

(e) Customer Support on the Web: Encompasses catalog 

research and item request capabilities and provides users with the capability to 

submit and review the status of new item requests as well as facility and medical 

maintenance work requests. It provides non-logisticians, such as clinicians, 

ancillary and administrative personnel with an automated, user-friendly method of 

researching and requesting supplies and support services from Medical Logistics. 

(f) Equipment and Technology Management (ETM): 

(1) Equipment Management: Enables customers and 

equipment managers to manage equipment assets from the time a customer starts 

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researching an equipment item to the point at which the equipment is processed for 

redistribution or disposal. It also enables the logistician to acquire equipment, track 

inventory, and dispose of assets through an automated and integrated process. 

(2) Equipment Maintenance: Provides the user with a 

systematic approach to equipment maintenance, simplifying the maintenance 

request process and tracking the progress of requested work. The work order 

system schedules maintenance procedures and facilitates collection of historical 

maintenance data, which support the equipment management and budgeting 

processes. A repair parts module interfaces to the supporting supply activity and 

the work order system. 

(g) Facilities Management (FM): The Defense Medical Logistics 

Standard Support automated information system Facility Management Module 

(DMLSS-FM) provides a powerful Computer-Aided Facility Management tool for 

standardizing facility management programs throughout the DoD healthcare 

industry. It provides comprehensive automated management capabilities ranging 

from scheduled maintenance and project tracking to regulatory compliance and 

space management. 

(h) System Services (SS): This module manages the Supported 

Customer data, DMLSS Communication Manager (DCM), and Table Maintenance 

Utility (TMU). 

(i) Business Objects: This module allows the user to access the 

DMLSS database and provide managerial information through the use of queries. 

This powerful software can be used to develop daily, monthly and quarterly reports. 

While many reports are already preformatted, the module provides the capability to 

develop and format ad-hoc reports as required. 

(4) Theater Enterprise Wide Logistics System (TEWLS): TEWLS is the 

initiative to migrate the capability for theater level Class VIII Supply Chain 

Management (SCM) from TAMMIS into an SAP-based, enterprise architecture. 

TEWLS will build upon the SAP Enterprise Resource Planning (ERP) initiative that has 

been ‘live’ at the US Army Medical Materiel Agency (USAMMA) since May 2002, and 

would bring theater Class VIII management into the same system architecture that 

is used for the production of Army Medical Equipment Sets (MES) and Medical 

Materiel Sets (MMS). TEWLS will migrate as an Army sponsored initiative into the 

DMLSS program at some point in the future. 

 (5) The Medical Logistics Support Web Portal (https://medlogspt.army.mil) 

is developed and maintained by the AMEDD Logistics Systems Division. It is 

integrated with the Army Knowledge Online (AKO) through the use of the AKO single 

sign on. Additionally, the AKO Medical Logistics Group Page in the Medical 

Knowledge Online community is maintained by the division. The web portal is a 

collaborative environment for information relevant to the medical logistics 

community regarding policies, missions, current events, conferences, etc., and also 

to automate certain business practices making their processes more cost-effective. 

The medical logistics web applications include: the Optical Fabrication Enterprise 

application; the Environmental Services Application; Command Logistics Review 

Program (CLRP) application; the Issue Status Review (ISR) application; the Medical 

Logistics eHelp portal; and the medical logistics lessons learned application. The 

portal provides a web-based tool to track and route medical logistics related 

questions to the proper subject matter experts. 

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(6) eZ SAVe: Provides a web based service that uses data 

synchronization techniques to compare site logistics data to a centralized 

authoritative database and make recommendations for changes in three categories. 

-Opportunities for better product pricing (current product price is 

higher than "best available") 

- Opportunities for better sourcing (an e-Commerce source of 

supply is available but not being used) 

- Opportunities for site record improvement and/or contract 

coverage improvement (critical product data missing or does not 

match authoritative data). 

(7) Medical Mobilization Management Planning Tool (M3PT). M3PT is a 

tool to assist units in developing deployment scenarios, recording assets that may be 

applied against those requirements and determining asset shortfalls. M3PT is the 

interim application to be used by deployable Army Medical Activities to manage unit 

assemblages (UA). 

b. The following systems are authorized as standard DoD and Army 

Logistics Management ISs: 

(1) Purchase Request Web (PRweb): Web-enabled application between 

a customer and their servicing contracting office for the processing and acceptance 

of requirements for local purchase. From their desktop Web browsers, customers 

can create and route purchase requests, with attachments, to other PRweb users for 

approval and fund certification. Approved requirements are transmitted directly to 

the Procurement Desktop-Defense (PD2) database of the supporting contracting 

office. PRweb is utilized when TAMMIS or DMLSS is not available or requirements 

require attachments and extended descriptions. 

(2) Defense Blood Bank System (DBBS): The DBBS automates the 

blood bank operations and is currently fielded to Medical Logistics (MEDLOG) units, 

deployable and fixed hospitals with a blood bank/donor center support mission. This 

application will be integrated as part of the Theater Medical Information Program 

(TMIP) suite of software to support the Forward Support Medical Company (FSMC), 

Main Support Medical Company (MSMC), MEDLOG units, and deployable hospitals in 

the corps and Echelons Above Corps (EAC) levels. 

(3) Spectacle Request Transmission System (SRTS): SRTS automates 

the patient record portion of the optical prescription and order transmission process 

to MEDLOG units and Optical Fabrication Laboratories in the corps and EAC levels. 

(4) Global Combat Support System-Army (GCSS-A) Maintenance 

(MNT): GCSS-A-MNT is the replacement for the Unit Level Logistics System-Ground 

(ULLS-G) that will be used in all FSMC, Brigade Support Medical Company (BSMC), 

MSMC, and Sustainment Support Medical Company (SSMC) at Echelon II and III 

units. It also replaces the Standard Army Maintenance System Levels 1 and 2 

(SAMS-1 and SAMS-2) and the Army Reserve Supply and Maintenance System 

(ARSAMS) that are used in selected Medical Logistics Companies, Logistics Support 

Companies , Medical Brigades, and USAMEDCOM units. ULLS-G, SAMS-1, SAMS-2, 

and ARSAMS are the migration systems for all MEDLOG units using TAMMIS 

MEDMAINT, as well as deployable hospitals in Corps and EAC levels. GCSS-A-MNT 

will be used in all medical units authorized a company or battalion level motor 

maintenance operation in the division, corps, and EAC levels. 

(5) GCSS-A Property Book Unit Supply Enhancement (PBUSE): 

GCSS-A-PBUSE is the replacement for the Unit Level Logistics System S4 Module 

(ULLS-S4) and Standard Property Book System-Redesigned systems that will be 

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used in all medical units at the battalion level and higher that maintain their own 

property books in the corps and EAC levels. 

c. When standard MTF medical logistics systems do not provide the 

functionality to support a required medical logistics business practice, non-standard 

IM/IT are authorized only after approval through the AMEDD Directorate of 

Logistics/Assistant Chief of Staff for Logistics (DOL/ACSLOG), with final approval 

authority at AMEDD CIO. MTFs shall submit a request for waiver through their 

respective Regional Medical Command (RMC) to the: 

Commander, USAMEDCOM 

ATTN: MCLO-LS 

2050 Worth Road, Suite 8 

Fort Sam Houston TX 78234-6008 

d. Army medical activities and units operating a manual medical accounting 

system will follow this supply bulletin and procedures in AR 40-61, AR 710-2, and 

DA Pamphlet (DA PAM) 710-2-2. 

e. Army medical fixed facilities are authorized to use commercial automated 

medication and supply distribution systems, known as Point of Use (POU). 

(1) Coordination with USAMEDCOM is required to purchase or lease POU 

systems in order to apply the numerous system interfaces that maximize the 

benefits of POU cabinets. Requests to purchase or lease POU systems will be 

submitted through the respective RMC to: 

Commander, USAMEDCOM 

ATTN: MCLO-LS 

2050 Worth RD, Suite 8 

Fort Sam Houston TX 78234-6008 

Requesting activities must submit justification that includes projected economic and 

clinical benefits. 

(2) Activities with POU systems will follow prescribed security measures 

and system requirements for medication management outlined in AR 190-51. 

Activities with POU systems will maintain written policies and procedures for security, 

accountability, and emergency situations. 

f. Army medical activities with Automatic Identification Technology (AIT) 

equipment that includes Radio Frequency devices, such as base radio units, 

repeaters, hand-held terminals, scanners, and printers will utilize and maintain the 

equipment. Trouble calls for AIT equipment in support of DMLSS applications will be 

submitted to the MHS helpdesk IAW procedures described in paragraph 2-6. 

2-5. HELP DESK 

a. Trouble calls for in support of TAMMIS and AMEDDPAS will be submitted 

to the U. S. Army Medical Information Systems and Services Agency (USAMISSA), 

TAMMIS Project Office Customer Support Office at 888-567-2514, DSN 421-3600, or 

210-295-3600. E-mail help requests may be submitted to 

Cust.Spt.TAMMIS@amedd.army.mil. 

b. Trouble calls for support of DMLSS will be submitted to the MHS Help 

Desk at any of the following numbers: 

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800-600-9332 Continental United States (CONUS) 

210-767-5250 (Direct/Commercial) 

866-637-8725 Outside CONUS (OCONUS) 

Digital Help requests can be made at: http://www.mhs-helpdesk.com. 

2-6. SYSTEM CHANGE PROCESS 

The System Change Request (SCR) is an official recommendation to correct or 

enhance the functionality of IS. In a formal process, the SCR is validated and 

accepted by the program manager and USAMEDCOM. Units or activities that have 

identified a significant problem or possible improvement that may warrant an SCR, 

will submit their ideas to the appropriate project office and USAMEDCOM through the 

MHS help-desk. 

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CHAPTER 3. MEDICAL MATERIEL MANAGEMENT 

3-1. ACCOUNTING FOR IMPLANTABLE MEDICAL DEVICES 

a. Implantable medical devices, such as pacemakers, drug infusion pumps, 

insulin delivery systems, and similar items, will be requisitioned by the using clinical 

department from the IMSA/MEDLOG Bn/USAMMCE. 

b. Consumer funds/DHP funds will be charged for these items regardless of 

cost. The items will not be accounted for on the activity property book. 

c. A record of the requisition, receipt, and implant of the devices will be 

maintained by the clinical department requesting the item. This record should be in 

sufficient detail to meet audit requirements and notification of the patient in case of 

medical device alert or recall by the manufacturer. The patient’s medical record must 

also be annotated with the appropriate data. Essential elements of information include 

the patient’s name; Social Security Number (SSN); manufacturer, make, model, and 

serial number of the device; requisition number; and date implanted. 

d. The reporting and tracking requirements of 21 Code of Federal Regulations

(CFR) applies. 

3-2. ADVERTISING EXCESS 

a. The RMC/MSC will establish advertising procedures within their health care 

boundaries for excess equipment and materiel. The RMC/MSC will consolidate and 

screen all excess reports from their supporting activities. The RMC/MSC will satisfy any 

requirement within the command during the screening process. 

b. The RMC/MSCs will advertise excess materiel distributed throughout the 

command for no longer than 15 calendar days. If an organization outside of the 

RMC/MSC command boundaries requests an item on the advertised excess list, the 

RMC/MSC must request an exception to the redistribution priority scheme from the 

USAMMA. Lateral transfer procedures will apply (see AR 710-2). After the 15-day 

period, RMC/MSC will submit the consolidated excess materiel report to the USAMMA. 

c. The USAMMA will consolidate the excess reports from the RMC/MSCs. The 

consolidated excess report will be distributed worldwide for advertisement purposes via 

message format and the USAMMA’s home page. After the 30-day advertisement 

period, the IMSA/MEDLOG Bn/USAMMCE can process the unclaimed, unwanted 

equipment or materiel through the DRMO. 

3-3. CONSOLIDATED SUPPLY ACTIVITIES ON ARMY MEDICAL DEPARTMENT 

INSTALLATIONS 

a. On Installations under AMEDD control, other supply commodities may be 

consolidated with medical into a single activity. 

b. The AMEDD installation consolidated supply activities: 

(1) Operate under a structure similar to that of the IMSA. 

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(2) Are authorized, by The Surgeon General (TSG), direct contact with 

nonmedical supply activities, Service Item Control Centers (SICCs), and National 

Inventory Control Points (NICPs), as appropriate. 

3-4. CONTROLLED MEDICAL ITEMS 

a. Identification: The Drug Enforcement Administration (DEA) identifies drugs 

as controlled substances. The Federal Register and the SB 8-75 series contain a list of 

these drugs and changes that are published annually. The FSC identifies standard 

controlled substances as Notes “R” and “Q” in the notes column. The AMDF or FEDLOG 

identify these substances as Controlled Inventory Item Codes (CIICs) “R” and “Q.” 

b. Schedule designations. The DEA assigns controlled substances to one of 

five schedules depending on the degree of control required. 

(1) Schedule I - Substances/drugs having no accepted medical use in the 

U.S. 

(2) Schedule II - Substances/drugs having a high abuse potential with 

severe psychic or physical dependence liability, identified as: 

(a) Note “R” in the FSC. 

(b) Controlled inventory item code “R” in the AMDF or FEDLOG. 

(3) Schedule III - Substances/drugs having an abuse potential less than 

Schedules I and II substances, identified as: 

(a) Note “Q” in the FSC. 

(b) Controlled inventory item code “Q” in the AMDF or FEDLOG. 

(4) Schedule IV - Substances/drugs having an abuse potential less than 

Schedule III substance, identified as: 

(a) Note “Q” in the FSC. 

(b) Controlled inventory item code “Q” in the AMDF or FEDLOG. 

(5) Schedule V - Substances/drugs having an abuse potential less than 

Schedule IV substances, identified as: 

(a) Note “Q” in the FSC. 

(b) Controlled inventory item code “Q” in the AMDF or FEDLOG. 

3-5. CONTROLLING NEEDLES AND SYRINGES 

The HCA activities will maintain adequate control of needles to prevent misuse or access 

by unauthorized persons. The storage and security of needles are outlined in AR 190-51. 

Disposable syringes that do not have needles are exempt from this requirement. 

3-6. CRITICAL ITEMS 

a. The Defense Medical Standardization Board (DMSB), Fort Detrick, Maryland, 

maintains a list of critical items needed for patient care during contingencies. The 

contents of this list are based on input from the military services and other DOD 

agencies that manage medical materiel. Periodic analysis of quantities of these critical 

items held by the military services and other DOD agencies is requested by the 

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Assistant Secretary of Defense for Health Affairs to ensure DoD capabilities will meet 

contingency requirements. 

b. The various Tri-Service Regional materiel standardization committees will 

review products included on the critical items list to ensure they are considered for 

standardization at their regional MTFs. The Health Care Activity (HCA) materiel 

standardization committee works in concert with the RMC to ensure the Tri-Service 

Region has these items for review and incorporation into the activities’ stockage lists. 

3-7. CUSTOM ARMY REPORTING SYSTEM (CARS)

a. The AMEDD is required by DoD to significantly reduce non-productive 

expenses (interest penalties) for cost savings across the AMEDD. The U.S. Army 

Medical Command (MEDCOM) Chief of Staff will monitor interest payments for 

reductions by RMC/MSC during quarterly Command Management Reviews.

b. Delinquent receiving reports over 30 days are incurring costly interest 

penalties to MEDCOM. The Assistant Chief of Staff for Logistics (ACSLOG) goal is to 

ensure those Personnel who are responsible for completing receiving reports provide 

them to Vendor Pay Offices within five working days of delivery or completion of 

services in accordance with DFAS-IN 37-090102F. Meeting this goal can be best 

accomplished through electronic submission of invoices and receiving reports in Wide 

Area Work Flow –Receipt and Acceptance (WAWF-RA).

c. Assistant Chief of Staff for Resource Management (ACSRM), Finance and 

Accounting Office (F&AO) developed a web-based program that allows activities to 

monitor contract payments. The program, Custom Army Reporting System (CARS), 

tracks financial transactions within the Defense Finance and Accounting Service-San 

Antonio (DFAS-SA). The program extracts data almost daily from the DFAS-SA 

Commercial Accounting and Payment System Worldwide (CAPS-W), which provides 

payment status on contracts.

d. Logistics Divisions will monitor their contracts using the CARS tool as often 

as required or at least monthly to prevent aged invoices from accumulating interest 

penalties. All Invoices 15 days and older are of particular concerned; these require 

immediate attention and must be worked. Contract payment information can be 

reviewed by installation name, DoD Activity Address Code (DODAAC) and Allotment 

Serial Number (ASN).

e. The CARS report is located on the MEDCOM ACSRM website at 

http://www.medcomrm.amedd.army.mil. The instructions below will assist in assessing 

the report. 

(1) At the website, select "Finance & Accounting" tab from the menu on 

the left and select Home Page. 

(2) From the menu select Vendor Pay/WAWF. 

(3) Click on "CARS Report” from the drop-down menu, select "Save", and 

save the file under your "Desktop". When prompted close the dialog box and exit out 

of the website. 

(4) on your “Desktop” click on the cars.exe icon and select Run in the 

dialog box. Click unzip to save database files to default location C:\CARS, select "OK" 

and close to exit zip program. 

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(5) Data can be retrieved in several ways. The recommended procedures 

for data retrieval is to access “My Computer”, go to the “C” drive and open the CARS 

folder and double-click the CarsNG.MDE file. The file may also be retrieved by 

opening the Microsoft ACCESS CARS Program, double-click on "more files" and select 

the C drive in the “look-in” window. Double-click the CARS folder then open the 

CarsNG.MDE file to execute the program. 

(6) The “main menu” screen will open to view “Invoices without Rec 

Reports”. Six icons are available; choose the first icon (Invoice Details). Go to the 

"Filter By" dialog box and click on "DODAAC” to find a specific activity. Choose the 

DODAAC from the drop down menu and select “Run that Puppy” to run the query. 

Review the report for the Element of Resources (EOR) 26 and 31 (supplies and 

equipment) to determine current billing status at DFAS-SA for any pending receiving 

reports or outstanding invoices.

 f. Logistics Division reviewing/submitting receiving reports must pay close 

attention to the received date, projected interest amount, and the EOR column. The 

received date column is the date DFAS received the vendor’s invoice and alerts the 

activity to submit their receiving report to DFAS. The projected interest amount 

column represents the projected interest amount payable on the Amount Clin column. 

Interest penalties begin to accrue when invoices are overdue 30-days. 

3-8. DEPARTMENT OF VETERANS AFFAIRS (DVA) AS A SOURCE OF MEDICAL 

MATERIEL

The DVA is a source of medical materiel that is authorized for local purchase. The DVA 

contracts with firms for common use supplies and services, and these contracts are 

summarized in the Federal Supply Schedule (FSS). When making local purchases from 

the FSS source, follow the provisions in the FAR.

3-9. DISPOSAL THROUGH DRMO

a. The IMSA/MEDLOG Bn/USAMMCE will manage medical materiel turn in from 

installation and area activities to the DRMO. Other medical supply operations will turnin materiel through the IMSA/MEDLOG Bn/USAMMCE to the DRMO. The IMSA/MEDLOG 

Bns/USAMMCE will establish local procedures to minimize redundant storage and 

handling of turn-in materiel. When conditions permit, PBOs may establish equipment 

turn-in procedures directly to the DRMO, without physically moving the items through 

the IMSA/MEDLOG Bn/USAMMCE’s storage facility. The IMSA/MEDLOG Bn/USAMMCE 

must approve these procedures. The IMSA/MEDLOG Bn/USAMMCE should process and 

approve documentation for materiel turn in with condition codes that indicate a 

continued value to the government. This materiel will move directly from the unit to 

the DRMO. The PBO may turn in medical equipment with condition codes “H” and “S” 

directly to the DRMO. The IMSA/MEDLOG Bn/USAMMCE will: 

(1) Report the materiel turn-in to the DRMO 

(2) Provide technical assistance to the DRMO as required 

b. The DRMO will process materiel requiring special handling as follows: 

(1) Medical materiel that is unserviceable, uneconomically repairable, or 

otherwise unsuitable for use will be marked 

“CONDEMNED - NOT FOR PATIENT CARE” 

Medical materiel determined to be hazardous, where the hazardous 

condition cannot be repaired, will be clearly marked and tagged to state the nature of 

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the hazard. This marking will render the materiel unusable for its intended purpose 

before turn-in. 

(2) Serviceable stock/materiel with lot or batch numbers and an 

acquisition cost of $500 or more per lot or batch number will be processed according to 

DoD 4160.21-M. Examples are as follows: 

(a) The FSC 6505 - Drugs, Biologicals and Reagents (excluding filled 

gas cylinders) will not be disposed through the DRMO. The IMSA/MEDLOG 

Bn/USAMMCE may request DRMO assistance in reutilization or donation of noncontrolled, non-hazardous drugs following the procedures outlined in DoD 4160.21-M. 

(b) The FSC 6510 - Surgical Dressing Materiel 

(c) The FSC 6515 - Sutures Only. 

(3) Compressed gas cylinders will be prepared for turn-in as prescribed in 

AR 700-68/DLAR 4145.25/NAVSUPINST 4440.128C/MCO 10330.2C/ AFR 67-12, prior 

to transfer to the DRMO. As an alternative, IMSA/MEDLOG Bn/USAMMCE may contract 

for gas cylinder disposal with vendors who are licensed in accordance with Federal, 

State, and local laws. 

(4) The IMSA/MEDLOG Bn/USAMMCE will retain physical custody of 

standard and nonstandard pilferable items listed below until disposition instructions are 

provided by the DRMO. 

3⁄4 Medical items containing recoverable amounts of precious metals. 

The IMSA/MEDLOG Bn/USAMMCE should precisely mark the items so that disposal 

personnel may take special handling precautions (see DoD 4160.21-M). Standard 

pilferable items are identified as Note “M” in the FSC and as Recoverability Code “A” in 

the AMDF or FEDLOG. 

3⁄4 Standard precious metals. These are identified as Note “R” in the 

Federal Supply Catalog. 

3⁄4 Tax-free alcohol and serviceable hypodermic needles and syringes: 

Clearly identify before transferring to the DRMO to ensure special processing (see DoD 

4160.21-M).

(5) Unexposed medical and dental film, which is not expired, will be 

disposed through the precious metals recovery program. 

c. The MACOM/Command Surgeons will establish property disposal policies 

and procedures based on local command and DRMO procedures and the above 

guidelines. 

d. Medical materiel eligible for disposal may be designated for training with 

the HCA commander’s approval. Items approved for training use will be clearly 

identified with a “FOR TRAINING ONLY” label to prevent accidental use on actual 

patients. Medical personnel must ensure that approved training materiel has been 

properly disposed after the training mission. Expired drugs, biologicals, intravenous 

solutions, and reagents may be used for training purposes. 

e. To prevent needed medical materiel from being transferred or disposed 

prematurely, obtain professional guidance from outside Logistics Division, e.g., 

pharmacy, pathology/laboratory, radiology departments, as to the materiel’s further or 

potential use. 

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3-10. DISPOSITION AND REPLACEMENT CREDITS FOR EXPIRED DRUGS, 

BIOLOGICALS, AND REAGENTS 

a. The IMSA/MEDLOG Bn/USAMMCE can use pharmaceutical returns contracts 

for expired drugs and biologicals except expired assets of: 

- Mark 1 Kits 

- Convulsive Antidote Nerve Agent (CANA) 

- Atropine 

- 2-PAM (Pralidoxime Chloride for Injection, 2ml Automatic Injector)

- Cipro (Ciprofloxacin) 

- Doxy (Doxycline) 

- Pyridostigmine Bromide Tablets (PBT) 

- SERPACWA; and 

- ATNAA 

The returnable expired drugs and biologicals are to be reported to the USAMMA, ATTN: 

MCMR-MM0-PM, for disposition instructions. These contracts are with companies who 

remove expired drugs and biologicals from an activity and obtain credits from 

pharmaceutical manufacturers for these unserviceable products. The companies then 

return the credits to the PV which the activity can use for the procurement of new 

pharmaceuticals. For pharmaceuticals where no credits can be obtained, the company 

must destroy the unserviceable materiel per Federal, state, and local laws. 

b. The IMSA/MEDLOG Bn/USAMMCE will use existing AMEDD-wide 

pharmaceutical returns contracts. No facility will enter into a local contract for 

pharmaceutical returns (even if it is more advantageous) without prior coordination 

with the USAMEDCOM, MCLO-O. The supporting contracting office will award local 

contracts per procedures in the FAR. 

c. The pharmacy service of an HCA can dispose of expired drugs, biologicals, 

and reagents in one of two ways. 

(1) Turn-in expired stocks to the supporting IMSA/MEDLOG Bn/USAMMCE. 

(2) Use a pharmaceutical returns contract. 

d. Some pharmaceuticals contain constituents that result in products being 

classified as hazardous waste upon expiration. All activities will determine the 

appropriate disposal code for the expired products and will dispose of products 

identified as hazardous through the installation approved hazardous waste disposal 

procedures. 

3-11. EMERGENCY REQUISITIONS 

a. When emergency or urgent medical materiel requirements exist (to save 

lives or to prevent suffering or distress), IMSA/MEDLOG Bn/USAMMCE will 

expeditiously process requisitions from supported HCAs using the issue priority 

designator “03” (life or death) requisitions. Life or death requisitions will be submitted 

to DSCP only when the item is not available locally. The quantity ordered should 

reflect the minimum requirements for the particular emergency. Particular attention 

should be given to customer’s requests for in-vitro diagnostics and reagents. Because 

of the type of materiel involved, activities should be certain that a life or death 

situation is involved before submitting the requisition on that basis. Non-receipt of 

incremental shipments is not in itself a justification for submitting a life or death 

requisition. Submit requisitions telephonically to the Emergency Supply Operations 

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SB 8-75-11 

Center (ESOC) at DSCP. Normal duty hour numbers are commercial 215 737-2112 

or DSN 444-2112. After duty hour numbers are commercial 215 737-2341 or 

DSN 444-2341. 

b. The following information, at a minimum, is required on the requisitions: 

- Name of the physician administering to the patient. 

- Diagnosis and prognosis of patient(s). 

- Preferred mode of shipment. 

- Requisitioner’s telephone numbers (on and after duty) and points of 

contact. 

c. The commander or designated representative will personally review and 

document all requisitions with an urgency of need designator “A” or “B” per the 

DA Pam 710-2 series. The IMSA/MEDLOG Bn/USAMMCE will perpetuate all urgency of 

need designator “A” requisitions from supported activities. 

d. Valid exception data for urgency of need designator “A” and “B” requisitions 

are requests for shipment using: 

(1) The fastest traceable means. 

(2) Shipments by specific mode (i.e., commercial air). If commercial air 

is requested, IMSA/MEDLOG Bn/USAMMCE will provide an appropriate transportation 

fund citation. Do not delay life or death “03” requisitions to verify or determine the 

appropriate fund cite. 

e. When MTOE medical supply operations submit emergency urgency of need 

designator “A” and “B” requisitions to their supporting IMSA/MEDLOG Bn/USAMMCE, 

the unit commander will authenticate the priority assigned to the requisition per the DA 

PAM 710-2 series. The MTOE medical supply operation will process emergency 

requisitions from supported units. The requisition must be properly authenticated, 

provided the requisitions cannot be filled from on-hand stocks. 

3-12. EXCESS EQUIPMENT MANAGEMENT PROGRAM 

a. The USAMMA manages the Excess Equipment Management Program (EEMP) 

for the USAMEDCOM. The goals of the EEMP are to: 

(1) Ensure timely and cost effective identification of excess equipment. 

(2) Eliminate excess medical materiel: Any materiel on-hand and no 

longer required to satisfy any mission requirement should be considered as excess. 

Excess materiel must be: 

(a) Consumables in condition code “A” 

(b) Equipment that is serviceable or economically repairable 

(3) Manage excess materiel as a displaced resource that consumes 

resources and detracts from primary mission accomplishment. 

(4) Aggressively report and advertise excess materiel to: 

(a) Enhance asset redistribution and use 

(b) Reduce disposal requirements 

b. The EEMP applies to ARNG, U. S. Army Reserve (USAR), and all AMEDD 

activities. 

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3-13. FINANCING MEDICAL SUPPLIES FOR ATTACHÉS 

Medical funds available to the command will finance medical supplies issued pursuant 

to this section unless different billing arrangements have been made. 

3-14. FUNDING LOCAL PURCHASES 

a. Use consumer funds (DHP) to finance local purchase of nonstocked medical 

supplies and equipment items. 

b. For equipment funded through MEDCASE, follow procurement procedures in 

SB 8-75-MEDCASE. 

3-15. HAZARDOUS MATERIAL/WASTE MANAGEMENT PROGRAM 

a. The AMEDD develops and procures hazardous material in such a way that 

minimizes potential hazards to public health and the environment. The applicable 

functions included in this development and procurement are: 

(1) Research 

(2) Development 

(3) Testing 

(4) Production 

(5) Handling 

(6) Use 

(7) Storage 

(8) Transportation 

(9) Disposal 

b. The AR 200-1 addresses responsibilities and procedures of the hazardous 

material/waste management program. The DoD 4160.21-M, AR 420-49, and AR 40-5

and SB 8-75 series define responsibilities and procedures for managing hazardous 

materials and waste. The Military Item Disposition Instructions (MIDI) and Military 

Environmental Information Source (MEIS) contain technical guidance for disposal of 

small, unused quantities of medical materiel, hazardous waste, nonregulated special 

waste, Regulated Medical Waste (RMW), and excess medical materiel. To obtain this 

guidance, contact 

Commander, USACHPPM 

ATTN: MCHB-TS-EHM 

5158 Blackhawk Road 

Aberdeen Proving Ground MD 21010-5403 

If any of these publications contain conflicting guidelines, follow the most stringent. 

c. The unit’s radiation safety officer will control and manage the disposition of 

all radioactive waste. 

d. The HCA commanders must dispose of non-Resource Conservation and 

Recovery Act medical, dental, and veterinary supplies, hazardous waste, non-regulated 

special waste, and RMW (See ARs 200-1 and 40-5 and SB 8-75 series). Commanders 

must dispose of all materiel and wastes in a manner that: 

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SB 8-75-11 

(1) Protects human health and the environment. 

(2) Complies with appropriate Federal, state, local, U.S. Army, and 

host-nation regulations. 

e. The HCA commanders will implement the pollution prevention program to 

the maximum extent possible. The Army’s goal is to reduce the quantity or volume 

and toxicity of pollution whenever economically possible. The pollution prevention 

program’s goals are to minimize the use of disposable items; expand the use of 

reusable materials and returnable containers; promote the use of minimum packaging; 

and recycle to the maximum extent practicable. Items that reduce or eliminate 

pollution will be used or introduced into the system whenever economically possible. 

f. Commanders must implement the hazard communication program per 

29 CFR 1910.1200 and DoDI 6050.5. The HCA will provide and document appropriate 

training to persons who manage, use, store, transport, and/or ultimately handle or 

come into contact with hazardous materiel or waste. 

g. The management of hazardous material and waste and RMW will include 

the following: 

(1) Separation of hazardous waste and RMW from the general waste 

stream at the point of generation. Regulated medical waste mixed with general wastes 

must be disposed of as RMW. 

(2) Recommendation and development of local segregation policies by the 

infection control committee to the commander per AR 40-5 and Federal, state, and 

local regulations. Generally, RMW can include: 

(a) Cultures and stocks of infectious agents 

(b) Associated biological, pathological waste 

(c) Blood wastes 

(d) All used and unused sharps 

(e) Animal waste 

(f) Infectious waste 

(3) Training of all employees on segregating hazardous waste and RMW. 

(4) Maintaining adequate control of all hazardous waste and RMW to 

prevent unauthorized access. 

(5) Collecting, storing, transporting, and disposing of hazardous waste 

and RMW (See AR 40-5). 

(6) Tracking all hazardous waste and RMW from collection to final 

destination. 

3-16. INSTALLATION MEDICAL SUPPLY ACTIVITY 

a. The IMSA is normally the SSA for medical materiel for a designated 

installation and/or geographical area and is under the control of the Medical Center 

(MEDCEN) or Medical Department Activity (MEDDAC) commander. The IMSA is 

normally separate from the installation’s consolidated supply operation. 

b. The MEDCEN or MEDDAC commander provides medical supply support to 

designated units and activities on the installation and within the assigned geographical 

support area (see AR 5-9). 

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c. The Medical Supply Officer (MSO) is responsible to the MEDCEN or MEDDAC 

commander for operation of the IMSA. 

d. The IMSA accountable officer (and/or MSO) directs the operations of the 

IMSA. The MSO provides total medical supply support to all supported units and 

activities. The MSO is responsible for security of materiel per AR 190-51. 

e. The IMSAs are authorized direct contact with customers, U.S. Army Medical 

Materiel Agency (USAMMA), Defense Supply Center Philadelphia (DSCP), other 

government agencies, supporting medical supply, and local purchase activities on 

medical supply matters. 

f. The USAMEDCOM IMSAs, under the direction of their RMC, will meet with 

all supported active and USARC units at least annually to determine mobilization and 

deployment requirements. 

3-17. INVENTORY ACCOUNTING

Use the following accounting methods for stocks. These procedures apply to manual 

systems and logistics ISs. 

a. The IMSA/USAMMCE/MEDLOG Bn maintains accountable records using 

guidance in AR 710-2, DA PAM 710-2-2, and this SB. 

b. Other MTOE medical supply operations will maintain informal inventory 

accounting records. These records should be maintained per AR 710-2 and DA PAM 

710-2-2. Accurate maintenance of these records will maximize efficiency and accuracy 

of records and effectiveness of training. 

c. Medical MTOE units will account for items stocked and for components of 

medical assemblages. 

3-18. INVENTORY AND ADJUSTMENT 

a. The IMSAs, MEDLOG Bn, USAMMCE, and other medical supply operations 

must follow procedures in AR 710-2 and AR 735-5, DA PAM 710-2-2 and DFAS-IN 

Regulation 37-1, when inventorying and adjusting medical stocks. 

b. The HCA commanders (Lieutenant Colonel or above) will approve inventory 

adjustments for IMSAs. Delegation of this authority must follow the guidance set forth 

in AR 735-5. This authority cannot be delegated to the Chief of Logistics at a medical 

activity. 

c. The goal for inventory adjustment (gains and losses) is to keep the 

adjustment below five percent of the RO/level dollar value per fiscal year 

(AR 735-5). 

d. A disinterested officer appointed on orders will inventory controlled medical 

items monthly, to account for the items. 

e. The MSO must conduct causative research on all lines having a dollar value 

adjustment of $1,000, and on all controlled item discrepancies regardless of value. 

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3-19. ISSUE PROCEDURES FOR SUPPORTED ACTIVITIES OF IMSA/MEDLOG 

BNS/USAMMCE 

a. Organizational elements of TDA HCAs will submit requests for expendable 

and durable medical materiel to the IMSA/MEDLOG Bn/USAMMCE. Nonexpendable 

and/or nonmedical materiel requests will be submitted to the property management 

office. Those activities operating a consolidated supply account, i.e., Walter Reed 

Army Medical Center (WRAMC), Fort Detrick, and USAMMCE, will submit requests for 

nonmedical expendable and durable items to their supporting materiel division. 

b. Units and activities having an assigned Department of Defense Activity 

Address Code (DODAAC) will submit requests for expendable, durable, and nonexpendable medical items to the IMSA/MEDLOG Bn/USAMMCE per AR 710-2, 

DA PAMs 710-2-1 and 710-2-2, and MACOM/Command Surgeon guidance. The 

IMSA/MEDLOG Bn/USAMMCE will arrange for the technical acceptance inspection of 

maintenance significant equipment before issuing to the requesting activity. 

c. Requesting activities will designate personnel authorized to request and 

receive medical supplies and equipment. A DA Form 1687 (Notice of Delegation of 

Authority - Receipt for Supplies) will be used for this purpose. Distinction will be made 

between those authorized to order and receive controlled and sensitive items and other 

medical materiel. The IMSA/MEDLOG Bn/USAMMCE and other medical supply 

operations will maintain a current file of completed DA Form 1687s on customers. 

These procedures are outlined in DA PAM 710-2-1. 

3-20. LOCAL PURCHASE FOR MEDICAL MATERIEL AND SERVICES 

The preferred purchasing methodology is the contracted DSCP commercial 

distributor/PV/ECAT. When the PV/ECAT is unable to meet the requirement, local 

purchase may be utilized. The IMSA/MEDLOG Bn/USAMMCE should consider the 

following when local acquisition of materiel is appropriate. 

a. The IMSA/MEDLOG Bn/USAMMCE will use local purchase procedures to 

satisfy supply requirements of supported customers. Methods of local purchase 

include: 

(1) Direct-order and other electronic (INTERNET) vendor-inventory 

services. 

(2) Decentralized Blanket Purchase Agreements (DBPAs). DSCP 

DBPAs are restricted to the 16th MEDLOG BTN, Ft Wainwright and USAMMCE. 

(3) Supporting contracting office where deemed appropriate by the 

MSO. 

(4) International Merchant Purchase Authorization Card (IMPAC) 

program/government purchase card/credit card. 

b. The MTOE medical supply operations will obtain local purchase support 

through their supporting IMSA/MEDLOG Bn/USAMMCE. The activities should comply 

with IMSA/MEDLOG Bn/USAMMCE procedures when submitting purchase requests 

(PRs). 

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c. The PRs must: 

(1) Be made on a competitive basis to the maximum extent possible. 

(2) Establish and describe requirements for products and services based 

on actual needs of the government, not personal preference, and on the minimum 

essential characteristics required to perform the mission. 

d. When government needs are such that only a particular product is 

acceptable, the customer will attach a justification for other-than-full-and-open 

competition to the Purchase Request (PR). Activities should consider equipment 

compatibility and other conditions or circumstances that may necessitate sole source 

procurement. Additional to the factual statement, PRs will include facts concerning test 

and evaluation of potential products and will identify competitive products to the 

maximum extent possible. The factual statement should: 

(1) Cite the physical, functional, or other characteristics essential to the 

needs of the government. 

(2) Identify the physical and functional characteristics peculiar to the 

requested product or service. 

e. The PRs must include all available information needed to receive the 

desired materiel. Complete information will prevent unneeded correspondence and will 

reduce lead-time. 

f. USAMEDCOM activities will attach the properly completed Contract Data 

Distribution Form (CDDF), USAMEDCOM Form 757-R (MCRM) dated Jun 05 to all 

purchase requests (DA Form 3953, DD 1348-6 or PR Web), except for acquisition to be 

paid by credit card. This action will assist DFAS – Vendor Pay in prompt payments of 

goods and services. The Group Administration Manager (GAM) or Contracting Officer’s 

Representative (COR) will ensure this data is kept current and accurate at all times by 

notifying the Wide Area Work Flow (WAWF) POC at the contracting office. 

g. Coordination between the customer, supporting medical maintenance 

activity, and the facility engineer must be accomplished during the planning stage to 

determine structural and utility requirements for equipment requiring installation. 

h. The MSO or designated representative will review all PRs to: 

(1) Identify maintenance significant equipment 

(2) Determine maintenance requirements 

(3) Assist the customer in procurement specifications. 

i. The PRs for maintenance significant equipment must include a request for 

two copies of operator and maintenance manuals. The ordering activity can adjust this 

figure to meet local requirements. Digital or electronic manuals may be provided 

instead of hard copy manuals. 

(1) Operator manuals should include instructions on the following: 

(a) Assembly 

(b) Operation 

(c) Services 

(d) Accessories 

(e) Calibration, if applicable 

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SB 8-75-11 

(2) Maintenance manuals should include instructions on the: 

(a) Assembly 

(b) Installation 

(c) Troubleshooting 

(d) Calibration requirements 

(e) Utility schematics/wiring diagrams 

(f) Applicable parts requirements 

j. The Principle Assistant Responsible for Contracting (PARC) is the proponent 

for the IMPAC credit card program. The USAMEDCOM activities will use only IMPAC 

cards issued by the USAMEDCOM contracting offices. The USAMEDCOM contracting 

offices will provide the following types of guidance. 

(1) Clarification of advise from the Assistant Secretary of the Army for 

Research, Development, and Acquisition (ASARDA), to include providing 

interpretations, clarification, and resolution of conflict between implementing activities 

and ASARDA. 

(2) The USAMEDCOM policies and responsibilities regarding the IMPAC 

program. 

(3) Monitoring and reporting USAMEDCOM progress to ASARDA. 

k. Logistical responsibilities are identified in PARC memorandums and 

implementation plan for purchasing of supplies, equipment, and services. 

3-21. LOCAL PURCHASE OF CONTROLLED MEDICAL ITEMS 

a. All local purchases of controlled medical items must comply with DEA 

instructions. 

b. The HCA commanders may designate a minimum number of essential 

personnel within the IMSA/MEDLOG Bn/USAMMCE or pharmacy, as authorized to sign 

exempt certificates for the purchase of controlled substances for official use. TDA 

activities utilizing DMLSS will enter schedules I and II in DMLSS as Off-Line Non Submit 

and utilize PO call number generated by DMLSS on DEA Form 225 

(1) These designated individuals must be registered with the nearest DEA 

regional office by completing DEA Form 225 DEA Application Form. After registration, 

the DEA will furnish exempt officials the needed order forms (DEA Form 222, U.S. 

Official Order Form Schedules I and II) and instructions. Store order forms in a locked 

container. Each certificate must be renewed every 3 years. 

(2) When a registered individual is replaced, the HCA will forward the 

registration and any unused order blanks to 

DEA 

ATTN: Registration 

600 Army Navy Dr., 6th Floor-ODOC 

Arlington VA 22202 

(3) The OCONUS activities may submit requests to DSCP for their 

assistance in procuring controlled items. 

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3-22. LOCAL PURCHASE OF SELECTED ITEMS OF MEDICAL MATERIEL 

The following medical materiel and equipment can be purchased locally: 

a. ITEMS, INCLUDING REPAIR PARTS REQUIRED IMMEDIATELY: These items are needed 

to save lives or prevent suffering and can be purchased by following normal supply and 

financial procedures. The Defense Finance and Accounting Service – Indianapolis 

Center (DFAS)-IN Regulation 37-1 authorizes that these purchases, if necessary, be 

made in the absence of funds. AR 40-2 outlines the standards for purchasing drugs 

and immunizing agents. 

b. OCCUPATIONAL THERAPY SUPPLIES AND EQUIPMENT: These items are authorized 

for use by occupational therapists. 

c. PROFESSIONAL BOOKS AND PERIODICALS: These include all library material 

required by health care personnel involved in direct or indirect patient care. 

(1) The OCONUS activities may order medical books and periodicals 

through DBPAs awarded by DSCP. If the required materiel is not available through 

DBPAs, send requisition to DSCP at MEDESOC@DLA.Mil. Telephones: Commercial 215-

737-2112, Option 1; DSN 444-1212. 

(2) Subscriptions for periodicals and journals may exceed one (1) year 

when it is more cost effective. 

(3) To obtain a limited number of books, the Federal Supply Schedules 

(FSS) for Federal Supply Group 76 may be used. 

d. WIGS (cranial prostheses): These can be supplied to: 

(1) Females with alopecia (hair loss) or 

(2) Males with alopecia under the following conditions: 

(a) Secondary to specialized medical treatment 

(b) Along with disfiguring scars 

(c) Resulting in psychiatric disorders, and in the medical authority’s 

opinion, the wig would be beneficial therapy. 

e. POST-MASTECTOMY PROSTHESES AND BRASSIERES. The HCA commander must 

authorize the post-mastectomy prostheses, brassieres, and wigs as part of the overall 

course of treatment. 

f. MEDICINAL GASES: These can be purchased only when available in 

satisfactory quality and volume per U.S. Pharmacopoeia standards. Available from: 

U.S. Pharmacopoeia 

12601 Twinbrook Parkway 

Rockville MD 20852 

Telephone 800-822-8772 

g. FURNITURE AND FURNISHINGS FOR CLINICAL, WAITING, AND LOUNGE AREAS. 

h. CONTACT LENSES when authorized by AR 40-63/Navy Medical Command 

Instruction (NAVMEDCOMINST) 6810.1/AFR 167-3. 

i. PROSTHETIC DEVICES, IMPLANTS, APPLIANCES, AND ACCESSORIES (see AR 40-3). 

j. THE MEDCASE REQUIREMENTS: See SB 8-75-MEDCASE. 

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SB 8-75-11 

k. PRESCRIPTION SAFETY GLASSES: Prescription safety glasses are authorized 

solely for a specific job assignment per AR 40-63, Technical Bulletin Medical 506 

(TB MED 506) and Common Table of Allowances (CTA) 50-900. Prescription safety 

glasses are authorized to members of the uniformed services only on a nonreimbursable basis. Procedures to obtain safety glasses for Federal civilian employees 

are contained in TB MED 506. 

l. MEDICAL RESEARCH MISSION OR ENVIRONMENTAL LABORATORY MATERIEL: The 

laboratory commander must authorize this materiel. 

3-23. LOCAL PURCHASE RESTRICTIONS 

a. Purchase only Food and Drug Administration (FDA)-approved drugs; 

exceptions are listed in AR 40-2 and AR 40-7.

b. Do not purchase vaccines and immunizing agents locally unless one or 

more of the following conditions have been met: 

(1) The item is listed in the UDR MEDCAT on CD-ROM 

(2) The Army has approved or recommended the item for use 

(3) The Surgeon General has specifically approved the item 

c. Do not purchase nonstandard equipment, for which a standard comparable 

item is available, unless it provides features that are clearly needed in the health care 

service. 

d. Do not purchase standard or nonstandard items needed for facility 

alterations, additions, expansions, or minor new construction before approval and 

funding of the construction project. 

e. Follow the restrictions contained in the Federal Acquisition Regulation (FAR) 

and any supplements to purchase items of foreign origin. 

f. Purchase infant transport under these conditions: 

(1) When transport incubators or bassinets are used solely for ground 

transport. These items must be FDA approved. 

(2) When infant incubators are used for air transport, The items must 

have been previously approved by the 

U.S. Air Force Aeromedical Testing Branch 

311 Human Systems Wing/YAML 

Bldg. 160, Room 134 

2485 Gillingham Drive 

Brooks Air Force Base 

San Antonio TX 78235-5105 

g. Do not purchase or use investigational drugs without the prior written approval 

from TSG. Submit requests for approval to the U.S. Army Medical Materiel Development 

Activity (USAMMDA): 

Commander, USAMMDA 

ATTN: MCMR-UMZ 

622 Neiman Street 

Fort Detrick MD 21702-5009 

AR 40-7 contains additional guidance on investigational drugs. 

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SB 8-75-11 

h. Do not purchase or issue drugs classified “ineffective 1A” by the FDA. 

i. Do not purchase regulated medical items (see Glossary) and those 

authorized in major medical assemblages (SB 8-75 series) without approval of TSG. 

j. Purchase orthopedic footwear for authorized individuals using guidance in 

AR 32-4/DLAR 4235.18/AFR 67-125/NAVSUPINST 4400.70C/MCO 4400.137A, 

AR 700-84, and AR 40-3. 

k. Purchase hearing aids, batteries, and replacement ear molds through the 

medical supply channels from the Department of Veterans Affairs (DVA) acquisition 

sources. 

l. Do not purchase diagnostic imaging systems unless authorized by the 

USAMMA. 

m. Purchase infant feeding formula using purchase orders, PRs, or BPAs. The 

IMSA/MEDLOG Bns/USAMMCE may receive formula at no cost as long as the 

authorized purchase order, PRs, or BPAs call numbers have been processed using 

prescribed procurement procedures established by the supporting contracting office. 

n. Do not purchase investigational equipment not yet certified by the FDA 

without TSG approval. Submit requests for approval through command channels to 

Commander, USAMEDCOM 

ATTN: MCLO-O 

2050 Worth Road, Suite 8 

Fort Sam Houston TX 78234-6100 

o. The installation’s preventive medicine service, in coordination with the 

safety committee, will define, develop, and/or review approval procedures for 

purchasing medical materiel locally. These procedures must mitigate potential harmful 

health and environmental effects. The MSO will request the MSDS from the 

manufacturer. 

p. Any equipment, supplies, or services offered to the U.S. Government by a 

contractor on a “no cost” basis will follow the procedures and regulations that are in: 

(1) AR 1-100 and AR 1-101.

(2) FAR and DoD Federal Acquisition Regulation (DFAR) Supplement 

(contract or purchase order). 

q. The term “no cost” includes: 

(1) Equipment, supplies, or services provided as a gift or donation to the 

government. 

(2) Equipment or supplies provided to the U.S. Government for 

determining suitability for future purchases by the government, whether or not the 

items are consumed through use. 

(3) Equipment temporarily loaned to the government. 

(4) Equipment or supplies provided to the government either on a 

temporary or permanent basis, but conditioned upon purchase. 

r. An evaluation must be made to determine total cost to the government 

under any of the methods described above. The evaluation should include all 

3-16 
SB 8-75-11 

applicable costs (i.e., consumable supplies, transportation, maintenance, training, site 

preparation, installation, and associated equipment). 

s. If the contracting method is chosen as the most appropriate means of 

acquiring materiel or services, the following applies: 

(1) A valid requirement must exist for the materiel or service. 

(2) A provision will be included in the contract concerning the ownership 

and disposition of the “no cost” equipment and/or supplies in the event the contract is 

terminated or not renewed. 

(3) Administrative or regulatory approvals required for automatic data 

processing, word processing, office automation system equipment, or MEDCASE will be 

obtained prior to submission of PRs to the contracting office, whether or not these 

items are offered at “no cost” to the government. 

(4) A PR will be submitted per local procedures to the supporting 

contracting office. The PR will detail all known costs determined by the evaluation. 

t. Property accountability will be established upon receipt of the property for 

all equipment items either as government owned or other-than-government owned, 

depending on the status of the equipment. 

3-24. MATERIEL OBLIGATION VALIDATION 

a. The IMSA/MEDLOG Bn/USAMMCE will: 

(1) Conduct monthly customer due-out reconciliation [Materiel Obligation 

Validation (MOV)] with supported customers. The customers must complete a local 

reconciliation before the quarterly NICP MOV process begins (see AR 725-50). 

(2) Review MOV requests with the customers to ensure proper use of 

funds and the need for continued supply action. Timely response in validating requests 

from supply sources is essential to ensure ongoing supply action and to prevent 

cancellation of the request. 

b. The MTOE medical supply operations will validate requisitions per local 

IMSA/MEDLOG Bn/USAMMCE procedures for reconciliation. These MTOE medical 

supply operations will respond to IMSA/MEDLOG Bn/USAMMCE requests for MOV. 

3-25. MEASURING CUSTOMER SUPPORT 

a. Demand satisfaction: Demand satisfaction represents the percentage of 

demands for stocked lines satisfied by 100 percent of the total quantity demanded. 

Used the formula shown below to compute this figure: 

(1) Formula: 

100 Demand SatisfactionStocked Items Satisfied 100%by

Items Received

Total Valid Demands for Stocked

100% Filled

Valid Demands for Stocked Items

=×

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SB 8-75-11 

(2) Example: 6,378 of 6,700 total demands for stocked items were 100 

percent filled. 

100 95%

6,700

6,378 =×

b. Performance measures are as follows: 

(1) Management objective: 95 percent 

(2) Management level 90 to 98 percent 

c. Indicate the adequacy of RO levels; that is, whether stockage quantities are 

sufficient considering OST and fluctuating demands. 

d. May indicate, if extremely high, that stock levels are too high. If demand 

satisfaction is low, examine the following items: 

(1) Zero-balance rate. 

(2) Receipt processing time. 

(3) Validity of OST quantities based on recent experience. 

3-26. MEASURING INVENTORY MANAGEMENT 

a. Zero balance rate (percentage out of stock). 

(1) The zero balance rate indicates the percentage of stocked lines that are 

at zero balance. 

3⁄4 It is an indicator of inventory management effectiveness 

and is usually related to demand satisfaction. 

3⁄4 It’s a measurement that detects inventory management 

problems earlier than other indicators. 

3⁄4 It gives a rapid general picture of inventory status for 

RO/level (demand supported) stocked lines at a given point in time. 

Potential problems highlighted by this indicator may not have been discovered with 

other indicators, because the system deficiency may have occurred only recently. For 

example, if a series of requisitions to a supply source had been lost or if transportation 

breakdowns had frustrated one or more shipments, this measure would quickly reflect 

either problem. Only later would these same problems also affect the demand 

satisfaction. A very low zero balance rate may reflect significant improvements in the 

resupply system, improvements in transportation support to the IMSA, or a significant 

downturn in customer demands. 

(2) Formula: 

100 Zero Balance Rate

Number of Stocked Lines

Due - Out

Balance with an Established

Number of Stocked Lines at Zero

× =

(3) Example: If there are 70 stocked lines at zero balance out of a total 

of 1,578 stocked lines, then: 

4%100

1,578

70 =×

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SB 8-75-11 

(4) Performance measures are as follows: 

(a) Management objective: less than 5 percent. 

(b) Management level: 2 to 8 percent. 

b. Issue priority designator (IPD) high priority request/requisition rates. 

(1) This rate indicates the percentage of all requisitions placed upon a 

supply source (either local procurement or the DLA supply system) that have an IPD of 

01-08 (exclude life or death IPD 03 requisitions from all calculations). 

(2) Use the formula below for computing these rates. 

(a) Formula: 

 IPD100 Request/Re Rate quisition or Requests Total Requisitions

 08 to 01 IPD Requests/Requisitions =×

(b) Example: If there are 17 Issue Priority Designator (IPD) 01 

through 08 requests/requisitions out of 189 total requests or requisitions submitted, 

9%100

189

17 =×

(3) Performance measures are as follows: 

(a) Management objective: Less than 20 percent. 

(b) Management level: None. 

(4) Excessive use of high IPDs is symptomatic of a variety of potential 

problems but may, infrequently, be totally reasonable and necessary. Routine use of 

IPDs 01 through 08 indicates the following: 

(a) Basic data believed reliable in establishing OST values may not be 

valid. 

(b) Proper materiel is not stocked. 

(c) Customers require assistance in identifying new requirements for 

IMSA/MEDLOG Bn/USAMMCE stockage or need assistance in establishing a local 

resupply mechanism. 

(d) The pipeline for heavily demanded materiel has been interrupted. 

(e) A new, high priority mission is demanding expedited support. 

c. Inventory accuracy rate 

(1) The inventory accuracy rate provides information regarding the 

accuracy of on-hand balances recorded on accountable records. 

(a) Formula: 

100 Percentage Number Total Lines of Inventoried

Adjustment

Number Total Lines of Requiring

=×

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SB 8-75-11 

Then, 

Percentage - 100%= Inventory Accuracy Rate 

(b) Example: If 100 lines required adjustment at the conclusion of the 

inventory and 1,000 lines were counted, 

10%100

1,000

100 =×

(c) Then, 100% - 10% = 90% 

The inventory accuracy rate is 90 percent. 

(2) Performance measures are as follows: 

(a) Management objective: 95 percent. 

(b) Management level: 90 percent or above. 

(3) Values less than 90 percent indicate a problem as to the reliability of 

on-hand balances. Problems affecting accuracy may be failure to post receipts in a 

timely manner or issuing items by the wrong unit of issue. 

d. Percent of excess to total inventory. 

(1) Excess inventory is that materiel measures both the stocked and nonstocked inventory that is not supported by demands. 

(a) Formula: 

100 Totalto Excess of Percent Inventory Dollar Hand-On of Value Inventory

Dollar Excess of Value Inventory =×

(b) Example: The account has $25,000 of excess (stocked and nonstocked combined) as shown in the Stock Status Report (or DMLSS Excess Report). 

Total dollar value of on-hand inventory is $1,000,000. The percent of excess to total 

inventory would be: 

0.025 100 2.5%

$1,000,000

$25,000 =×=

(2) Performance measures are as follows: 

(a) Management objective: 10 percent or less. 

(b) Management level: less than 15 percent. 

(3) A rate greater than 15 percent indicates that the account is not taking 

timely action to remove non-demand supported items from the inventory. 

e. Maximum percent of IMSA/MEDLOG Bn pharmaceutical stockage levels 

(CONUS activities only). 

(1) This measures the percent of pharmaceutical stocks to the value of 

annual pharmaceutical orders. The intent is to maximize utilization of government 

contracted commercial distributors (PV/ECAT). Utilizing these contracts results in 

inventory reduction through engaging “Just in Time” supply support. 

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SB 8-75-11 

(a) Formula: 

Dollar Value of 

 Pharmaceutical Stockage Level_____ x 100 Max % of Pharmaceutical Stockage Levels 

Annual Total Dollar Value of 

Pharmaceuticals Ordered 

(b) Example: The IMSA/MEDLOG Bn has a stockage level for 

pharmaceuticals valued at $50,000. During the year, the pharmacy service ordered 

$5,000,000 of pharmaceuticals directly from a government contracted commercial 

distributor. The percent of IMSA/MEDLOG Bn pharmaceutical stockage level would be: 

%110001.0

000,000,5$

000,50$ =×=

(2) Performance measures are as follows: 

(a) Management objective: Less than 4 percent 

(b) Management level: None 

(3) A rate of 4 percent or greater may indicate that the IMSA/MEDLOG Bn 

is investing too many dollars in pharmaceutical inventory. In this case the 

IMSA/MEDLOG Bn is not taking advantage of PV/ECAT contracts as a means of 

reducing inventory. 

3-27. MEASURING MEDICAL SUPPLY PERFORMANCE 

Paragraphs 3-64 through 3-67 provide formulas for computing medical supply 

performance standards (in addition to those outlined in AR 710-2). 

3-28. MEASURING PROCESSING TIME

a. Request processing time: 

(1) For stocked lines, it is the number of days from the date a customer 

request is received at the IMSA/USAMMCE/MEDLOG Bn to the date the materiel is 

delivered to the customer or the customer is notified that the materiel is ready for 

pickup. 

(2) For nonstocked lines, it is the number of days from the date a 

customer request is received at the IMSA/USAMMCE/MEDLOG Bn to the date the 

request is passed to the supply source or to the supporting contracting activity. 

(a) To compute the request processing time at the IMSA/ 

USAMMCE/MEDLOG Bn, survey past customer requests. The date received is not 

counted; however, the date passed to the supply source or supporting contracting 

activity is counted, as is the date of delivery or date of notification to the customer. 

The computation is the Processing Time = Date Passed minus (–) the Date Received 

plus (+) 1, as such when the requisition is passed on the same day it was received the 

Processing time is one (1) day. 

(b) This measure indicates the efficiency of the 

IMSA/USAMMCE/MEDLOG Bn in processing requests for both stocked and nonstocked 

lines. Longer processing times may indicate: 

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SB 8-75-11 

3⁄4 System deficiencies 

3⁄4 Inadequate staffing 

3⁄4 Training shortfalls 

3⁄4 A combination of these factors 

(3) Performance measures are as follows: 

(a) Management objective: One (1) day 

(b) Management level: One to two (1 to 2) days. 

b. Receipt processing time: 

(1) This measure represents the lapsed time from the receipt of materiel 

at the IMSA until the receipt is posted to accountable records. 

(2) Use the receipt documentation and accounting records to obtain 

needed information. The date received is not counted; however, the date posted is 

counted. The computation is similar to above, Receipt Processing time = Date Posted 

– Date Received + 1. 

(3) Performance measures are as follows: 

(a) Management objective: 1 day 

(b) Management level: 1 to 2 days 

(4) Longer processing times may indicate: 

(a) Inadequate receiving or posting procedures 

(b) Training needs 

(c) Staffing level problems 

3-29. MEASURES OF STORAGE MANAGEMENT 

a. Materiel release denial rate (warehouse denials). 

(1) This rate is the percentage of Materiel Release Orders (MRO)/pick list 

denied by storage. It indicates the number of MROs/pick list lines generated where 

stock is not on-hand in the warehouse, though records indicate that on-hand balances 

exist. 

(a) Formula: 

100 Rate Denial Release Materiel

MROs Total

Number Denials MRO of =×

(b) Example: If there are 28 MRO/pick list denials out of 3,253 total 

MROs/pick list lines, then: 

%9.0100

253,3

28 =×

(2) Performance measures are as follows: 

(a) Management objective: 1 percent 

(b) Management level: 0-2 percent 

(3) This measure can indicate a variety of potential problems, such as: 

(a) Erroneous inventories 

(b) Locator inaccuracies 

(c) Stocks released to customers without the transaction being posted 

to accountable records 

(d) Inaccurate selection of materiel for shipment or delivery 

3-22 
SB 8-75-11 

(e) Erroneous quantities verified on receipt documents 

(f) Erroneous posting of receipt documents or misappropriation. 

b. Location accuracy (see AR 710-2). 

(1) This measure is a comparison of locator records with actual physical 

location of assets expressed as a percentage of accuracy. It is produced from a 

random sample of storage locations from either the locator records or from the 

physical location. 

(2) There are two types of location survey errors: 

(a) Location records showing a recorded location without 

corresponding stock at that warehouse location, provided that a permanent location is 

not being reserved for the item. 

(b) Physical assets in warehouse locations without a supporting 

location record. 

(3) Formula 

100 Accuracy Location

 Total Inventory Locations Surveyed

 Correct Total Inventory Locations =×

(4) Example: If out of 150 locations surveyed, 146 were correct, then: 

100 97%

150

146 =×

(5) Performance measures are as follows: 

(a) Management objective: 98 percent 

(b) Management level: Greater than 95 percent 

(6) Location accuracy shows the effectiveness of the storage activity at 

placing materiel in its designated location and posting appropriate data to locator 

records, to include deleting invalid location assignments resulting from re-warehousing 

(reorganizing and restocking the current warehouse) and stock depletion. 

3-30. MEDICAL EQUIPMENT AND PROVISIONED ITEMS 

a. Medical equipment end items purchased for field use and requiring unique 

support and maintenance will be procured with the following provisioned items: 

(1) Transportation/carrying case 

(2) Accessories and consumables required for item to be functional when 

received (3-day start-up kit) 

(3) Operator and maintenance manuals (1 hard copy, 1 electronic copy) 

(4) Spare parts List 

(5) Repair parts List 

(6) Training material, to include Operator & Maintenance materials 

(7) Consumables and accessories item list 

(8) Calibration and diagnostic equipment list 

(9) Identification of special tools required for repair/calibration/operation. 

b. Medical equipment and provisioned items will be assigned a model-specific 

AAC “J” NSN. The AAC “J” NSN will be used for procurement of the equipment items. 

The items to support and maintain the make/model specific medical equipment and 

provisioned items will be requisitioned using an AAC of “D”, “A”, or “L.” 

3-23 
SB 8-75-11 

c. Medical equipment and provisioned items can be OPA or OMA funded as 

determined by the appropriation and budget activity account code of the MCSC in the 

AMDF or FEDLOG. 

d. The USAMMA will centrally fund all new components, both OPA and OMA, 

identified to a Unit Assemblage (UA) for Units being sustained. All other units are to 

keep their sets maintained to the as fielded UA listing. If a Unit Commander 

determines they are procuring the updates, notification to the USAMMA is requested. 

e. The USAMMA messages will announce provisioned medical items, which are 

available on the USAMMA website. 

f. Basic requisitioning procedures for all procurement appropriation 

provisioned medical equipment items are as follows: 

(1) Prepare standard MILSTRIP requisitions per AR 725-50. 

(2) Forward requisitions through appropriate Class VIII supply channels to 

the USAMMA for funding and requirement validation review. 

(3) Use “AOE” or “AO5” as the DIC for all requisitions. 

(4) Use “B69” as the RIC for all requisitions for AAC “J” end items to the 

USAMMA. 

(5) Include a valid sole source justification with requisitions for AAC “J” 

NSNs. If not included, the requisition will be canceled and returned to the requesting 

unit. 

(6) Use the requesting Unit’s DODAAC in the requisition’s document 

number. If the supporting automated system requires the DODACC SSA in the 

document number, then identify the requesting unit in the supplementary address 

field. All requisitions will contain the original requester’s complete document number 

and the in-the-clear name of the unit, i.e., 228th Combat Support Hospital (CSH), in 

the EXCEPTION DATA accompanying the requisition. 

(7) Submit the requisition to the USAMMA by message with an information 

copy to the appropriate MACOM. Mail may be used as an alternative submission 

method. Do not submit requests for Procurement Appropriations provisioned medical 

equipment items through the DAAS. 

(8) Include the following information in the exception data for each 

requisition (the requesting unit must furnish this information). 

(a) Current authorization (MTOE and effective date). 

(b) UIC. 

(c) Reason for shortage (that is, initial issue or replacement). 

g. The USAMMA will forward all validated and funded requisitions to the 

appropriate contract vehicle for procurement. 

3-31. MEDICAL LOGISTICS BATTALIONS/U.S. ARMY MEDICAL MATERIEL 

CENTER EUROPE 

a. The MEDLOG Bn/USAMMCE is assigned a medical SSA mission that 

supports all customers according to the logistics support plan developed for their 

command or area of operation. The plan outlines the relationship between the 

MEDLOG Bn/USAMMCE and their supply support. The CONUS MEDLOG Bns supporting 

command shall coordinate the logistics support plan with the supporting RMC. 

3-24 
SB 8-75-11 

b. The MEDLOG Bn supported by an IMSA must conduct all interfaces 

electronically with the wholesale system (such as, submission of MILSTRIP 

replenishment requisitions) through the IMSA unless directed by the IMSA/RMC. 

3-32. MEDICAL MATERIEL MANAGEMENT PROCEDURES BY USAR AND ARNG 

PERSONNEL ASSIGNED A PATIENT-CARE MISSION 

a. The USAR and ARNG units may requisition and use controlled, shelf life 

refrigerated materiel when they provide patient care to military personnel authorized 

such care by AR 40-3. During use, ARNG and USAR units will control and account for 

those items according to this chapter and AR 40-2. The ARNG units will also comply 

with pharmaceutical management procedures in the SB 8-75 series. 

b. When the patient-care mission has been completed: 

(1) The USAR units will coordinate the turn-in of all unused stocks to the 

supporting IMSA/MEDLOG Bn/USAMMCE. 

(2) The ARNG units will: 

(a) Return all controlled items per para 3-50. 

(b) Return as directed by the USPFO unit of issue quantities of all 

other items unlikely to be consumed prior to their expiration date. Return these items 

within 60 days of the completion of the patient care mission. 

(c) Return FSC 6505 items that are on the IMSA/MEDLOG 

Bn/USAMMCE stockage list and unlikely to be consumed within 12 months. 

(d) Manage remaining stocks as specified in applicable regulations and 

the SB 8-75 series. 

(e) Report all on-hand MCBRNDM Materiel to the following: 

Commander, USAMMA 

ATTN: MCMR-MM0-PM 

1423 Sultan Drive, Suite 100 

Fort Detrick MD 21702-5001 

Telephone: 301-619-4306/4428 

Fax: 301-619-4404 

3-33. MEDICAL SUPPLY SUPPORT ACTIVITY (SSA) OPERATIONS 

This chapter provides procedures for operation of SSAs and other supply operations for 

medical materiel. 

a. The SSAs for medical materiel are distinguished from other medical supply 

operations in that they: 

(1) Operate a stock record account per AR 710-2

(2) Perform the full range of supply functions identified for SSAs in 

AR 710-2 

(3) Appoint an accountable officer per AR 735-5

(4) Requisition materiel directly from the wholesale system or from a 

major, intermediate level medical materiel SSA 

b. The SSAs for medical materiel include: 

(1) Installation Medical Supply Activity (IMSA) 

(2) Medical Logistics Battalion (MEDLOG Bn): In peacetime, MEDLOG Bns 

may perform the full functions of, may have a training mission, or may have an area 

3-25 
SB 8-75-11 

supply mission. Upon mobilization and/or deployment, the MEDLOG Bn will normally 

perform all SSA functions. 

(3) U.S. Army Medical Materiel Center Europe (USAMMCE) 

c. Other supply operations for medical materiel maintain informal stock 

control records in support of a direct support or area supply mission. These operations 

do not normally requisition directly from the Defense Logistics Agency (DLA) system 

and do not perform the full range of supply and Financial Inventory Accounting (FIA) 

functions required of. 

d. Other supply operations for medical materiel include: 

(1) Combat Division level medical supply support provided by the Division 

Medical Supply Office (DMSO). 

(2) Medical supply detachments. 

(3) MTOE hospital units with an area supply mission. 

(4) Other medical units with an area supply mission. 

(5) Medical Logistics Management Center (MLMC). The MLMC is a unique 

organization that currently has a comprehensive and evolving role in Reach Logistics. 

3-34. OTHER ITEMS REQUIRING CONTROL 

a. The MSO will keep a record of controlled medical items on a DA 

Form 3862 (Controlled Substances Stock Record). Units with a resupply mission will 

use DA Form 1296. A disinterested officer, appointed by the commander, will 

inventory and inspect the items monthly. 

b. Where unit storage security is inadequate and operational and readiness is 

not unduly compromised, store controlled medical item components at the lowest 

supply level having adequate storage facilities. The supporting IMSA/MEDLOG 

Bn/USAMMCE may also store these items; however, using unit personnel will inventory 

the stocks monthly. 

(1) When stored at an IMSA/MEDLOG Bn/USAMMCE, commingled with 

IMSA/MEDLOG Bn/USAMMCE stocks, controlled medical item components are: 

(a) Considered contingency stocks. 

(b) Assigned a unique project code, if applicable to automated 

systems. 

(c) Inventoried by the IMSA/MEDLOG Bn/USAMMCE. 

(2) When stored at an IMSA/MEDLOG Bn/USAMMCE in a container 

secured by the owning unit, the owning unit will inventory and survey the items. 

(3) A Memorandum of Agreement (MOA) between the MTOE medical unit 

and the IMSA/MEDLOG Bn/USAMMCE will be established to ensure issue procedures of 

stored controlled medical item components are available when required for mission 

accomplishment. 

3-35. PERIODIC INVENTORIES OF CONTROLLED MEDICAL ITEMS 

a. The HCA Commander or Command Surgeon will: 

(1) Change disinterested inventory officer assignments each month. 

(2) Provide written inventory procedures based on current Army 

regulations. 

3-26 
SB 8-75-11 

b. The aviation life-support equipment technician will inventory controlled 

medical items in aviation survival kits when the periodic inspection of the complete kit 

is completed. 

c. The Dental Command and all activities will conduct an inventory of precious 

metals annually to coincide with the annual quality assurance statement. 

d. The inventories and corrective action consist of the following: 

(1) Agreement between all stock balances on accountable records at 

storage locations and the quantities on-hand and the accountable stock record. If 

these do not agree, they must be reconciled. 

(2) Authentication of the balance on stock accounting records at storage 

locations for each line item inventoried. The inventory officer will: 

(a) Make a separate line entry on DA Form 1296 to include the date, 

abbreviation “INV”, quantity on hand, and legible payroll signature. 

(b) Submit a report of the inventory to the HCA Commander or 

Command Surgeon and provide a copy to the IMSA/MEDLOG Bn/USAMMCE. 

(3) Corrective actions to clear all discrepancies before the next inventory. 

The HCA Commander or Command Surgeon will report all irreconcilable shortages 

immediately to the local Provost Marshal for investigation to establish a basis for 

subsequent action. 

3-36. PRECIOUS METALS RECOVERY PROGRAM 

a. The Precious Metals Recovery Program (PMRP) provides DoD activities with 

guidance and the requirements for the identification, accumulation, recovery, and 

refinement of precious metals from excess and surplus end item, scrap, hypo-solution, 

and other Precious Metal-Bearing Scrap (PMBS). The program’s purpose is three-fold: 

(1) To promote the economic recovery of precious metals. 

(2) To use recovered precious metals for internal DoD purposes or as 

Government Furnished Materiel. 

(3) To protect the environment from excess discharges of silver 

concentrations in waste effluent. 

b. The PMRP recovers gold, silver, and platinum family metals from excess 

and surplus property. The platinum family includes platinum, palladium, iridium, 

rhodium, osmium, and ruthenium. 

c. The DLA is responsible for administering and monitoring the PMRP. DoD 

activities are responsible for program participation, to include the identification and the 

transfer of PMBS to the local DRMO. The DRMO accumulates and ships PMBS to a 

recovery contractor for refining. The recovery contractor deposits the refined precious 

metal to the Defense Industrial Supply Center (DISC) account. The DISC issues the 

precious metal as government furnished material to government contractors at a 

minimal charge in return for an equal reduction in cost for manufacture of government 

products that use these metals. 

d. The U.S. Army Center for Health Promotion and Preventive Medicine 

(USACHPPM) will insure that MTFs have procedures in place to properly characterize 

wastes from photo processing (x-ray). 

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e. The RMC and Command Surgeons will: 

(1) Develop a program for the recovery of precious metals by following 

the guidance in DoD 4160.21-M. 

(2) Establish program procedures either as a supplement to 

SB 8-75-11 or as a separate command regulation for: 

(a) Recovering PMBS 

(b) Safeguarding recovery equipment and reclaimed scrap 

(c) Training using activity personnel 

(d) Turn-in of scrap to collection points 

(e) Control of the program 

(f) Testing of equipment for effectiveness and safety 

(g) Disposal of PMBS 

(h) Documenting the quantities recovered and their disposition. 

(3) Establish central collection points at HCAs. These activities will 

accumulate, report, and ship precious metals and PMBS. 

f. Each HCA commander will appoint a Precious Metals Coordinator (PMC) to 

manage an internal PMRP. At the generator level, at least one Precious Metals Monitor 

(PMM) will be appointed to ensure the recovery of PMBS within the assigned area of 

responsibility. 

g. Each PMM will assign a document number for each turn in of PMBS, based 

on local HCA procedures. 

h. All high purity gold and silver PMBS will be managed as controlled 

substances. DA Form 3949 (Controlled Substances Record) will be maintained at the 

user level to record receipt, issues, and turn-in of PMBS except for fixer solution and 

scrap film. 

i. Each MEDDAC/MEDCEN PMC will maintain a DA Form 1296 for each 

precious metal and PMBS item. 

j. The recovery of silver from spent x-ray film developing solutions is an 

important element of the program; in some cases the costs to comply with applicable 

environmental regulations can make recovering the silver uneconomical. Activities 

may use commercial sources for silver recovery as long as these commercial sources 

comply with applicable Federal, State, and local environmental laws and regulations. 

k. Spent fixer solution should not be discharged to the sanitary sewer system, 

even after silver recovery processing, unless the silver content of the effluent is less 

than limits prescribed by the Federal, State, and local laws. 

3-37. PRIME VENDOR AND ELECTRONIC CATALOG AS A SOURCE OF SUPPLY 

a. The overall goal for materiel acquisition is to migrate to greater use of 

electronic commerce alternatives and decrease reliance on manual, labor-intensive 

procurements, such as credit cards. Two programs that maximize use of 

e-commerce methodologies and provide greater system-wide economies are the DSCP 

PV and the ECAT programs. 

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b. The DSCP pharmaceutical and medical/surgical PV/ECATs are the 

commercial distributors for items, which include: 

- Distribution and Pricing Agreement (DAPA) items 

- Federal Supply Schedule items 

- PV/ECAT non-usage items 

- PV/ECAT committed volume/Regional Incentive Agreements items, and 

- Other e-tool sources. 

This program is mandatory for USAMEDCOM activities for products available under the 

program and serves as the primary acquisition method for pharmaceuticals and 

medical/surgical materiel. 

c. Actions to be taken by the activity to increase PV utilization: 

(1) Communicate weekly with the PV representative. 

(2) Ensure all non-usage items are ordered under a specific Routing 

Identifier Code (RIC). 

(3) Request items that can be provided by the PV to be stocked if they 

are not in the PV distribution center. 

(4) Review and adjust usage levels with the PV representative monthly. 

(5) Continuously review local purchase and credit card purchases with the 

PV representative for PV eligible items. 

(6) Consider utilizing DOS versus EOQ for inventory management. 

(7) Order smaller quantities more frequently. 

d. The activity should ensure the PV is accomplishing the following tasks to 

increase utilization: 

(1) Weekly communication with the activity. 

(2) Notify the activity when usage items are stocked. 

(3) Notify the activity when backordered items are received. 

(4) Furnish the activity listings of items stocked by the distribution center. 

(5) Minimize temporary out of stock. Address the temporary out of stock 

items routinely (minimum at the weekly meeting) with the activity. 

(6) Capture demands on kills/cancellations. 

e. Actions to be taken by the activity to increase to increase PV fill rate of 

usage items: 

(1) Work rejects daily. Some rejects can be caused or affected by the 

activity: 

R2 – Invalid Item Identification 

R3 – Invalid Unit of Issue 

R6 – Not on Customer Usage List 

R7- Reorder as Drop Shipment 

The PV should work the other rejects. 

(2) Reconcile usage versus non-usage items on a monthly basis with the 

PV representative. 

(3) Order more frequently for smaller quantities. 

(4) Do not permit the logistics IS to automatically reorder temporary out 

of stock or backordered items on a daily basis, if the item cannot be filled by the PV in 

a reasonable period of time. Such continuous reordering does nothing to obtain the 

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item and increases the number of unfilled/cancelled requisitions, thereby lowering the 

fill rate. 

f. The activity should ensure that the PV accomplishes the following tasks to 

increase the fill rate: 

(1) Notify activity when usage items are restocked (removed from 

backorder status). 

(2) Notify activity when usage candidate is entered as usage in the PV 

system. 

(3) Work with the activity on a daily basis to address rejects that are not 

caused by the activity (e.g., temporary out of stock, R4 – Manufacturer/National 

Backorder). 

(4) Notify activity when a non-usage item has enough demands to 

convert to usage. 

g. The DSCP ECAT program is used for laboratory, optical, dental, medical 

equipment, and general MEDSURG items (available under ECAT Joint Venture 

Program). The program minimizes administrative workload, overhead costs and 

interest payments by streamlining electronic ordering and financial processes through 

the Military Standard Billing System (MILSBILLS). This program is mandatory for 

USAMEDCOM activities for products available under the program. 

3-38. PURCHASING SERVICES AND RENTALS 

a. The FAR, as supplemented, provides guidance concerning contracting for 

personal and non-personal services. Non-personal services may be locally purchased. 

Examples of non-personal services are as follows: 

(1) Repairs to medical equipment when in-house maintenance capability 

is inadequate 

(2) Installation of equipment when not included with the original contract 

(3) Consultation services. 

b. Rent or lease equipment when: 

(1) Needed to satisfy an emergency medical requirement 

(2) Available only through lease 

(3) The lease is more cost effective than purchasing 

c. Follow property accountability guidelines for all rented or leased equipment. 

3-39. QUARTERLY EXCESS REPORT TO THE USAMMA 

The RMC/MSCs will report the excess equipment/materiel redistributed through the 

EEMP to the USAMMA on a quarterly basis. This consolidated excess report is due no 

later than the 20th of January, April, July, and October of each year. Figure 3-1 shows 

the proper format for the RMC/MSC consolidated excess report. 

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SB 8-75-11 

QUARTERLY REDISTRIBUTED EXCESS EQUIPMENT/MATERIEL REPORT 

Date Prepared ___________________

Value of reported excess equipment $__________ 

Value of redistributed excess equipment $__________ 

$__________ 

$__________ 

$__________ 

$__________ 

Distribution of excess equipment/materiel: 

Within the RMC/MSC 

Outside the RMC/MSC 

Through DRMO to Other Activities 

To Department of Labor, state, or local facilities 

To USAR or ARNG $__________ 

Value of redistributed excess equipment equal to or greater than 

current MEDCASE high dollar value 

$__________ 

Value of redistributed excess equipment not advertised $__________ 

Value of excess equipment turned in to DRMO not listed on 

excess report 

$__________ 

Value of excess equipment turned in to DRMO and listed on 

excess report 

$__________ 

Total dollar amount of excess equipment turned in to DRMO $__________ 

Figure 3-1. Format of the Quarterly Distributed Excess Equipment/Materiel Report 

3-40. RADIOACTIVE MATERIEL 

a. Commanders of HCAs using radioactive materiel will designate, in writing, a 

radiation safety officer (See AR 40-14/DLAR 1000.28 and TB MED 525). This officer 

will: 

(1) Control, receive, issue, store, and dispose of radioactive materiel 

(2) Comply with Nuclear Regulatory Commission licenses and Army 

authorizations 

(3) Advise local fire authorities of the type, quantity, and locations of 

concentrations of radioactive materiel that may pose a hazard in an emergency. 

b. The HCA will acquire and control radioactive materiel per TB MED 525, 

AR 385-11, 10 CFR, and the conditions of the activity’s NRC license or Department of 

the Army Radiation Authorization. 

3-41. REDISTRIBUTING EXCESS 

a. The USAMMA manages excess equipment/materiel redistribution Army 

wide. The USAMMA will follow the sequence below to redistribute assets: 

- USAMEDCOM 

- Other MACOMs 

- DoD activities 

- Other Federal agencies 

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SB 8-75-11 

- Local redevelopment authority 

- DRMO 

b. The losing activity will: 

(1) Notify the gaining activity of the transfer arrangements. 

(2) Complete all necessary documentation per AR 710-2 to facilitate the 

transfer. 

(3) Ensure that appropriate maintenance personnel technically inspect the 

equipment to be transferred. A DA Form 2407 will be completed and sent with the 

equipment. 

(4) Ensure equipment is properly packed, crated and shipped per 

AR 746-1. The following must accompany the shipped equipment: 

(a) Supporting supplies (expendables) and accessories 

(b) Repair parts and listing 

(c) Operator and technical manuals and manufacturer literature 

(d) The AMEDDPAS/TAMMIS/DMLSS or manual maintenance 

history/records, to include the DA Form 2407. 

(5) Receive a signed copy of the completed lateral transfer document. 

(6) Notify the Resource Management Office to have the Line Item Number 

(LIN) deleted from the TDA, if applicable. 

(7) Delete the property record. 

(8) Maintain the lateral transfer documentation for two years. 

c. The gaining activity will: 

(1) Notify the USAMMA of the requirement for excess equipment/materiel. 

(2) Arrange the transfer with losing activity’s point of contact. 

(3) Upon receipt of the excess equipment: 

(a) Inspect transferred equipment for damage and resolve 

discrepancies with the losing activity. If improper packaging is suspected, notify the 

USAMMA. 

(b) Sign and return a copy of the lateral transfer document to the 

losing activity within 3 days. 

(4) Establish a property book record within 3 days of receipt. 

(5) Submit DA Form 2028 (Recommended Changes to Publications and 

Blank Forms) to their Resource Management Office to add the LIN to the TDA, if 

applicable. 

(6) Maintain accountability for the transferred equipment throughout its life 

cycle. 

3-42. REFERENCE BOOK SETS FOR MEDICAL MTOE UNITS 

a. The MTOE and other Army authorization documents authorize the book sets 

for MTOE units. The Army Medical Department Center & School (AMEDDC&S) will: 

(1) Determine the components of book sets. 

(2) Review book sets annually. 

(3) Publish through the USAMMA and USAPD, the revised component 

listings in the SB 8-75-S9 (20 September 2005). 

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b. To obtain individual books for book sets: 

(1) Use local purchase procedures (see instructions in SB 8-75-S9 dated 

20 September 2005). 

(2) Use current general services, administration FSS, and FSG 76. 

3-43. REGULATED MEDICAL ITEMS 

a. Medical materiel is a regulated medical item when one or more of the 

following conditions apply: 

(1) The item affects the readiness of MTOE units. 

(2) A centrally DA-managed funding program funds the item. 

(3) Distribution and redistribution is controlled due to: 

(a) Critical supply availability 

(b) Unique physical properties of the item and/or its specialized use 

b. For management and requisition processing purposes, identify regulated 

medical items as one of the following types: 

(1) Procurement appropriation-funded medical equipment for MTOE units 

(2) Medical Assemblages (see SB 8-75 series) 

(3) Other specialized medical items whose distribution is centrally managed 

and controlled. 

c. The AMDF or FEDLOG identifies regulated medical items as AAC “A”. 

d. Certain medical items may receive a temporary regulated medical item 

designation due to special distribution requirements. The USAMMA messages will 

announce the temporary regulated medical item status. These messages are available 

on the USAMMA website at: www.usamma.army.mil

e. Basic requisitioning procedures for all regulated medical items are as follows: 

(1) Prepare requisitions per AR 725-50. Each year one issue of the 

SB 8-75 series will also describe the prescribed military standard requisitioning and 

issue procedures format. This issue will also contain any current, updated information 

on requisitioning procedures. 

(2) Use “AOE” or “A05” as the DIC for all requisitions. 

(3) Use “B69” as the routing identifier code for all requisitions to the 

USAMMA. 

(4) Use the requesting unit’s DODAAC in the requisition document 

number. If the supporting automated system requires the DODAAC be used in the 

document number, then identify the requesting unit in the supplementary address 

field. 

(5) Place the original requester’s complete document number and the inthe-clear name of the unit in the exception data accompanying the requisition. 

(6) Transmit the requisition to the USAMMA by message with an 

information copy to the appropriate MACOM. Mail may be used as an alternative 

submission method. Do not submit requests for regulated medical items through the 

DAAS. 

(7) Exception data is required for any requisitions for the following items: 

Medical, Chemical, Biological, Radiological, and 

 Nuclear Defense Materiel (MCBRNDM); 

Mark 1 Kits; 

ATNAA; 

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SB 8-75-11 

Atropine; 

2-PAM (Prolidoxime Chloride, 2 ml Auto Injector); 

Diazepam (CANA); 

Doxy (Doxycline) BT of 30s; 

Cipro (Ciprofloxacin) pkg. of 30; and 

PBT 

The required exception data is: 

(a) Unit’s Identification Code (UIC); and 

(b) Reason for the order, i.e., Individual Service Member initial issue 

requirement for deployment, component of MES - need LIN of the set and quantity 

on-hand, other missions). Please refer to SB 8-75-S7, chapter 6, dated 20 July 2005. 

(c) Submit to MCMR-MMO-PM, fax COMM 301-619-4404 or 

DSN 343-4404. 

f. Special requisition procedures are as follows: 

(1) Submit requisitions for Other Procurement, Army (OPA) funded MTOE 

equipment as follows: 

(a) Enter code “GA” as the fund code. 

(b) Enter a type requirement code (see AR 725-50). 

(c) Identify the MES that the regulated medical item is a component 

of or related to in the exception data accompanying the requisition (for example, MES 

that comprises a unit’s primary equipment authorization). 

(d) Format and transmit ARNG requisitions per the SB 8-75 series 

(see SB 8-75-S10, 20 October 2005). 

(2) Submit requisitions for MESs as follows: 

(a) If funded by the requester, the requester will commit the 

appropriate OMA funds with stock fund code obligation from the requisitioner (for 

example, SSA). 

(b) Enter a type requirement code (see AR 725-50). 

(c) Include the following statement as exception data to USAR and 

ARNG requisitions: “Unit is authorized MESs by MTOE (provide MTOE number) and has 

capability to store and maintain the MESs.” 

(d) Include the current authorization, UIC, and reason for shortage, 

initial issue, or replacement as exception data with each requisition. 

(3) Requisition other regulated medical items as follows: 

(a) The requester will fund the items if a USAMMA message identifies 

the item for a special or centrally funded program. 

(b) The USAMMA will identify special exception data in a message 

series. 

g. Requisitions for MCBRNDM Materiel require exception data as listed in 

SB 8-75-S7, chapter 6. To route requisitions for regulated medical items (AAC “A”), 

follow these procedures: 

(1) For CONUS and OCONUS active duty units: 

(a) The requester submits requisitions to the supporting 

IMSA/MEDLOG Bn/USAMMCE. 

(b) The IMSA/MEDLOG Bn/USAMMCE sends the requisition to the 

USAMMA with an information copy to the requester’s MACOM. 

(c) The USAMMA validates the requirement with the appropriate 

MACOM as required. 

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(2) For USAR units: 

(a) The requester submits a requisition through normal channels, in 

accordance with local procedures, to their MSC. 

(b) The MSC validates the requirement and assigns funds for OMA 

Reserve-funded items. 

(c) The MSC forwards the requisitions to the supporting 

IMSA/MEDLOG Bn/USAMMCE. 

(d) The IMSA/MEDLOG Bn/USAMMCE sends the requisition to the 

USAMMA for validation. 

(3) For ARNG units: 

(a) The requester submits a requisition to the USPFO. 

(b) The USPFO assigns funds for operations and maintenance, NGfunded items and forwards the requisition with a transmittal letter through 

To 

Chief, National Guard Bureau 

ATTN: NGB-ARS 

111 South George Mason Drive 

Arlington VA 22204-1382 

Commander, USAMMA 

ATTN: MCMR-MMO-S 

Fort Detrick MD 21702-5001 

h. The USAMMA procures and issues all regulated medical items. 

i. The supplier will provide the shipping status to the USAMMA and requesting 

unit per AR 725-50. Requesting units should submit follow-ups to the USAMMA. 

3-44. RENOVATION OF HEALTH CARE FACILITIES 

a. Obtain equipment and furnishings needed to support Medical Military 

Construction (MILCON) projects by using MEDCASE procedures (see the 2004 edition 

of the SB 8-75-MEDCASE). 

b. Use General Services Administration (GSA) or commercial interior design 

services to determine entire furnishing requirements and design decor when renovating 

entire offices or areas. Fund design services from local operating funds. 

3-45. REPORTABLE AND NONREPORTABLE EXCESS MATERIEL 

a. The IMSA/MEDLOG Bn/USAMMCE will report excess materiel through the 

source of supply. To determine what is excess, the reporting activity must compare 

current, on-hand materiel with active acquisitions and requirements. The 

TAMMIS/DMLSS is an automated tool for assisting in this process and recommends 

materiel to be considered as excess. TDA activities will utilize DMLSS for excess 

accountability and reporting. 

(1) The USAMMA must approve all lateral transfers of equipment greater 

than the MEDCASE high dollar threshold. 

(2) Equipment less than the MEDCASE high-dollar threshold can be 

laterally transferred without the USAMMA’s approval. 

b. Reportable nonexpendable or expendable excess materiel can fall into one 

of the following categories: 

3-35 
SB 8-75-11 

(1) Nonexpendable: 

(a) Medical equipment with a line item value that is consistent with 

current MEDCASE high dollar value threshold. 

(b) Serviceable nonstandard medical equipment with a line item 

dollar value of $2,500 or above. 

(c) Regulated medical items identified with Acquisition Advice Code 

(AAC) “A” in the AMDF or FEDLOG. This includes Medical Equipment Sets (MESs) listed 

in the SB 8-75 series or critical aeromedical evacuation equipment, such as patient 

monitors, defibrillators, pulse oximeters, and suction pressure apparatuses. 

(d) Medical materiel with recoverability codes “D”, “K”, or “L” 

regardless of the condition code. 

(e) Equipment possessing electrical characteristics unique to a 

command (220 volts, 50 hertz (HZ)). 

(f) Equipment (audiovisual, radioactive, or telecommunications) 

requiring special disposal procedures. 

(g) Automated Data Processing Equipment. 

(2) Expendable and durable excess medical materiel: 

(a) Standard or nonstandard with a line item value of $500 or more. 

(b) Repair parts with a purchase cost of $100 or more. 

(c) Compressed gas cylinders (see AR 700-68/DLAR 4145.25/ 

NAVSUPINST 4440.128C/MCO 10330.2C/AFR 67-12). 

(d) Aeromedical Evacuation materiel: This materiel could include 

litters and mattresses, pillows, blankets, litter straps, and patient restraints. 

c. The IMSA/MEDLOG Bn/USAMMCE must dispose of or destroy excess 

materiel not meeting the criteria above. Destruction or disposal can be completed 

through the use of: 

(1) Government awarded pharmaceutical return contracts. 

(2) Contracts with other DoD medical facilities. 

(3) Contracts with DVA. 

(4) Other Government Agencies (National Institute of Health and Public 

Health Services). 

(5) Government awarded disposal contracts. 

(6) Supporting Defense Reutilization and Marketing Office (DRMO). 

d. The IMSA/MEDLOG Bn/USAMMCE will transfer the excess materiel at no 

cost to the receiving activity. The shipping cost will be borne by the losing activity. 

e. Nonreportable excess materiel follows: 

(1) Nonexpendable: 

(a) Uneconomically repairable equipment with no 

recoverability code 

(b) Equipment where the manufacturer no longer exists 

(c) Equipment that lacks a model or part number 

(d) Equipment that is no longer made or has exceeded its life 

expectancy (TB MED 7 or manufacturer literature) 

(e) Equipment with a condition code “F” 

(2) Expendable and durable: 

(a) Materiel with an expiration date of 3 months or less 

(b) Refrigerated and freezer items 

(c) Veterinary items. 

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SB 8-75-11 

(3) Miscellaneous materiel: 

(a) Medical books and scientific journals (see AR 40-2): In OCONUS, 

MTOE units should turn in obsolete, unserviceable excess medical books to the 

supporting medical facilities with the appropriate MACOM/Command Surgeon approval. 

Volumes containing official AMEDD history will be sent to: 

Director, Center of Military History 

ATTN: DAHM-HM 

Washington DC 20314-0200 

(b) Radioactive materiel (see AR 385-11) 

(c) Flags and Guidons (see AR 840-10). 

3-46. REPORTING EXCESS 

a. The IMSA/MEDLOG Bn/USAMMCE must report any reportable excess 

materiel monthly in the form of a manual or automated report. The AR 725-50 and the 

AMEDDPAS manual prescribe the codes for the automated report. 

b. The RMC/MSCs (Major Subordinate Commands) will establish manual 

reporting procedures for nonexpendable and expendable excess materiel within their 

command. The USAMMA will establish manual reporting procedures for the U.S. Army 

Reserve Command (USARC), ARNG, CONUS, and OCONUS activities not supported by 

an RMC. 

(1) Examples of manual reporting procedures for nonexpendable materiel 

follow: 

(a) For regulated medical items to include MES, include the set 

control code, estimated dollar value or shortages, and a statement of the set’s 

condition. Aeromedical evacuation materiel and equipment is reported per procedures 

in AR 40-538/ Department of the Navy Bureau of Medicine and Surgery Instruction 

(BUMEDINST) 6700.2B/AFR 167-5. 

(b) For equipment requiring special disposal procedures, report 

through the commodities NICP or the responsible governing agency. 

(2) The RMC/MSCs will establish manual reporting procedures for 

expendable materiel. One category of expendable materiel requiring specific reporting 

is compressed gas cylinders. These cylinders should be reported for turn-in by using 

the National Stock Number (NSN) of an unserviceable (empty) cylinder. 

c. The AMEDD TDA activities will use AMEDDPAS or DMLSS ETM to report 

nonexpendable equipment. Activities using DMLSS ETM will report equipment excess 

in accordance with the procedures outlined in Chapter 5, Para 5-9b. The MTOE units 

will follow guidance from either their MACOM or the USAMMA when using the Standard 

Property Book System - Redesign. The MTOE can only generate excess nonexpendable 

equipment through a change of the MTOE authorization document, fielding plans, 

and/or deployment/contingency. 

(1) The Property Book Officer (PBO), when using AMEDDPAS or DMLSS 

ETM, will establish excess property records for reportable excess equipment. These 

records must be established before the first AMEDDPAS cycle run of each month. The 

AMEDDPAS captures, categorizes, and combines the excess property records into a 

consolidated excess equipment report during the first cycle run. This report is provided 

to the USAMMA for advertising on their website. The USAMMA coordinates the report 

of excess equipment worldwide for redistribution. 

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SB 8-75-11 

(2) Automation equipment requires specific automated reporting 

procedures (see AR 25-1). The AMEDD activities will establish an Automation 

Resources Management Systems account with the Defense Automation Resources 

Management Program to report excess automation equipment per DoD 7950.1M. 

d. The RMC/MSC will require the following information on manual or 

automated excess reports: 

(1) Nomenclature, make, and model number 

(2) NSN, if assigned 

(3) Date placed in service 

(4) Quantity 

(5) Line item dollar value 

(6) Condition code 

(7) Local point of contact 

3-47. REQUISITIONING CONTROLLED MEDICAL ITEMS 

a. The MACOMs should submit requests for additions and deletions to the list 

of authorized requisitioners, with justification, through command channels to 

Commander, USAMEDCOM 

ATTN: MCLO-O 

2050 Worth Road, Suite 8 

FT Sam Houston TX 78234-6100 

b. The USAMEDCOM Commander will: 

(1) Advise the submitting command of approved and disapproved 

requests. 

(2) Notify the USAMMA (MCMR-MMB-R) of all approved changes, who in 

turn, will coordinate with the DSCP. The USAMMA is the originator of the data and is 

the Service Item Control Center. 

(3) Authorized requisitioners will: 

(a) Establish procedures that ensure adequate supply support of 

controlled substances for satellite medical activities. 

(b) Ensure that supported activities demonstrate a valid need for 

controlled substances before issuing. 

(4) Unauthorized units should, if controlled substances are needed, 

contact the nearest authorized requisitioner for supply support. 

(5) The DSCP will reject requisitions from unauthorized activities. 

(6) Each month, the DSCP will provide MACOMs with a list of controlled 

substances issued to their subordinate units. The MACOMs will establish procedures 

with subordinate activities to reconcile the lists with local supply account records on a 

timely basis. Subordinate activities must report any discrepancies to MACOMs and the 

DSCP. In addition, the IMSA/MEDLOG Bn/USAMMCE will establish local procedures to 

reconcile orders from commercial distributors with actual quantities received. 

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3-48. REQUISITIONING ITEMS IN SUPPORT OF MEDICAL EVACUATION 

a. Annually the USAMMA will publish a list of items required in the medical 

evacuation system in the SB 8-75 series. This list includes a project code to be used 

when requisitioning these items for use in medical evacuation. During wartime, the 

USAMMA may announce additional items through messages as well as subsequent 

publications of the SB 8-75 series.

b. Submit requisitions citing the appropriate project code to DSCP. Only 

requisitions for medical evacuation purposes should cite this project code. The DSCP 

will fill the requisition from a special pool of assets, when available. The DSCP will also 

provide the appropriate MILSTRIP supply status. Materiel issued from this pool will 

consist of used, serviceable stocks rather than new, unused stocks. The DSCP will bill 

at: 

(1) Ten percent (10%) of the standard unit price for those requisitions 

filled from the special asset pool and for issues of used, serviceable items made to 

support activities by IMSA/MEDLOG Bns/USAMMCE. 

(2) Only ten percent (10%) of the standard unit price for issues of used, 

serviceable items made to support activities by IMSA/MEDLOG Bns/USAMMCE. 

(3) The standard unit price for those requisitions not filled from the 

special asset pool. 

3-49. REQUISITION PROCEDURES 

a. When the commercial distribution contracts/PV/ECAT or local purchase 

procedures (Decentralized Blanket Purchase Agreement (DBPA)/Blanket Purchase 

Agreement (BPA)/Credit Card) cannot fill routine supply requirements, CONUS 

IMSAs/MEDLOG Bn will submit requisitions to DSCP using MILSTRIP procedures 

delineated in AR 725-50. 

b. TDA medical activities will enter all purchases in DMLSS/TAMMIS for 

retrospective review by the Accountable Officer, to capture demands for 

standardization, analyze procurement costs, and to ensure items are purchased using 

the most efficient acquisition methodology. 

c. The MACOM/Command Surgeon will direct OCONUS IMSA/MEDLOG 

Bn/USAMMCE on submitting requisitions. When commercial distribution contracts or 

other local purchase procedures (DBPA/BPA/Credit Card) cannot fill requisitions, 

OCONUS IMSA/MEDLOG Bn/USAMMCE will submit requisitions to DSCP using MILSTRIP 

procedures that are delineated in AR 725-50. 

d. To requisition regulated medical items and/or provisioned medical 

equipment items, follow procedures in this chapter. 

e. Requisition Medical Care Support Equipment (MEDCASE) items by following 

guidance in SB 8-75-MEDCASE, the USAMMA, and local command publications. The 

supporting property account will forward MEDCASE requisitions directly to the 

USAMMA. These requisitions will not be processed through the IMSA/USAMMCE. 

Capital Expense Equipment Program (CEEP) will be direct-fund cited when requisitioned 

through the medical supply account. 

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3-50. REQUISITIONING STANDARD AND NONSTANDARD MEDICAL MATERIEL 

a. Standard stocked items: The OCONUS IMSA/MEDLOG Bn/USAMMCE may 

transceive an “A01” (request for standard stocked item), “A0A” for CONUS 

IMSA/MEDLOG Bn, requisitions through the Defense Automatic Address System (DAAS) 

to the supply source if the requisitions: 

(1) Comply with local policies and procedures. 

(2) Are in MILSTRIP format (See AR 725-50). 

(3) Are for medical materiel centrally cataloged by DSCP and listed in one 

of the following publications: 

- AMDF or FEDLOG. 

- UDR MEDCAT on CD-ROM 

- MEDSILS 

b. Nonstandard nonstocked items: The OCONUS IMSA/MEDLOG Bn/USAMMCE 

may transceive Document Identifier Code (DIC) “A05” (nonstandard nonstocked items) 

requisitions through DAAS to the supply source if the requisitions: 

(1) Comply with local policies and procedures. 

(2) Are for medical materiel not listed in either the: 

- AMDF, MEDSILS, FEDLOG, 

- UDR medical catalog on CD-ROM. 

(3) Are accompanied by all applicable exception data. 

(4) Are prepared per procedures in AR 725-50. 

c. Nonstandard medical materiel: 

(1) The CONUS IMSA/MEDLOG Bns will purchase nonstandard medical 

materiel locally. However, when the item cannot be locally obtained, requisitions may 

be submitted to DSCP citing: 

- DIC AOE. 

- Pertinent exception data. 

- Advice code “2A”. 

(2) The MTOE medical supply operations will submit requisitions to their 

supporting IMSA/MEDLOG Bn/USAMMCE. 

3-51. REVIEW PROGRAM FOR DURABLE MEDICAL MATERIEL 

a. The HCA Commanders/Command Surgeons establish a formal program for 

reviewing the consumption of durable medical materiel. This program is designed to: 

(1) Improve supply discipline 

(2) Emphasize economy 

(3) Monitor usage 

(4) Focus attention on the prudent use of durable medical materiel. 

b. To manage the program, commanders must conduct semi-annual 

consumption reviews. The review should include the 20 durable medical materiel items 

where the activity experienced the greatest expenditure during the last year. During 

the semi-annual review, Commanders should focus attention on increased usage and 

potential savings for the activity. Reviews may also be conducted on the remaining 

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durable medical materiel items for which the activity desires control visibility, such as 

items experiencing a high loss rate. From this review, items will be selected for 

intensive management and will be managed as stated below (see para c and d). The 

ARNG activities will conduct annual reviews. 

c. Durable medical materiel selected for intensive management may be 

managed as turn-in and direct exchange items. If an unserviceable item is not 

available for exchange, the IMSA/MEDLOG Bn/USAMMCE justifying the items can 

require a letter or form. 

d. Usage levels can be established for the organization and for individual 

customers. Actual usage should be reviewed against established usage levels. 

Activities will document the review to include corrective action taken or the cause(s) 

for usage in excess of the established rate. These reviews will be maintained according 

to AR 25-400-2. 

e. The MTOE units normally will not establish usage levels unless actively 

engaged in patient care. 

f. Activities will dispose of uneconomically repairable durable medical materiel 

items through their IMSA/MEDLOG Bn/USAMMCE to the DRMO. 

3-52. SECURITY PRECAUTIONS FOR CONTROLLED MEDICAL ITEMS 

a. Controlled medical items such as controlled substances, tax-free alcohol, 

precious metals, and other items designated by the HCA commander, require security 

precautions. Research, development, test, and evaluation facilities will follow the 

policies and procedures in AR 70-65 when managing controlled substances, ethyl 

alcohol, and hazardous biological substances. 

b. Only those Army Activities identified in the SB 8-75 series can requisition 

controlled substances from DSCP. The DLA system will ship only to those DODAACs 

cited. 

3-53. SHIPMENT DISCREPANCIES 

a. When shipments received by the IMSA/MEDLOG Bn/USAMMCE are deficient 

in quantity or condition, the Accountable Officer (or alternate) will inspect the 

shipment. See these publications: 

AR 55-38 

Navy Supply Instruction (NAVSUPINST) 4610.33

Air Force Regulation (AFR) 75-18 

Marine Corps Order (MCO) P4610.19 

Defense Logistics Agency Regulation (DLAR) 4500.15 

AR 710-2 and AR 735-11-2

DLAR 4140.55 

Secretary of the Navy Instruction (SECNAVINST) 4355.18 

AFR 40-54

b. The manufacturers are only obligated to provide Materiel Safety Data 

Sheets (MSDS) with the initial shipment of hazardous materials and with the first 

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shipment after an MSDS has been updated. If the MSDS does not accompany a 

shipment of hazardous materials, the activity must obtain an MSDS from the 

manufacturer as soon as possible. 

c. The PV deficiencies in quantity or condition will be handled per procedures 

established in the PV statement of work. 

d. The IMSA/MEDLOG Bn/USAMMCE will adjust and report any discrepancies. 

The discrepancy reports most commonly used for medical materiel are: 

(1) Standard Form (SF) 361 (Transportation Discrepancy Report; Use this 

report to report damage or loss attributable to a carrier or improper carrier facilities, 

and is to be prepared in coordination with the installation transportation office. See 

these publications: 

AR 55-38 

NAVSUPINST 4610.33 

AFR 75-18 

MCO P4610.19 

DLAR 4500.15

(2) The SF 364 [Report of Discrepancy (ROD)]: Use this form to report 

supply and packaging discrepancies that are obviously the responsibility of the supplier 

or supporting supply activity (see these publications): 

AR 735-11-2 

DLAR 4140.55 

SECNAVINST 4355.18 

AFR 40-54 and AR 12-12 

DLAR 4140.60 

SECNAVINST 4355.17A 

AFR 67-7 

(3) Serious Incident Report: This is used to report theft or suspected 

theft on high-dollar-value items or controlled substances (see these publications: 

AR 735-11-2 

DLAR 4140.55 

SECNAVINST 4355.18 

AFR 40-54 

AR 190-40 

e. Distribute copies per the governing regulation. 

f. The IMSA/MEDLOG Bn/USAMMCE may request assistance when 

discrepancies cannot be satisfactorily resolved from: 

(1) DSCP, 

(2) DLA customer assistance teams, or 

(3) The USAMMA. 

g. The MTOE medical supply operations will report supply discrepancies to the 

supporting IMSA/MEDLOG Bn/USAMMCE per local procedures. 

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3-54. SHIPMENT OF CONTROLLED MEDICAL ITEMS 

a. The custodian of controlled medical items will select and prepare the 

controlled items for shipment. Items will be held in secure facilities until transferred to 

a carrier. 

b. Separate shipping documents and packing lists will cover the shipments. 

Both should clearly indicate quantities shipped. For individual controlled substances, 

the shipping documents and packing lists should indicate “medical supplies.” 

Obliterate all markings from external containers and remark with the term “medical 

supplies.” 

c. Ship the controlled medical items by registered parcel post (request return 

receipt) when securely packed for safe transit. All shipments must comply with weight 

and size limitations of the U.S. Postal Service. 

d. A customs declaration tag is not required for shipments that have been 

addressed to a military organization by title (for example, Commander or Supply 

Officer) at U.S. military Post Offices OCONUS. 

e. If controlled medical items cannot be shipped by parcel post because of 

weight or size restrictions, refer to AR 55-355/NAVSUPINST 4600.70/ AFR 75-2/ 

MCO P4600.14B/DLAR 4500.3. 

f. Shipping documents for controlled medical items sent to or from any 

OCONUS destination will be marked as indicated in the following statement: 

“SPECIAL CARGO - PLACE IN CUSTODY OF CARGO SECURITY OFFICER.” 

3-55. SOURCES OF DEFENSE ATTACHÉ MEDICAL SUPPLY SUPPORT 

a. Army personnel serving, as Defense Attachés will use local supply sources or 

HCA located within a reasonable distance. 

b. Major OCONUS Commanders will provide medical supply support upon 

request if: 

(1) The personnel are stationed within the command’s area of support. 

(2) Communications and transportation permit: Examples of 

communication and transportation that may be available are State Department pouch, 

U.S. Military Post Office, or Embassy Post Office. 

c. Commander, WRAMC: 

(1) Provides medical supply support where other sources are not available 

or where difficulties exist in communications. 

(2) Designates the U.S Army Health Clinic, Pentagon, as a supply source. 

Forward requests for medical supplies through the Army’s Assistant Chief of Staff for 

Intelligence to the U.S. Army Health Clinic, Pentagon. Normally, this supply action is 

limited to delivery by State Department pouch. 

d. Prescription-type items will be dispensed from a pharmacy when a doctor’s 

prescription is presented, per AR 40-2. 

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e. Requests for exception to this procedure will be forwarded to USAMEDCOM, 

ATTN: MCLO-O, Fort Sam Houston, TX 78234. 

3-56. SPECIAL DENTAL MATERIEL 

a. The DSCP has established indefinite requirements contracts and DBPAs with 

various companies to purchase prosthodontic supplies, to include: 

(1) Artificial teeth 

(2) Facings 

(3) Backings 

(4) Mold guides 

(5) Orthodontic supplies 

(6) Partial denture casting alloys and accessories 

(7) Other dental accessories and materiel 

b. Purchase procedures for dental materiel are as follows: 

(1) Use of the commercial distribution contracts or DSCP’s ECAT program. 

(2) Use of DBPAs by activities that provide orthodontic care. 

3-57. STOCKAGE 

The following activities can stock the listed materiel. 

a. The SSAs identified in para 3-1 of this Supply Bulletin, can stock: 

(1) Standard (catalogued) items listed in the Army Master Data File 

(AMDF) or Federal Logistics Record (FEDLOG) (Data on Compact Disc). 

(2) Nonstandard items (items listed in the Universal Data Repository 

(UDR) Medical Catalog (MEDCAT) on CD-ROM or items required to support the healthcare mission). 

b. The MTOE medical supply operations can stock: 

(1) Consumable items authorized in the medical Sets, Kits, and Outfits 

(SKOs) supported. For MTOE hospitals, the required resupply module fulfills this 

requirement. 

(2) Items used to meet contingency missions, training requirements, or 

used to provide garrison medical support, if approved by the command surgeon. 

These units will maintain command surgeon approved Authorized Stockage Lists (ASLs) 

that reflect both wartime and peacetime requirements. 

c. The ARNG units maintain State Surgeon-approved formularies. 

3-58. STOCKAGE CRITERIA 

a. Recurring demands: The IMSA/MEDLOG Bn/USAMMCE must provide 

responsive support to customers having recurring demands for medical items. Two 

ways of providing this responsive support are: 

♦ Commercial contract services {commercial distribution contracts/Prime 

Vendor/Electronic Catalog (PV/ECAT)} and/or 

♦ Locally stocked, selected, items based on demands 

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(1) The preferred method is through a commercial contract service, such 

as the DoD PV/ECAT program. When using this method, the IMSA/MEDLOG 

Bn/USAMMCE must coordinate new requirements for recurring items with the 

supporting commercial distributor. 

(2) Local stockage of selected items will be used when: 

(a) The commercial distributor is providing unsatisfactory support. 

(b) The distance between the IMSA/MEDLOG Bn/USAMMCE and the 

supporting commercial distributors warrants stocking items to preclude interrupting 

supply support. 

(c) Items are not available through the supporting commercial 

distributor. 

(d) Items may be stocked in unit of issue and sold by unit of 

measure. 

b. Number of recurring demands 

(1) The IMSA/MEDLOG Bn/USAMMCE will follow these guidelines when 

determining stockage. 

(a) If six recurring demands have been recorded within a 

360-day period, review for stockage. 

(b) When less than six recurring demands have been received and 

when the customer requests in writing that an item be stocked, the SSA may stock the 

item. Customers may be charged for the unused quantities. The IMSA/USAMMCE 

should return/dispose of excess quantities. 

(c) For emergencies, the Unit’s senior logistics officer can approve 

stockage of items. 

(d) Items with at least three recurring demands within a 

360-day period may be retained for stockage. 

(2) The MTOE medical supply operations will follow these guidelines. 

(a) When there are six recurring demands within a 360-day period, 

establish an initial stockage for the item. 

(b) If there are at least three demands within a 360-day period, 

maintain stockage. 

(c) Follow MACOM guidance when establishing stockage criteria for 

items that support ASLs and Mandatory Parts Lists or resupply of medical assemblage 

components. 

3-59. STOCKAGE LEVELS

a. Computing reorder points 

(1) Compute reorder points with a safety level not exceeding 5 days (15 

days for OCONUS) and the actual Order and Shipping Time (OST) for each item. The 

OTSG is the approval authority for requesting safety level modifications in DMLSS or 

TAMMIS. The OST for nonstandard items will include the average time used for 

processing a procurement request. 

(2) Compute reorder point using Days Of Supply (DOS) procedures. The 

DOS method is preferred for distributed/PV/ECAT items and for all items in a deployed 

theater. 

(3) Compute reorder point quantities by using Economic Order Quantity 

(EOQ) procedures (see DA PAM 710-2-2, Appendix D, for EOQ Reorder Point with 

appropriate Safety Level). 

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b. Computing Requisition Objectives (RO)/levels 

(1) DOS is the preferred method for PV/ECAT items. 

(2) Use DA PAM 710-2-2 when computing EOQ. 

(3) The operating level is a maximum of 15 days CONUS (30 days 

OCONUS) or as determined by the MACOM/command surgeon when establishing the 

days-of-supply method. Operating levels for nonstandard items acquired under vendor 

service are based on quantities needed to sustain operations between resupply cycles. 

c. Calculating retention levels. When stocks on-hand exceed the RO/level, 

medical activities will calculate retention levels using provisions of AR 710-2 and 

DA PAM 710-2-2. Process stocks exceeding authorized retention levels using the 

excess materiel guidance in this chapter. 

d. Calculating stockage levels 

(1) The Command Surgeon determines the peacetime stockage objective 

for the MTOE medical supply operations. The stockage objective should not exceed 90 

days. 

(2) The MTOE medical supply operations will use the DOS method or the 

inventory management module of an approved IS to compute the RO/level. Logistics 

support plans should establish days of supply needed to support designated unit 

operations when mobilized. 

3-60. STOCKAGE LISTS 

a. The IMSA/MEDLOG Bn/USAMMCE will provide copies of the stockage list to 

supported activities. Local policy will govern frequency and recipients. 

b. The MTOE medical supply operations must maintain ASLs. Local policy will 

govern the distribution of the ASLs. 

3-61. STORAGE 

a. Storage conditions: Specialized procedures and equipment are required to 

prevent the deterioration of medical materiel in storage. Medical materiel is frequently 

sensitive to sunlight, heat, and moisture. Therefore: 

(1) An Emergency or battery-powered temperature alarm system will be 

used on refrigerator/freezer storage units at the IMSA/MEDLOG Bn/USAMMCE. 

(2) Alarms will be monitored electronically and physically on a 24-hour 

basis. Optimally the alarm system will monitor and record temperatures for later 

retrieval and alerts individuals (telephonically, pager, etc.). 

(3) Items requiring refrigeration will be stored and shipped at 

temperatures between 35° and 46°Fahrenheit (F) [2° and 8°Celsius (C)] and frozen 

items at temperatures below 32° F. 

b. The IMSA/MEDLOG Bn/USAMMCE and other medical supply operations will 

comply with all special instructions on the item, shipping label, manufacturer’s 

literature, UDR or in the Federal Supply Catalog (FSC). 

c. X-ray film will be stored per manufacturer’s recommended storage 

methods, usually on edge in a vertical position. Film may fog if stored horizontally. 

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d. Dry-cell batteries will be removed from instruments prior to storage. 

e. Rubber goods will be stored in rolls or laid flat. Talc will be used to 

separate surfaces. 

3-62. STORAGE AND ISSUE OF INSTALLATION STOCKS OF CONTROLLED 

MEDICAL ITEMS 

a. Physical security: Storage facilities will follow the physical security 

standards in AR 190-51 for controlled medical items, other medically sensitive items, 

and all other items. 

(1) Store stocks of controlled medical items in a security storage device 

commensurate with the type and quantity of materiel. The IMSA/MEDLOG Bns/ 

USAMMCE’s Accountable Officer will request the local Provost Marshal to survey and 

document the adequacy of the security per AR 190-51. 

(2) Safeguard note “R” controlled medical items at each storage location. 

As a minimum, the security storage device should be a vault of substantial construction 

with a steel door and combination or key lock. Where small quantities permit, use a 

safe or steel cabinet (GSA Class 5 or equivalent). If the safe or cabinet weighs less 

than 750 pounds, attach it to a permanent structure to prevent easy removal. New 

vault construction will meet the DEA’s minimum-security standards of non-practitioner 

handling of Schedule I and II controlled medical items. Existing storage vaults should 

also include the following: 

(a) An electronic alarm system, which, upon unauthorized entry, 

transmits a signal directly to the appropriate military or civilian law enforcement 

agency. 

(b) A self-closing and self-locking device to be used during normal 

hours when the vault door is open (frequently called a “day gate”). 

(3) Store note “Q” controlled medical items in safes or vaults. Where 

space limitations preclude, store items in a locked cage or secure room that has limited 

access. New construction of cage storage areas will meet the DEA’s security 

standards. Existing cage storage areas should also include the additional features 

listed above. 

(4) Ethyl alcohol is classified as a Code “R” item. The guidelines 

established in this SB for bulk storage of ethyl alcohol take precedence over 

AR 190-51 and AR 40-3 until either is superseded. Store ethyl alcohol in a 

flameproof container/cabinet or storage area that meets National Fire Protection 

Association (NFPA) and Occupational Safety and Health Administration (OSHA) 

standards for storage of a flammable product. To the maximum extent practical, meet 

the standards in AR 190-51 for the storage of Code “R” items. However, NFPA and 

OSHA fire protection standards will take precedence over security requirements. As a 

minimum, keep the container/cabinet locked or in a secure storage area that has a 

limited access. 

b. Managing controlled medical items. 

(1) The HCA Commanders or Command Surgeons will appoint the MSO 

and at least one alternate to serve as the custodian of the activities’ stocks of 

controlled medical items. The custodians/alternates will: 

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(a) Post all gain and loss transactions on a DA Form 1296 (Stock 

Accounting Record) for both stocked and nonstocked items. 

(b) Maintain current security container designations and records, to 

include SF 700 (Security Container Information), SF 702 (Security Container Check 

sheet), and reversible “OPEN-CLOSED” signs per AR 380-5. 

(c) Maintain a record of receipts, issues, and stock balances on DA 

Form 1296 at the storage site. These records are in addition to the accountable stock 

records that are maintained by the appropriate materiel manager. 

(d) Sign for registered mail, parcels, and expressed packages 

addressed to the IMSA/MEDLOG Bn/USAMMCE. 

(e) Issue controlled medical items directly to an authorized recipient, 

preferably at the security storage site. The custodian must obtain a full signature of 

the recipient. 

(f) Complete the stock record accounting at the storage site 

immediately after a transaction. 

(g) Retain accountable records and supporting documents for three 

years after the date of the last transaction. 

(h) Authorize all issues by editing the requisitions before issue. 

(i) Analyze the transactions once each month. 

(j) Investigate shortages and unusual requisitions or expenditures 

immediately; consult with supported activities when necessary; and take corrective 

action if needed. 

(2) The MSO will restrict the issue of all controlled medical items by: 

(a) Issuing DEA-designated controlled medical items to the HCA 

pharmacies for dispersal to patients, wards, clinics, and other areas of the hospital. 

Hospitals must maintain records of these items per AR 40-2. 

(b) Issuing DEA-designed controlled medical items to other activities 

only when authorized by the HCA commander or Command Surgeon. 

(c) Issuing tax-free alcohol to hospital pharmacy and laboratory 

activities and other activities authorized by the commander. 

(d) Issuing precious metal, PMBS, and chrome-based metals for dental 

use to the precious metals coordinators of supported Dental Activities. The coordinator 

is the only one who can turn in precious metals, PMBS, and chrome-based metals. 

(e) Issuing instructions containing precious metals to supported 

activities authorized such items. 

(f) Issuing controlled medical items to authorized Active and Reserve 

Component MTOE units with written approval from the unit commander. 

(3) The local Provost Marshal will complete a local files check on vault 

custodians/alternates, warehouse personnel, and other personnel having access to 

controlled medical items or medically sensitive items per AR 190-51. 

3-63. STORAGE METHODS FOR IMSAS, MEDLOG BNS, USAMMCE, AND OTHER 

MEDICAL SUPPLY OPERATIONS 

a. Store medical materiel in unit of issue and/or unit of measure. Establish 

stock control records for both unit of issue and unit of measure items. Determine the 

unit of measure price by dividing the unit price by the number of units of measure in 

the unit of issue. 

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ofUnit MeasurePrice

ofUnitsof# Measure IssueofUnitthein

Price Unit =

b. Store controlled items that require special storage and handling procedures 

to protect against theft per AR 190-51. 

c. Store hazardous materiel, including acids, flammables, corrosives, gasses, 

and poisons per: 

(1) TM 743-200-1.

(2) TM 38-410/Defense Logistics Agency Manual (DLAM) 4145.11/Navy 

Supply Publication 573/AFR 69-9/MCO 4450.12.

(3) AR 200-1.

(4) Applicable Federal, state and local laws. 

d. When storing hazardous materiel, at a minimum, the activities must: 

(1) Consider the: 

(a) Compatibility of chemicals 

(b) Ventilation 

(c) Fire protection 

(d) Spill prevention and response 

(e) Containment 

(f) Protection from the weather 

(2) Locate an inventory list and all applicable MSDS near the storage area 

within the HCA. 

e. Provide heat, refrigeration, and humidity control where necessary to protect 

stock (see TM 743-200-1). Physically separate suspended materiel from other stocks 

and mark with the authority for suspension. 

f. Establish stock locator systems, automated or manual, at each storage site 

to control the use of storage space. Survey all storage locations at least annually, and 

reconcile survey results with the locator file. 

g. Medical supply operations must establish stock locator systems per: 

(1) MACOM or Command Surgeon guidance 

(2) AR 710-2

(3) DoD 4145.19-R-1

3-64. SUPPLY SUPPORT ACTIVITIES 

The SSAs for medical materiel provide direct, general, and/or installation support to 

units and activities within a designated command or area. The unit’s or activity’s 

MTOE, TDA, or Major Command (U.S. Army) (MACOM) directive will state the mission 

for providing this support. The SSA: 

a. Maintains accountability and manages medical supply stocks that are stored 

for issue to authorized supply customers. 

b. Operates a stock record account per AR 710-2; 

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c. Operates with a standard logistics IS; 

d. Conducts prescribed FIA and financial management of the: 

(1) Defense Working Capital Fund (DWCF), which finances acquisition of 

SSA stocks at selected activities. 

(2) Army fund, or Operation and Maintenance, Army (OMA) fund. 

(3) Defense Health Program (DHP) fund, which finances acquisition and 

distribution of SSA stocks at selected activities. 

e. Establishes an electronic ordering process with all external deployable 

units/customers. 

(1) Electronic ordering implies that a remote connection is established and 

data is transferred from the customer to the supporting SSA. 

(2) All medical SSAs and their supported customers may use only an 

approved Class VIII IS to accept and transmit requisitions. 

(3) The electronic ordering processes will be used during peacetime and 

wartime operations. 

3-65. UNSATISFACTORY LOCAL PURCHASE SUPPORT 

Reports of local purchase support that adversely affect the health care mission and 

cannot be resolved within channels should be forwarded through USAMEDCOM to 

OTSG. The reports should contain: 

a. A point of contact (POC) 

b. A statement of the problem 

c. Actions taken to resolve the problem 

d. Applicable documentation. 

3-66. U.S. ARMY NATIONAL GUARD UNITS 

U.S. Property and Fiscal Officers (USPFOs) may provide IMSA-type support to Army 

National Guard (ARNG) units. The USPFOs and ARNG MTOE units assigned a medical 

supply support mission will operate per this directive. 

3-67. VENDOR INVENTORY SERVICE 

The IMSA/MEDLOG Bn/USAMMCE can use direct-order and other electronic vendor 

(INTERNET) inventory services provided by commercial medical materiel distribution 

organizations. Such services may provide either automatic or on-demand shipment of 

materiel. The IMSA/MEDLOG Bn/USAMMCE may use these services to augment inhouse capabilities for nonstandard items and services. This augmentation provides 

significant benefits for managing short shelf life items. The IMSA/USAMMCE may also 

use vendor inventory services as an alternative to stocking and maintaining inventory 

at the installation level. Where appropriate, the IMSA/USAMMCE may authorize other 

SSAs (MEDLOG Bn) and customers to use direct order and other electronic vendorinventory services to satisfy supply requirements. 

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3-68. WIDE AREA WORKFLOW – RECEIPTS AND ACCEPTANCE 

a. All MEDCOM activities are required to utilize the DoD e-commerce initiative, 

Wide Area Work Flow-Receipts and Acceptance (WAWF-RA), for contractual goods and 

services not purchased by credit card or convenience check. This initiative, which uses 

existing systems compliant with the Prompt Payment Act, will decrease interest 

penalties. The DoD paperless contracting initiative was created in response to the DoD 

Comptroller Management Reform Memorandum #2, 21 May 1997, "Moving to a Paperfree Contracting Process by January 1, 2000". 

b. The WAWF-RA enables vendors and government officials to electronically 

access and process the documentation to generate payment for goods and services. 

This is done by utilizing contracts, invoices and receiving reports within a web-based 

system. 

c. The WAWF-RA offers important benefits to the Logistics, Resource 

Management and Finance communities. 

1. Users have global access to basic and supporting documents to reduce 

the need for re-keying, improve accuracy, and provide real-time processing with access 

to documents status. Users will no longer handwrite information, manually fax, or mail 

forms to Defense Finance and Accounting Services Office (DFAS). 

2. Activities can capitalize on vendor discounts by paying invoices on time. 

Currently, many discounts are forgone due to the time required to submit receiving 

reports. 

3. Users have instant visibility of contracts, thus eliminating the 5-day 

waiting period required by Contracting to forward paper documents and complete 

receiving reports. The DFA S will have all documentation required to pay vendors, 

which minimizes late interest penalties. 

d. The Chief of Logistics' key role in WAWF-RA implementation is to ensure 

receiving reports are promptly signed and submitted electronically IAW DFARS, 

Appendix F-401 standards. The following guidelines are provided: 

1. Activities will operate only at the assigned basic D ODDAC address level. 

Activities utilizing extensions, accounting processing code (APC), dummy DODDAC, or 

equivalent will be dropped from WAWF. 

2. Activities receiving goods and services must record the receipts upon 

delivery or completion of services. Medical Maintenance and Property Management will 

ensure they receive and process receipts prior to completing technical inspections, 

calibration, or equipment system tests. 

3. Commercial items and services are not subject to extended acceptance 

periods. The inspection and acceptance process must be completed within five working 

days unless contract specifications state otherwise. 

4. Activities will forward receiving reports to the designated agency (DFAS) 

by the fifth working day after acceptance, or as otherwise specified in the contract. 

e. Designated Logistics personnel will have their computers configured with 

WAWF-RA and will then complete the DD Form 2875, System Authorization Access 

Request Form, available at https://wawf.eb.mil. Submit the DISA form and then selfregister at the site. Users are highly encouraged to register with the Electronic 

Document Access located at http://eda.ogden.disa.mil. This site has valuable 

information on validating receiving report data, vendor invoice data, contract numbers, 

and other important data field information. 

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f. Additional information on WAWF-RA e-commerce is available at 

https://wawf.eb.mil. The website contains information such as Web-based T raining, 

Active DODAACs and Roles, Frequently Asked Questions, DD Form 2875, and Policies 

and Procedures for Submitting Receiving Reports. Utilization of WAWF-RA is a 

Command Logistics Review Program item, and activities will be inspected for 

compliance. 

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CHAPTER 4. QUALITY CONTROL INFORMATION 

4-1. DISPOSAL AND DESTRUCTION 

a. The preferred method of destruction is using contracted services for 

disposal of unserviceable medical materiel. In the event that the item(s) cannot be 

disposed of using contracted services, then local destruction of unserviceable medical 

materiel is authorized. Local destruction is restricted to those items approved by the 

Environmental Science Officer (ESO) of the Preventive Medicine (PMed) Service 

consultants or ESO from the RMC/MSC. However, there are several items that 

Activities cannot destroy locally or turn over to their Return Goods Representatives 

for destruction. These items are: 

NSN 6505-00-926-9083 (Atropine Injectors) 

NSN 6505-01-125-3248 (Pralidoxime Chloride Injectors) 

NSN 6505-01-174-9919 (Antidote Treatment Kit/Mark Is) 

NSN 6505-01-274-0951 (Diazepam Injectors) 

NSN 6505-01-302-5530 (Morphine Injectors) 

NSN 6505-01-362-7427 (Antidote Treatment/ATNAA) 

Activities will report these items for destruction to: 

Commander, USAMMA 

ATTN: MCMR-MM0-PM 

1423 Sultan Dr. Suite 100 

FT Detrick MD 21702-5001 

b. The IMSA/MSA/MEDLOG Bn/USAMMCE will accept items for destruction 

from any activity that is not capable of accomplishing destruction actions. This 

acceptance constitutes informal accountability and storage by the IMSA/MSA/ 

MEDLOG Bn/USAMMCE pending review by the ESO destruction officer. The 

IMSA/MSA/MEDLOG Bn/USAMMCE will sign the DA Form 3161 (Request for Issue or 

Turn-In) from the activity to show acceptance and storage of the items pending 

environmental review and destruction. 

c. Medical materiel accepted by the IMSA/MSA/MEDLOG Bn/USAMMCE will 

be recorded on a DA Form 3161, prepared by the activity desiring destruction per 

this regulation and clearly marked “FOR DESTRUCTION PURPOSE ONLY” (see 

Table 4-1). Document numbers for the DA Form 3161 will be assigned by the 

activity preparing the document. The IMSA/MSA/MEDLOG Bn/USAMMCE will also 

assign a voucher number to the document (considered a debit/credit voucher and 

not posted to the accountable records) for internal control and filing. 

d. Medical materiel authorized for destruction will be processed as follows: 

(1) The fixed facility HCA or deployable unit commander will appoint a 

disinterested officer (E7/GS 07 or above) to be responsible for all destruction at the 

IMSA/MSA/MEDLOG Bn/USAMMCE or deployable unit and for controlled substances 

at the user level. 

(2) The ESO/destruction officer will certify as to the accuracy of all facts 

entered on destruction documents. Units not authorized TAMMIS-Medical Supply 

(TAMMIS-MEDSUP/DMLSS) may use DA Form 3161 as their destruction document 

(see table 4-1). Activities using TAMMIS-MEDSUP/DMLSS will use the systemgenerated destruction document. The statement shown in Figure 4-1, signed by two 

4-1 
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witnesses, will be placed on the destruction document below the signed certificate of 

the ESO/destruction officer. 

e. The Military Item Disposal Instructions/Military Environmental 

Information Source provides guidance for the destruction of materiel. If a method of 

destruction code is required but not assigned, contact: 

Commander, U.S. Army Center for 

 Health Promotion and Preventive Medicine 

ATTN: MCHB-TS-EHM 

5158 Blackhawk Rd. 

Aberdeen Proving Ground MD 21010-5403 

Items included are as follows: 

(1) Unidentifiable items or items which, when intended to be disposed 

of, are hazardous wastes according to criteria developed under the authority of 

Public Law 94-580 and its implementing Federal and state regulations, such as 

Parts 260-270, Title 40, Code of Federal Regulations (40 CFR 260-270). 

(2) Partially used items that are excess. These items tend to 

deteriorate faster after the opening of a container. The packing list or attached 

covering label may not actually describe the contents of the container. 

(3) Items that have exceeded their shelf life and do not qualify for 

potency extension projects per this chapter. A list of items currently approved for 

testing in the Shelf Life Extension Program is available on the USAMMA’s website at 

http://www.usamma.army.mil; select DoD/FDA SLEP on sidebar. 

(4) Items cited for destruction by the USAMMA QC messages and the 

SB 8-75 series. 

(a) When a contractor disposes of hazardous waste, contracts will 

contain a statement requiring the contractor to furnish a certificate of destruction 

with the invoices for payment. Follow-up will be made on the status of destruction 

when invoices are received without a certificate of destruction. 

(b) A witnessing statement on the DA Form 3161 is not required 

when a contractor accomplishes destruction of hazardous waste. 

(c) Local controls will be established to ensure that the contractor 

is given an itemized listing indicating the product identification number, 

nomenclature, unit of issue, quantity, and shipping weight of all items to be picked 

up for destruction. This listing will be filed with the required DA Form 3161. 

(5) The completed DA Form 3161 will be used as a voucher for dropping 

the materiel from accountability. It will cite the reason for destruction, method of 

destruction (disposal code) (MIDI), and the location of destruction. 

(6) When instructed by the USAMMA or DSCP, the medical activity will 

submit certificates of destruction. Where credits are involved, the local finance and 

accounting division must also submit MILSTRIP DIC FAE (request for billing 

adjustment) transaction. This transaction generates interfund credits from the DSCP 

while the certificate is used by the DSCP to support claims for reimbursement against 

contractors. (See AR 725-50.) 

(7) The Chief of Preventive Medicine Service (or designated 

representative(s)) will review destruction documents from HCA customers and certify 

that the destruction codes assigned to the items are correct. The installation 

environmental coordinator will review destruction documents from deployable units 

that have the capability of performing their own destruction actions. The destruction 

codes will be checked using the publications stated above. The following statement 

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will be cited on all destruction documents and will be signed by the ESO or 

installation environmental coordinator: 

“I certify that the destruction codes assigned to the above items are 

acceptable, environmentally sound, destruction/disposal methods for 

this materiel, and comply with Federal, state, and local laws.” 

(8) Materiel in less-than-unit-of-issue quantity will be informally 

accounted for pending destruction. Keep a copy of the turn-in document with the 

materiel until destruction. Upon destruction, file the copy with the destruction 

certificate. 

(9) Note R and Q drugs less-than-unit-of-issue quantities will not be 

turned in to IMSA/MSA/MEDLOG Bn/USAMMCE. They will be returned to the 

supporting pharmacy for destruction.

Table 4-1. Steps to Preparing DA Form 3161 as a Destruction Document

Step Description 

1 Sheet Number: Self-explanatory. 

2 Number of Sheets: Self-explanatory. 

3 Voucher Number: Self-explanatory. 

4 Send to: Destruction. 

5 Request from: Activity/unit desiring destruction. 

6 Item Number: Self-explanatory. 

7 Stock Number: Enter NSN, MIIN (Medical Item Identification Number), 

NDC, UPN, or MCN. 

8 

Item Description: Brief nomenclature, manufacturer, lot number, 

expiration date/manufacture date, and reason for destruction, e.g., expired, 

MMQC message, manufacturer's recall, broken, non-returnable excess. 

9 Unit of Issue: Self-explanatory. 

10 Quantity: Enter quantity to be destroyed. 

11 

Code: Destruction Code from the MODF, U.S. Army Center for Health 

Promotion and Preventive Medicine, or activity ES/PMed officer. If the code is 

obtained from other than the MODF, state from whom and when. 

12 Supply Action: The quantity actually destroyed. Entered by Destruction 

Officer. 

13 Unit Price: Self-explanatory. 

14 Total Cost: Self-explanatory. 

15 Sheet Total: The sum of all lines on the sheet. 

16 Grand Total: The sum of all sheet totals for the same voucher number. 

17 The document will be closed with either "LAST ITEM" or "NOTHING 

FOLLOWS." 

18 

The certificate of the destruction officer will begin on the next available line or 

on a continuation sheet. The certificate will be signed and dated. The typed 

name and grade of the destruction officer will be entered. The certification 

statement should state specifically how each line was destroyed following the 

codes assigned and definitions provided in the SB 8-75 series. 

NOTE: If the items are turned over to a contractor for destruction, the name of the 

contractor will be shown, the destruction certificate will be changed to reflect this 

action, and the representative will sign for receiving the items in the presence of the 

two witnesses. 

4-3 
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(Continued) Table 4-1. Steps to Preparing DA Form 3161 as a Destruction Document

Step Description 

19 

If the materiel is buried in an on-post landfill, the grid coordinates of the site 

will be shown. If using an off-post landfill, include specific address (street, 

city, state) and grid coordinates. If the materiel is incinerated, include the 

on-post building number or specific off-post address. 

20 

The witnesses' statement (see the sample in figure 4 below), will start on the 

next available line. The statement will be signed and dated by both 

witnesses. Be sure typed names and grades are shown. 

21 

The certification of the ESO/destruction officer will begin on the next available 

line. When an ESO is not assigned, the appointed Destruction Officer will sign 

the certification. This certification is required for Federal, state, and local 

environmental standards. 

22 

Add a statement on the destruction document that credit was sought but not 

granted if the destruction includes nonstandard drugs or biologicals with a 

line acquisition value of $100 or more and replacement or credit was not 

obtained. 

Figure 4-1, below, is an example of how the Destruction Statement Format 

should be written. 

I have witnessed the destruction of the materiel described and it 

was destroyed on the date and in the manner stated. 

(Signature) Witness 1) (Typed name, Witness 1) )

(Signature) Witness 2) (Typed name, Witness 2) )

Figure 4-1. Destruction Statement Format 

4-2. DOD/FDA SHELF LIFE EXTENSION PROGRAM (SLEP) 

a. Potency-extension requests: 

(1) Any activity managing and storing medical materiel may request 

storage period extensions by submitting a request online. Go to 

http://iasmid.dmsb.army.mil and follow the prompts for a new user (User 

Registration Form), or if you are already registered, just LOG IN. 

Submit requests not later than 180 days before the expiration date. This lead-time 

is needed to perform administrative and technical reviews to determine if an 

expiration date may be extended. On-line query and SLEP nomination capability is 

available http://iasmid.dmsb.army.mil/ 

(2) Users should provide the following with each request: 

(a) NSN/Manufacturer Part Number/PV number 

(b) Nomenclature 

(c) Manufacturer date 

4-4 
SB 8-75-11 

(d) Contract number 

(e) Lot or batch number 

(f) Original expiration date 

(g) Current expiration date 

(h) Projected quantity on-hand at shelf life expiration 

(i) Extended dollar value per lot or batch 

(j) Storage temperature conditions. 

b. Test considerations. Since the cost of testing varies with each item 

depending on the protocol, an activity can meet the minimum dollar criteria but have 

its request returned, because the cost of the test is more than the potential savings 

achieved through extension. 

c. Submission of samples. When a potency-testing project is established, 

the USAMMA, MCMR-MMO-PM, may advise the requesting activity to forward 

samples. The activity must respond quickly to ensure the timeliness of the testing 

process. 

d. Guidance for materiel pending extension action. Items will be suspended 

for 180 days beyond their expiration date, pending notification by the USAMMA of 

results of the extension request. If extension instructions or other guidance from the 

USAMMA is not received by the 180th day, the activity should contact the USAMMA, 

MCMR-MMO-PM for explanation. 

e. The DoD/FDA SLEP 

(1) The IMSA/MSA/MEDLOG Bn/USAMMCE will review and identify 

requests from medical activities for those items that meet the criteria for this 

program. 

(2) Activities submitting asset information must exercise extreme care. 

The DMSB will review and identify the items, but the accuracy of the data submitted 

to the DMSB is essential to the success of the program. Activities will, unless 

otherwise advised by the DMSB or USAMMA, suspend materiel upon reaching the 

expiration date. Under this program, activities will hold materiel in suspension until 

notified by the DMSB to either extend the materiel or destroy the materiel. 

(3) While only selected activities will be requested to submit asset 

information for the program, extensions granted by the FDA will apply to all activities 

that have maintained materiel under the prescribed storage conditions. 

(4) The DA SB 8-75 series, SLEP messages, and other USAMMA 

messages will provide guidance for the Army's participation in the program. 

4-3. INSPECTION OF LOCALLY PURCHASED MATERIEL 

a. Personnel assigned to the receiving section of the IMSA/MSA/MEDLOG 

Bn/USAMMCE will inspect all materiel before acceptance. When materiel is delivered 

direct to the activity/requester, individuals receiving materiel are required to conduct 

an inspection prior to acceptance. The SLEP messages should be used for this 

surveillance. Furthermore, IMSA/MSA/MEDLOG Bn/USAMMCE should report any 

problems discovered relative to usage as medical materiel complaints. This requires 

a visual inspection of materiel to ensure that the product appears in good condition. 

For specialized materiel requiring inspection expertise beyond the capabilities of the 

IMSA/MSA/MEDLOG Bn/USAMMCE, the requester or other appropriate specialist 

should assist in the inspection. The supporting medical maintenance activity will 

4-5 
SB 8-75-11 

perform technical inspections of all medical equipment as appropriate. Receiving 

reports will be processed in a timely manner. Report problems with materiel 

identified after the receiving report has been processed to the supporting contracting 

officer for appropriate resolution. The USAMMA can provide assistance in specialized 

or technical inspections. 

b. The IMSA/MSA/MEDLOG Bn/USAMMCE or credit card holder will respond 

within the scope of their authority using local credit card procedures to resolve the 

issues. Contact the issuing contracting office for further resolution as required. 

c. The receiving activity/requester must forward a copy of the MSDS when 

direct delivery occurs to the IMSA/MSA/MEDLOG Bn/USAMMCE and comply with the 

activity’s hazard communication program. 

4-4. MEDICAL MATERIEL STORAGE PROCEDURES AND SHELF LIFE OF 

MEDICAL MATERIEL 

a. Storage conditions: Specialized procedures and equipment are required 

to prevent the deterioration of medical materiel in storage. Medical materiel is 

frequently sensitive to sunlight, heat, and moisture. Therefore, 

(1) Emergency or battery powered temperature alarm systems will be 

used on refrigerator storage units at the IMSA/MSA/MEDLOG Bn/USAMMCE/APS 

(Army Pre-Position Stock) Sites. Alarms will be monitored electronically and 

physically on a 24-hour basis. Optimally the alarm system will monitor and record 

temperatures for later retrieval and alerts individuals (telephonically, pager, etc.). 

(2) Heat, refrigeration and humidity control will be provided when 

necessary to protect medical materiel in accordance with all special instructions on 

the item, shipping label, manufacturer/product literature, UDR, TM 743-200-1 or in 

the FSC. 

(3) X-ray film will be stored per manufacturer's recommended storage 

methods, usually on edge in a vertical position. Film may fog if stored horizontally. 

(4) Dry-cell batteries will be removed from instruments prior to storage. 

(5) Rubber goods will be stored in rolls or laid flat. Talc will be used to 

separate surfaces. 

(6) Controlled items that require special storage and handling 

procedures to protect against theft will be stored per AR 190-51 and AR 40-2. 

(7) Hazardous materiel, including acids, flammables, corrosives, gases, 

and poisons will be stored per: 

(a) TM 743-200-1

(b) TM 38-410/Defense Logistics Agency Manual (DLAM) 4145.11/ 

Navy Supply Publication (NAVSUP PUB) 573/AFR 69-9/MCO 4450.12

(c) AR 200-1

(d) Applicable Federal, state and local laws. 

(8) When placing medical materiel in storage, at a minimum, consider 

the following: 

(a) Compatibility of chemicals 

(b) Ventilation 

(c) Fire protection 

(d) Spill prevention and response 

(e) Containment 

(f) Protection from the weather. 

4-6 
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(9) Post an inventory list and all applicable MSDSs near the storage 

area within the activity. 

(10) Suspended materiel will be physically separated from other stock 

and marked with the authority for suspension. 

b. Storage of QC records. The IMSA/MSA/MEDLOG Bns/USAMMCE will 

maintain supplemental records for all expiration-dated materiel. Other medical 

supply operations will maintain QC records in accordance with command or 

command surgeon guidance. As a minimum, QC records will reflect the 

manufacturer, lot number, and current expiration date. The DA Form 4996-R 

(Quality Control Card) or automated records, i.e., TAMMIS/DMLSS QC module, will 

be used. The DA Form 4996-R is locally reproducible on 8X5-inch card stock. Table 

4-2 provides the preparation steps for DA Form 4996-R. Use QC records to: 

(1) Ensure rotation of stocks. 

(2) Prepare reports of items that cannot be used prior to expiration for 

extension, disposal, or destruction. 

(3) Budget for replacement of expired stocks. 

c. Marking Type I (excluding pharmaceuticals/drugs), Type II Extended 

Shelf Life Items (Monographs), and Estimated Storage Life (ESL) Items. Medical 

items in storage whose expiration date is being extended will be re-marked as shown 

in Table 4-2. 

Table 4-2. Steps to Preparing DA Form 4996-R 

Step Description 

1 NSN: NSN/Management Control Number (MCN)/universal 

product number/NDC (pen entry) 

2 Description: Name of item (pen entry) 

3 Inspection frequency: How often does this item need to be 

inspected? (See AR 702-18/DLAR 4155.37/AFR 67-43, UDR, or 

DLIS) 

4 Date last inspected: (pencil entry) 

5 Date next inspection: (pencil entry) 

6 Manufacturer: Name of manufacturer. There may be more than 

one. 

7 Lot number: Lot number from package. 

8 Expiration date: Expiration date on package, if applicable. 

9 Date manufactured: Date manufactured on package, if 

applicable. 

10 Shelf life: Type I (excluding pharmaceuticals/drugs), Type II, 

and ESL from FEDLOG or UDR 

11 Date received: (pencil entry) 

d. Marking Potency-Extended (Type I, pharmaceuticals/drugs) Items: See 

SLEP Message, SLEP-MMQC-02-5037, for guidance. 

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4-5. QUALITY ASSURANCE FOR MEDICAL GASES 

a. Bulk (liquid) gases may be oxygen or ethylene oxide. The Quality 

Assurance (QA) procedures for bulk (liquid) gases are: 

(1) The HCA Commander will designate in writing, those individuals who 

must have received training in the use of the gas analyzer as being responsible for 

monitoring bulk gas deliveries. These individuals will: 

(a) Document name of individual responsible for receipt of bulk gas 

and date and time of delivery. 

(b) Document the results of gas analysis before acceptance. 

(c) Document amount received. 

(d) Document corrective actions if gas fails to meet standards (less 

than 95 percent by volume for oxygen). 

(e) Maintain accuracy of gas analyzing equipment. 

(2) The HCA Commander will ensure that the bulk gas storage container 

has an outlet that allows for gas analysis. Specific storage procedures for bulk gases 

are found in AR 700-68 and NFPA codes. 

(3) Records of receipt and gas analysis must be maintained for two 

years per AR 25-400-2. 

(4) The HCA Commander will establish a written plan to handle bulk gas 

emergencies (medical gas alarms or equipment failures). This plan must identify 

clinical areas requiring alternate gas supply until the central supply is functioning 

properly. 

(5) Equipment using bulk gases must be tested for proper functioning 

before patient's use. Follow manufacturer guidelines to complete this testing. 

(6) The HCA Commander must ensure that all personnel handling bulk 

gases are properly trained. Training must be documented. 

b. Medical gases maintained in cylinders require QA procedures. 

(1) Upon receipt, the cylinders containing oxygen must have DD Form 

1191 (Warning Tag for Medical Oxygen Equipment) attached (TB MED 245). 

(2) Cylinders containing any gas must have the cylinder valve cap in 

place when so designed. 

(3) Cylinders must be inspected upon receipt for proper color-coding, 

bulges, or damage (MIL-STD-101). 

(4) Cylinders must be stored per NFPA codes and AR 700-68. 

(5) Cylinders cannot be refilled and shipped if past retest date(s). It is 

permitted to continue to use gas from a cylinder that is past due for retest. No time 

limit is imposed. 

(6) Safe handling practices of cylinders (TB MED 245) must be followed. 

(7) Disposal and turn-in procedures are contained in AR 700-68,

Sections 7 and 8. 

4-6. RECALL OF NONSTANDARD DRUGS AND DEVICES 

a. A nonstandard drug is any item that does not have a DMSB-approved 

NSN. Nonstandard drugs and devices announced by the FDA as being recalled by 

manufacturers or distributors will be published in DoD-MMQC messages. 

4-8 
SB 8-75-11 

b. Activities having quantities of these items on-hand will suspend the 

materiel from issue and use. 

c. The CONUS activities will contact the respective manufacturer or 

distributor for disposition instructions. 

d. The OCONUS activities will comply with DoD-MMQC messages. If further 

disposition instructions are required, report NSN and quantities suspended to: 

Commander, USAMMA 

ATTN: MCMR-MMO-SO 

1423 Sultan Dr., Suite 100 

Fort Detrick, MD 21702-5001 

except as indicated in para 4-6.f. Reports must include the following items: 

(1) MMQC message reference 

(2) Nomenclature 

(3) Lot or batch number 

(4) Quantity 

(5) Requisition number under which the materiel was obtained 

(6) Purchase order or contract number 

(7) Location of the materiel. 

e. The USAMMA will coordinate with DSCP or the manufacturer for 

disposition instructions and will advise the reporting activities. 

f. The OCONUS activities may contact the responsible manufacturer or 

distributor for items procured directly from an overseas acquisition source other than 

DSCP. 

4-7. SOURCES OF QUALITY CONTROL INFORMATION 

a. The Army Quality Control Information is disseminated in the following 

ways by USAMMA: 

 (1) Department of Defense Medical Materiel Quality Control (DOD-MMQC) 

messages 

 (2) Army Medical Materiel Information (MMI) messages 

b. Procedures: Supply accounts at the IMSA/MSA/MEDLOG Bn/USAMMCE 

level will maintain a record, either automated or manual, of these messages in 

numerical sequence. As a minimum, the data will reflect the date received, message 

number, NSN (or other identifying number), nomenclature, action required, and 

remarks. If another message is missing, initiate tracer action through messagerouting channels or obtain a copy from either: 

 (1) World Wide Web Address: http://www.usamma.army.mil

or 

 (2) Commander, USAMMA 

ATTN: MRMC-MMO-SO 

1423 Sultan Dr., Suite 100 

Fort Detrick MD 21702-5001 

4-9 
SB 8-75-11 

(3) Activities with an automated QC module in their inventory 

management system, i.e., TAMMIS/DMLSS, are not required to maintain a manual 

register. The MMQC messages will be retained on file for at least the current 

calendar year and the prior calendar year per AR 25-400-2. 

c. Transmission:

 (1) The DOD-MMQC messages are published on the USAMMA website 

(http://www.usamma.army.mil). Units and activities of the Active Army, USAR, and 

ARNG, as well as the other services are required to register on the USAMMA website 

to receive DOD MMQC messages via email. These messages are also disseminated 

via file-transfer protocol (FTP) to USAMMCE (Germany) and 16th MEDLOG (Korea). 

They are also provided to the Joint Medical Repository (JMAR) and Defense Medical 

Logistics Supply System (DMLSS) for dissemination. 

(2) The USAMMA MMI messages are also published on the USAMMA 

website (http://www.usamma.army.mil). Only registered US Army Activities, 

(Active Army, USAR, and ARNG) will receive the MMI messages via email as well 

d. The DOD Shelf Life Extension Program (DOD SLEP) Messages are the 

responsibility of the DMSB. Their website is: http://www.jrcab.army.mil

(1) Effective 13 June 2005 the Defense Medical Standardization Board 

(DMSB) [formerly JRCAB] established a new DoD/FDA (SLEP) System. This system 

allows each activity to: 

Enter their own inventory 

View results of FDA testing 

View SLEP messages 

(2) The new system created is a one-stop shopping for SLEP 

management for all activities. 

(3) Access is limited by password and user permissions. This includes 

access to the SLEP messages. 

 

(4) Activities can request a password and user ID from a world-wide web 

address: http://iasmid.dmsb.army.mil

(5) Request should include: 

(1) Full Name 

(2) Phone Number 

(3) DODAAC 

(4) Activity Name 

(5) EMAIL Address 

(6) Justification why you need access to SLEP system 

(6) Activities must be registered to receive SLEP messages. Messages will 

no longer be available on the USAMMA Web site. 

(7) The SLEP messages will be displayed in five categories: 

(a) Information 

(b) Policy 

(c) Guidance 

(d) Testing 

(e) Results 

4-10 
SB 8-75-11 

e. The IMSA/MSA/MEDLOG Bn/USAMMCE are responsible for making 

distribution of messages to support customers. 

f. Army National Guard actions: Upon receipt, Chief, National Guard 

Bureau (NGB) will distribute copies of all MMQC messages to DMSO and ARNG 

training sites operating troop medical clinics. Additionally, the Chief, NGB, will 

immediately distribute all MMQC messages concerning Type I medical materiel 

complaints and the FDA Class I recalls to the State Safety Office and all medical 

elements in the State, including separate medical detachments and medical sections 

of maneuver battalions. 

g. The USAR action: The MEDLOG Bns and USARC medical units 

designated as a SSA within a command or area of operations are responsible for the 

distribution of all applicable DoD MMQC messages to supported customers. 

h. On-line query search: The USAMMA has an on-line query capability for 

all QC messages and information bulletins. Search by Message MMQC/MMI Number, 

NSN, National Drug Code (NDC), Subject, or Lot Number by accessing the USAMMA 

homepage at http://www.usamma.army.mil 

i. The SB 8-75 series: The SBs are distributed through normal Army 

distribution channels and provide other essential medical logistical information. 

j. The AR 702-18, DLAR 4155.37, and AFR 67-43: These publications 

contain storage QC procedures and serviceability standards applicable at all levels of 

materiel management. Questions related to information contained in the 

publications may be directed to: 

Commander, USAMMA 

ATTN: MCMR-MMO-PM 

1423 Sultan Dr., Suite 100 

Fort Detrick MD 21702-5001 

k. The MEDSILS, FLIS, AMDF, FEDLOG, and, UDR: The MEDSILS, AMDF, 

or FEDLOG, UDR, and FLIS are the official sources of supply management data, i.e., 

Shelf Life Codes (SLCs), and Acquisition Advice Code (AAC). They have precedence 

over conflicting data published in other Army publications as well as AR 702-18, 

DLAR 4155.37, and AFR 67-43, unless otherwise stated in DoD MMQC messages. 

l. Commercial recall notices: The IMSA/MSA/MEDLOG Bn/USAMMCE will 

ensure that all statements of work for commercial source acquisition include the 

requirements for recall notices to be sent electronically to the original ordering 

activity. The IMSA/MSA/MEDLOG Bn/USAMMCE will be responsible for ensuring that 

the information contained in these recall notices is disseminated to all customers 

unless otherwise stated in DoD MMQC or MMI messages.

4-8. SUBMITTING MEDICAL MATERIEL COMPLAINTS 

a. All medical materiel complaints, regardless of procurement source, will be 

submitted on a Complaint Form (see example on pages 4-15 and 4-16, Figure 4-2,) 

to DSCP via online at the USAMMA website (http://www.usamma.army.mil.)

4-11 
SB 8-75-11 

b. Complaint Forms completed on nonstandard items procured through 

DSCP must cite the purchase order number and document number. 

c. Report the circumstances of Type I complaints immediately to DSCP, 

through the quickest means, that is, by telephone or immediate message. 

(1) During normal duty hours (0700 - 1700 hours Eastern Time), call 

the DSCP ESOC at DSN 444-2111/2112, or commercial 215 737-2112. A fax may 

also be sent to: Commercial 215 737-2081/7109 or DSN 444-2081/7109. 

(2) After duty hours, the numbers called above will automatically 

transfer to the Staff Duty Officer. If the transfer does not occur or the call is not 

answered, call the following numbers: DSN 444-2341 or commercial 215 737-2341. 

d. The HCA submitting Type I complaints will document the call immediately 

and send written confirmation within 12 hours via facsimile or submit a Complaint 

Form online at http://www.usamma.army.mil. For Type I complaints only, the 

identity and contact information for the authorizing Medical Officer is required. When 

a Type II or III complaint is determined appropriate, the medical unit will submit the 

Complaint Form within 48 hours either by mail to the DSCP address shown below, 

facsimile to DSN 444-3120/Commerical 215-737-3120, telephonically to DSN 

444-2891/Commerical 215-737-2891 or online at http://ww.usamma.army.mil.

Director, DSCP 

ATTN: DSCP-MRCM 

700 Robbins Ave 

Philadelphia PA 19111-5092 

e. Follow-up by mail or electronically with photographs and drawings of 

equipment with Type III complaints to help describe or substantiate the complaint. 

f. Include a specific statement on the storage conditions of the materiel on 

the Type II complain. An example of the statement would be: “Controlled 

temperature warehouse or unheated warehouse.”

g. Forward copies of the Complaint Form as directed below: 

(1) If not submitted via http://www.usamma.army.mil, forward one 

copy of complaints regardless of procurement source to: 

Director, DSCP 

ATTN: DSCP-MRCM 

700 Robbins Avenue 

Philadelphia PA 19111-5092

(2) One copy of complaints on standard and nonstandard materiel 

purchased locally to the appropriate local contracting activity. 

(3) One copy of complaints for GSA catalog materiel to the GSA 

regional office. 

(4) Information copies of all complaints will be sent to the following 

addressees: 

(a) Defense Medical Standardization Board 

 ATTN: Staff Director 

1423 Sultan Drive 

Fort Detrick MD 21702-5013 

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(b) Commander, USAMMA 

ATTN: MCMR-MMO-SO 

1423 Sultan Drive, Suite 100 

Fort Detrick MD 21702-5001 

h. The preferred method for the submission of a complaint is electronic filing 

of a Complaint Form. This method provides simultaneous copies going to DSCP, the 

DMSB, and the USAMMA, through the INTERNET at http://www.usamma.army.mil. 

An example is shown on pages 4-15 and 4-16. Upon submission of the complaint, 

DSCP acknowledges receipt of the complaint via email or other method. 

i. Medical materiel complaints submitted on a Complaint Form are 

exempted from information requirements control under AR 335-15. 

j. The 21 CFR prescribes reporting certain materiel/equipment conditions to 

the FDA under the Safe Medical Devices Act (SMDA). Logistics personnel will 

coordinate and provide a copy of the Complaint Form to the Risk Manager as part of 

the Risk Management Program. The Risk Manager is required under Joint 

Commission on Accreditation of Healthcare Organization (JCAHO) to review the 

SMDA information on the Complaint Form and assess the potential risk.

 k. Additional reports may be required under AR 385-40.

4-9. SURVEILLANCE OF MATERIEL 

a. All activities that stock medical materiel will establish a surveillance 

program to provide for the scheduled inspection of medical materiel. When 

appropriate, activities should rotate mobilization reserve stocks with operating 

stocks. Timely action is necessary to preclude undue loss through deterioration or 

destruction.

b. The basic publications and systems used for surveillance programs are: 

(1) MEDSILS, FLIS, AMDF, FEDLOG and UDR 

(2) AR 702-18/DLAR 4155.37/AFR 60-10, Appendix M 

(3) DA SB 8-75 series 

(4) Military Item Disposition Instructions (MIDI) 

(5) Universal Data Repository (UDR) 

(6) Defense Logistics Information System (DLIS) 

(7) Military Environmental Information Source (MEIS) 

(8) DoD-MMQC messages.

c. AR 702-18/DLAR 4155.37/AFR 60-10, and DLAM 4155.5, Appendix M, 

contains the procedures and standards for visual inspections of medical materiel. 

The standards identify the physical properties (discoloration, precipitation, odor 

change, and so forth) that would indicate product deterioration and render the item 

unsuitable for issue and use. The Appendix M is available for viewing on the 

USAMMA's web site at http://www.usamma.army.mil

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d. The following actions may result from an inspection of estimated storage 

life items or in a dated shelf life item: 

(1) Considering items that do not show physical signs of deterioration 

as suitable for continued issue and use until the next inspection date, unless directed 

by the USAMMA. 

(2) Reporting items that show signs of physical deterioration (see para 

4-8). Quantities on-hand will be held pending disposition instructions from the 

USAMMA, the supporting commercial contracted distributor, or by command 

decision. 

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Figure 4-2. Sample of Electronic Copy of SF 380 

SF380 - Reporting & Processing Medical Materiel Complaints/ 

Quality Improvement Report 

Complete the following pertinent items. When finished, click on the "Submit" button at the 

bottom. That's all there is to it. It might be a good idea to click on your web browser's Print

button to obtain a hard copy of this page for your files before submitting the information for 

processing. 

Further instructions for completion of the SF380. 

Submission Date

Assigned Document Number

To: 

Defense Supply Center Philadelphia 

ATTN: DSCP-MRCM (SF380 Med Mat'l 

Complaint) 

700 Robbins Avenue 

Philadelphia, PA 19111-5092 

From: 

Type of Complaint I II III 

NSN Item Description 

Name and Address of Manufacturer Name of Contractor 

(If other than mfr.) 

Contract No. or Purchase Order No. 

DoD Requisition No. Lot No(s).(of defective lots being reported) 

Manufacturer's Serial No. Part or Model No.* 

Date Packed Expiration Date Quantity On Hand** Quantity Suspended 

*For pharmaceuticals, indicate either the NDC or UPC numbers 

**Total quantity including suspended and usable material 

Complete Following Items For DoD Type I Complaints Only 

Total # Patients Involved Total # 

Reactions 

Severe or Unusual 

Reactions 

Reactions Requiring 

Hospitalization 

Length of Hospitalization 

Vaccine INITIAL BOOSTER 

Interval 

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NOTE: TYPE I complaints must be followed up with a hard copy submission. 

Cause of Complaint – (Explanation of unsatisfactory condition, deficiency, or description of reaction) 

 

Initiator's Name 

Autovon/DSN Phone 

Comm. Phone 

FAX: 

E-Mail Address 

Supply Officer's Name 

Autovon/DSN Phone: 

Comm. Phone 

FAX: 

E-Mail Address 

Recommendations and/or additional remarks. (Include any other information or comments you think would be of help to us) 

Submit Start over

End of Figure 4-2. Sample of Electronic Copy of SF 380 

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SB 8-75-11 

CHAPTER 5. MEDICAL EQUIPMENT MANAGEMENT 

5-1. DEFENSE MEDICAL LOGISTICS STANDARD SUPPORT (DMLSS) 

PROPERTY RECORD ADMINISTRATIVE ADJUSTMENT REPORTS 

a. Property Record Administrative Adjustment (PRA) reports are 

automatically generated by Defense Medical Logistics Standard Support (DMLSS) 

when transactions are processed to change the serial or stock number of an item. 

The report documents minor changes used to adjust or correct property record 

deficiencies. The PRA report will not be used as a substitute for financial liability 

investigations of property loss or other adjustment documents when the possibility 

of physical substitution or actual loss of property exists. 

b. The PRA reports produced by DMLSS will contain a document number 

with a Julian date equal to the current date and DMLSS assigned serial number. 

The DMLSS assigned document number will be used to record and file the 

automated PRA report. 

c. The Property Book Officer (PBO) and the Chief of Logistics will sign the 

last page of the PRA report indicating a review and concurrence of actions taken. 

The report contains only minor property adjustments; therefore there is no need 

for command review or approval. Once signed, the PRA report is filed in the 

supporting document files. Supporting document files contain all documents 

supporting entries to the accounting data record in the property book and must be 

maintained for 6 years in accordance with AR 710-2, 2-5o and 2-5r.

5-2. EQUIPMENT RECEIPT PROCESSING 

a. All accountable property items will be processed through the 

organization's PBO so that the control and accountability for the property can be 

established and maintained. 

b. When accountable property is received, the PBO will: 

(1) Update the property records. File the receipt document in the 

supporting document file to support the increase to the property accounting 

records. Submit a work order to the medical maintenance branch for a Technical 

Inspection (TI) of all medical equipment. Medical maintenance personnel will 

perform a TI of the equipment to ensure the delivered equipment is in compliance 

with the specifications of the contract, and is operational and safe for patient use. 

Attention to detail should be given to this process as some equipment may require 

vendor installation and any package opened may void the contract. A complete TI, 

if possible, will be performed within four (4) workdays of receipt of the work order 

by medical maintenance. Upon release of the equipment by medical maintenance 

personnel, arrange for delivery to the using activity and obtain the hand receipt 

holder/custodian's signature on the hand receipt transaction register/custodial 

actions list or DA Form 3161 if equipment is issued before the hand receipt 

transaction register/custodial actions list is produced. Equipment requiring an 

extended storage period before installation or acceptance will remain the custodial 

responsibility of the PBO until installation and acceptance are completed. 

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(2) File the signed copy of the hand receipt transaction register/ 

custodial actions list or DA Form 3161 in the applicable hand receipt/property 

custodian file. Destroy this copy when the item appears correctly on the hand 

receipt/custodian receipt/locator list and the hand receipt-holder/custodian has 

signed it. 

c. No equipment will be delivered directly to the end user. However, 

should delivery occur, the end user/hand receipt holder/custodian is required to 

notify the PBO immediately. Local instructions will be published to inform 

customers of this requirement. The PBO will coordinate the proper receipt and 

inspection with the appropriate supply support activity and medical maintenance, if 

applicable. 

d. Receipts for the accountable property must be posted to the property 

records within three working days of receipt of the item. The three working days 

begin when Property Management personnel physically receive the item as signified 

by the date the receiving document is signed. No delay in the receiving process is 

authorized for technical inspection of the equipment either by the vendor or 

Medical Maintenance Branch. 

e. Concern for voiding a manufacturer’s warranty as a result of opening 

packages to obtain receipt data is not reason for delay in posting items to the 

property book. While it is important not to unpack equipment prior to the arrival of 

a vendor who is contractually bound to assemble or install the equipment, this 

does not prevent recording the receipt of the equipment. Information from the 

receipt document or packing list accompanying the equipment should be used to 

process an initial receipt. When the vendor installs the equipment, the initial 

receipt can then be adjusted with the actual data required to properly account for 

the item on the property book. In this way, both accountability and responsibility 

for the equipment are established without invalidating the warranty. The longer 

equipment remains unaccounted for at an activity, the higher the probability for 

theft, diversion, or misappropriation. 

5-3. EXCESS PROPERTY PROCEDURES 

a. Efficient and prudent logistics management is more than getting the 

right equipment to the right place at the right time; it also includes eliminating 

redundant or excess equipment. Annually, the Army spends an enormous amount 

of time, labor, and money maintaining and storing excess equipment. These 

expenses are avoidable. Effective and efficient utilization and disposal of excess 

equipment is one of the most important phases in life-cycle management. Every 

facility benefits from timely and proper disposal of excess property because: 

• timely disposal makes property available to the entire DoD. 

• you may be able to reduce costs by using other facility’s excess 

equipment. 

• disposal of excess equipment reduces the time needed to locate 

unused equipment during required inventories and for maintenance services. 

• you are properly prepared for any audit. 

(1) The objective for each property book is to have no more than 3% 

(equipment items and/or property book value) as excess. 

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(2) Each activity will establish controls to ensure that all hand receipt 

holders/custodians continually evaluate the need for assigned equipment. Hand 

receipt holders/custodians will retain only that equipment necessary to perform the 

assigned functions. When excess equipment is identified, it will be turned-in for 

reassignment or disposal as excess. 

(3) Equipment determined to be excess to an activity is transferred to 

the designated excess hand receipt/custodian location list in accordance with 

automated property book system procedures. A technical inspection/classification 

will be initiated by the property book officer within 15 days of the date the 

equipment is turned-in as excess. It is essential that an accurate condition code be 

assigned to all equipment prior to it being reported as excess. This equipment is 

redistributed directly from one activity to another based on the reported condition 

code. The credibility of this program is a direct result of the reporting activity’s 

ability to correctly identify the condition of each piece of equipment. 

(4) Equipment turned-in that is neither serviceable nor economically 

repairable due to normal usage will be disposed of in accordance with DoD 

Regulation 4160.21-M within 30 days of turn-in. 

(5) Serviceable/economically repairable equipment will be advertised to 

internal customers. The property book officer will broadcast the availability of 

excess equipment to internal sections and staff using standard departmental email, posted lists and/or routed notices. Excess equipment not re-distributed 

internally will be reported as excess within 30 days of excess determination in 

accordance with automated property book procedures. The 30-day time limit 

starts on the date of transfer to the excess hand receipt/custodian location list. 

b. DMLSS Reporting And Requesting Materiel Through The Tri-Service 

Medical Excess Distribution System (TRIMEDS) 

(1) All excess reported by DMLSS sites is posted daily on the TRIMEDS 

website: https://afml.ft-detrick.af.mil/afmlo/TRIMEDS/main.cfm. Users can 

browse the website at their convenience. Air Force as well as Army excess is 

advertised on this site and is available to all three services. The reporting criterion 

for excess equipment is as follows: 

• Total minimum line item value is $250. 

• Condition Codes A, B and C are the only acceptable codes. 

(2) Excess will be advertised for 45 days through the TRIMED website. 

Army excess will be available to Army activities only for the first 20 days and all 

other eligible requesters for the remaining 25 days. The gaining activity is 

responsible for coordinating the acquisition of excess equipment. The gaining 

activity is responsible for all shipping costs. 

(3) Activities should screen the TRIMED website excess list closely for 

items that can be used in their activities. Pay particular attention to condition 

codes and dates. When requesting equipment items, the BMET at the requesting 

activity should contact the BMET at the reporting facility to determine if the 

equipment can meet the requesting activity's needs. 

(4) Gaining activities that receive discrepant shipments or do not 

receive a shipment within normal pipeline time for the mode of transportation used 

will notify the reporting activity in writing requesting an explanation for the delay 

or explaining the discrepancy. File a copy of the written notice with the receipt 

document. 

(5) Reporting activities not receiving redistribution instructions by the 

end of the 45-day advertisement period will initiate a turn-in to the DRMO in 

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accordance with DoD 4160.21M. Turn-in will be accomplished within 30 days of 

the end of the advertising period. 

CAUTION. Excess property may not be provided to governmental agencies outside 

DoD such as the DVA, Public Health Service (PHS), Indian Health Service (HIS), or to 

state and local governments, or civilian concerns without prior screening by 

USAMEDCOM activities, other Army activities, and DoD, and without going through the 

local DRMO. DRMO is the official conduit for transferring DoD excess property to any 

agency outside DoD. Assistance may be obtained from the local DRMO. 

c. Turn-in Procedures 

Equipment reported and not being transferred to another activity or is 

unserviceable, and cannot be economically repaired, may be turned-in directly to 

the DRMO. Turn-in procedures are as follows: 

(1) The PBO shall prepare a DD Form 1348-1A (Issue 

Release/Receipt Document) in accordance with DoD 4160.21-M. 

(2) The property and a properly prepared DD Form 1348-1A will be 

taken to DRMO where the document is stamped/signed to verify receipt. An 

unsigned/unstamped (by DRMO) DD Form 1348-1A is not acceptable as a 

supporting document for the loss. 

(3) The equipment will be removed from the property book following 

the automated procedures for the applicable system. 

(4) Periodically, the PBO shall obtain a listing of all equipment 

received by DRMO from his/her activity and compare that listing to activity records 

to ensure that all items sent to DRMO were properly documented and processed in 

the property system. The PBO should resolve any errors within 5 business days. 

The reconciliation records should be maintained in the property records until the 

next reconciliation. 

5-4. HAND-RECEIPT HOLDER/CUSTODIAN PROCEDURES 

a. Acceptance of and relief from custodial responsibility for accountable 

property will be accomplished as follows: 

(1) When hand receipt/custodial responsibility is to be assumed, the 

PBO will provide the hand receipt holder/custodian with a Hand Receipt/ 

Custodian Receipt/Locator Listing showing all property charged and due in to the 

hand-receipt/custodian account. Upon signing and dating the listing, the handreceipt holder/ custodian assumes responsibility for all in-use items in the 

quantities indicated and verifies the requirement for all due-ins on the listing. The 

hand receipt-holder/ custodian will return the original signed listing to the PBO and 

retain a signed copy as a record of equipment authorized and on hand or due in. 

As items are issued to or turned-in from the account, the hand-receipt 

holder/custodian will keep a signed hand receipt transaction register/custodian 

action list or DA Form 3161 showing the action taken, until the item is correctly 

listed on the applicable hand receipt/ custodian receipt/locator list at which time it 

may be destroyed. 

(2) The hand-receipt holder/custodian will ensure, by spot check and 

periodic inventory, that all property in the account is properly charged to the 

account, is physically on hand, or that appropriate action has been taken to effect 

settlement for missing or damaged items. 

(3) Before a hand-receipt holder/custodian is relieved from duty, 

transferred, separated from service, or absent from the account for a period longer 

than 30 days, the PBO will transfer the property to an authorized successor. The 

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SB 8-75-11 

hand-receipt holder/custodian will not be relieved of property accountability 

responsibility until officially cleared by the PBO. 

b. Contractors or contractor’s personnel shall not be hand-receipt 

holders/custodians for equipment listed on a USAMEDCOM activity’s property 

books. A contractor can only have responsibility for specifically identified 

Government Furnished Property (GFP) provided to the contractor under the terms 

of the contract. 

c. Annual Property Inventory. 

(1) All property will be inventoried annually by the hand receipt 

holder/custodian in coordination with the PBO. The PBO will establish a schedule 

with which to complete the inventory, conduct training, ensure bar code scanners 

are used, and accomplish the automated reconciliation process available in 

DMLSS/AMEDDPAS to determine discrepancies between the physical inventory and 

the property book. 

(2) Hand receipt holders/custodians will use bar code scanners to 

scan all property, conduct a thorough physical area search for any non-expendable 

personal property not bar coded. Record the results of the inventory on a 

memorandum. Report all property overages and shortages on the memorandum. 

The hand-receipt holder/custodian will sign the memorandum. The original copy of 

the memorandum is filed in the hand receipt/custodian receipt/location list file 

maintained by the PBO. The hand receipt holder/custodian retains the duplicate 

copy. 

(3) The PBO will review all inventory memorandums submitted by 

hand receipt holders/custodians for completeness and conduct causative research 

of any discrepancies. Causative research includes but is not limited to, comparing 

all postings to the applicable property book records against documents that support 

those postings, verifying all hand receipt/custodian receipt/location listing change 

documents, and searching storage areas controlled by the PBO. A Financial 

Liability Investigation of Property Loss will be initiated and properly adjudicated for 

any property losses that cannot be reconciled. Establish property-book 

accountability for un-reconciled overages using “found on installation” procedures. 

5-5 LATERAL TRANSFER PROCEDURES 

a. Activities may laterally transfer excess equipment with a unit price less 

than $350,000 without reporting it as excess if they have identified a gaining 

activity. Activities will report excess equipment command wide if they cannot find 

a gaining activity. 

b. The losing activity commander signs the lateral transfer document as 

the approving authority. The RMC can withdraw or modify lateral transfer 

authority from its activity commanders. The RMC commander can supplement 

these lateral transfer procedures as they see appropriate. 

c. The losing activity should ship equipment to the gaining activity within 

three weeks of disposition instruction receipt. The gaining activity is responsible 

for all shipping costs. Equipment will be shipped in accordance with AR 746-1. 

Ensure equipment is properly packed, crated, and shipped. Activities receiving 

damaged equipment will attempt to resolve the situation at their level. 

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SB 8-75-11 

d. Laterally-transferred equipment will include: 

(1) Supporting supplies (expendables) and accessories on hand. 

(2) Supporting repair parts and listing(s) on hand. 

(3) Operator’s manuals, manufacturer’s literature, and technical 

manuals. 

(4) The maintenance history/records to include the work order 

requesting the excess technical inspection for condition code. Activities using 

DMLSS to account for their property will send the Historical Maintenance Report 

and the Equipment Detail Report. Both reports are printed from the Equipment 

Management equipment detail window. 

(5) CFO files when applicable. 

e. The gaining activity establishes property accountability upon receipt 

and will return the signed lateral transfer document within three (3) days of 

receipt. They acknowledge receipt by returning the original signed copy of the 

lateral transfer document to the losing activity. The losing activity will place the 

signed copy of the documentation for the lateral transfer in the supporting 

document files. 

5-6. MANAGEMENT OF CAPITAL EQUIPMENT 

a. Equipment that is defined as investment or capital equipment must be 

accounted for and reported for capitalization and depreciation in accordance with 

the Chief Financial Officer (CFO) Act of 1990 and the Federal Financial Management 

Improvement Act of 1996. USAMEDCOM is responsible for reporting medical 

investment equipment accounting information to DFAS annually for all 

USAMEDCOM activities. 

b. Automated property accounting system user will adhere to their 

automated system’s procedures when entering investment/capital equipment into 

the system. 

(1) Depreciation of investment equipment is calculated by the 

AMEDDPAS or DMLSS, based on a straight-line depreciation method over a fiveyear life. Fully depreciated equipment will have zero depreciation at the end of the 

five years and will no longer be reported. The useful life of five years does not 

change the life expectancy for the equipment listed in TB MED 7. 

(2) Original acquisition cost includes all costs incurred to bring capital 

equipment into service for its intended use. These costs include amounts paid to 

vendors, transportation to point of initial use, handling and storage costs, interest 

costs paid, direct and indirect production costs, installation costs, value of 

equipment traded-in, and training costs. 

(3) Investment equipment acquisition date (in-service date) is the 

date when the title for the equipment passes to the Army or when the item is 

delivered to the Army or to an agent of the Army. Investment equipment acquired 

under a capital lease should be recorded as an asset at lease inception. For 

constructed assets, the “acquisition date” should be the date the asset is placed in 

service. 

(4) Documentation for all transactions affecting the capital value of 

the equipment will be kept in physical (hard copy) files throughout the life of the 

asset (e.g., contracts, invoices, site-prep, installation, production engineering, etc.) 

to include documentation related to disposals, transfers in from other federal 

activities, exchanges, and trade-ins. This file must be maintained for the entire life 

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SB 8-75-11 

of the equipment. If you keep the equipment for 20 years, the file must be 

maintained for 20 years. 

(5) Only add the value of upgrades/improvement costs if equal to or 

greater than $100,000. 

(6) Transportation costs for lateral transfers must be added to the 

equipment CFO Record for a single piece of equipment or to the system line (“AA”) 

if it is a system. Do not add it to the component lines. The losing PBO must 

request a copy of the Government Bill of Lading showing the transportation cost, 

shipping and handling from the Installation Transportation Office (ITO). For 

shipments containing multiple items, ask the ITO to list the costs of the individual 

items of equipment, if possible. If the ITO cannot provide the separate lines, then 

pro-rate the cost to each item by dividing the total cost equally among the items 

and input to the CFO Record. If the transportation cost is not available at the time 

of shipment, the losing PBO will, upon receipt of the transportation costs, adjust 

the equipment record. Print and fax a copy of the adjusted CFO Record to the 

gaining activity with the added transportation cost. The transportation costs are 

depicted on both property books, as a loss to the loosing activity and a gain to the 

receiving activity. 

c. When transferring capital equipment between property books, data 

required by the CFO Act must be entered on the applicable lateral transfer 

document (DD Form 1149 or DA Form 3161). Data elements required in addition 

to identification data elements are: 

(1) Acquisition Cost – required. 

(2) Residual Value – optional 

(only required if assigned by losing activity). 

(3) Transportation Cost – optional 

(only required if assigned by the losing activity). 

(4) Improvement Cost – optional 

(only required if assigned by the losing activity). 

(5) Accumulated Depreciation – mandatory. 

(6) Accumulated Improvement Depreciation – optional 

(This is only required if assigned by losing activity. If 

there is an improvement cost there must be accumulated improvement 

depreciation.). 

d. All documentation must accompany equipment when it is transferred. 

This includes the documents from the supporting document file, MEDCASE file and 

a copy of the CFO Record. Copies of supporting documentation shall be retained 

by the transferring activity; the originals are forwarded to the gaining activity. The 

gaining PBO must contact the losing PBO if this documentation isn’t received with 

the equipment. 

e. The lateral transfer loss is not removed from the loosing activity 

accountable records until a copy of the signed DD Form 1149 or DA Form 3161 is 

received from the gaining PBO. 

f. Capital equipment leases are leases that transfer substantially all 

benefits and risks of ownership to the lessee. If, at its inception, a lease meets 

one or more of the following four criteria, the lessee should classify the lease as a 

capital lease. 

(1) The lease transfers ownership of the property to the lessee by the 

end of the lease term. 

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(2) The lease contains an option to purchase the leased property at a 

bargain price. 

(3) The lease term is equal to or greater than 75 percent of the 

estimated economic life of the leased property. 

(4) The present value of rental and other minimum lease payments, 

excluding that portion of the payments representing executor cost, equals or 

exceeds 90 percent of the fair value of the leased property. 

g. If the leased equipment meets any one of the four criteria for capital 

lease, identify it on the automated property records as such in accordance with the 

system procedures. The acquisition cost will be the actual cost of a like item or the 

fair market value if no like item is available. An acquisition cost is required 

regardless of the type of lease. Leases not meeting the above criteria are classified 

as an operating lease. Operating leases are leases in which the activity does not 

assume the risks of ownership of the equipment. Multi-year service contracts and 

multi-year purchase contracts for expendable commodities are not capital leases. 

h. Reporting and turn in of investment equipment is processed IAW 

AR 710-2 and AR 40-61. All documentation will be transferred with the equipment 

when turned-in to the supply support activity or DRMO. The PBO will retain a copy 

of this documentation on file along with the turn-in documentation. 

5-7. MANAGEMENT OF SYSTEMS AND COMPONENTS 

a. Accountable property should be recorded on an item-level basis (i.e., 

each individual item in a separate record). However, when considered 

advantageous to do so or required to comply with capital equipment reporting 

requirements, records will be maintained on a system basis. 

(1) The system method may be used when: 

(a) Two or more individual items (equipment components) are 

part of a system; and 

(b) The system is considered to be incomplete or inoperable in the 

absence of any one of its component equipment items. 

b. When establishing a system on the property book using AMEDDPAS, do 

the following: 

(1) The stock number for the system “AA” line shall only have a 

quantity of one. The “AA” line names the function of the system and stores the 

total cost for the system but is not a physical piece of equipment. 

(2) If an identical system is to be put on the property book, the system 

line is “BA” and so on. 

(3) AMEDDPAS users will record the total cost of the system on the 

“AA” line. Components will have a unit cost of zero. Maintenance records on 

medical equipment in AMEDDPAS are maintained on the system as a whole. The 

system “AA" line is assigned subsystem code B to designate it as a maintenance 

significant item. Components are assigned subsystem code A indicating no medical 

maintenance service required. 

c. DMLSS users will adhere to the following procedures to establish a 

system on the property book: 

(1) Establish a “due-in” for the item in accordance with DMLSS 

procedures. 

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(2) Receive the system in accordance with DMLSS and local 

procedures. Identify this with an Equipment Type of “System”. This is an actual 

item and should be the major component of the system. Record the total cost of 

the system on this Equipment Control Number (ECN). 

(3) Gain the other components of the system using the DMLSS ETM 

Gain module with the reason “Component Gain”. Ensure the components are 

associated with the same ECN used for the system. 

(4) Return to the system record and select the Acquisition Cost icon 

and adjust the purchase price to reflect the actual acquisition cost, installation cost, 

trade-in value, etc. The total cost of the system is recorded on the system line. 

(5) Identify components requiring medical maintenance services. 

Update the catalog record to signify which components require maintenance 

services. 

5-8. MEDICAL MATERIEL BENEFIT PROPERTY (MMBP) LOAN 

PROCEDURES 

a. Activities maintaining equipment accounting record using the 

AMEDDPAS or the DMLSS system will manage the Medical Materiel Benefit Property 

(MMBP) loans in accordance with the applicable system’s operating procedures. 

b. Activities using manual equipment accounting records or an automated 

system without a specific MMBP loan process will account for and record MMBP 

property loans as follows: 

(1) MMBP property will be listed on a separate hand receipt. 

(2) MMBP property lent to a patient will be listed on DA Form 3161. 

(a) Block 2 of DA Form 3161 will reflect the complete name, 

address, category, telephone number, and social security number of the borrower. 

(b) DA Form 3161 will have, in addition to a listing of the 

equipment lent, the following statement: 

I hereby acknowledge acceptance of the above-listed Government–

owned equipment received in good working order and repair, for temporary 

use. During the period (___enter date ___) to (___ enter date ___). I 

understand that I am responsible for proper care and safekeeping of the 

equipment and will promptly return it/them in the same condition as 

received, fair wear and tear expected, upon termination of the loan period 

specified unless an approved extension is obtained, or at such earlier date 

as I may elect. In the event of loss, damage or destruction of the 

equipment through fault or neglect, I agree to reimburse the Government 

the cost of repair or fair market value of the equipment as appropriate. 

I have been informed that periodic maintenance services are to be 

performed (insert frequency). Service is required (_____ enter dates 

_____). When feasible, it is my responsibility to transport the equipment 

to (_____insert HCA_____) to obtain the required services. Prior 

arrangements by telephoning (___number___) for services should be 

made. If I relocate to another area and will receive medical care from 

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another Federal health care facility must notify (___ insert property 

manager _____) so that equipment transfer can be accomplished and 

designation of a new supporting maintenance activity can be established. 

It is further understood that the equipment on loan is not to be 

permanently removed from the address indicated in block 2 of the hand 

receipt without prior authorization of the commander (name of the HCA). 

(Signature of patient or sponsor) 

(c) DA Form 3161 will be prepared in duplicate and signed by the 

patient or sponsor accepting the loan. The MMBP manager will keep the original 

copy with the written prescription or letter. The second copy will be given to the 

borrower. 

(d) MMBP Reconciliation: The physical inventory of MMBP 

equipment on loan is not required. However, equipment on loan will be reconciled 

each year to verify the accuracy of property book and hand receipt balances. 

Reconciliation may be accomplished telephonically or by certified mail. If all efforts 

to reconcile lent MMBP property fail, obtain relief from property accountability 

through procedures in AR 735-5. 

5-9. MONTHLY WEAPONS AND AMMUNITION INVENTORY 

a. AR 710-2, Table 2-1j, prescribes monthly physical inventories of 

weapons and ammunition. Standard procedures for performing the inventory are 

in DA Pamphlet 710-2-1, paragraph 9-10. Specific procedures for USAMEDCOM 

activities are outlined in the paragraphs below. 

b. The PBO will monitor and receive inventory results. As a minimum, the 

PBO will: 

(1) Establish stringent controls on conducting inventories at least 

monthly (every 30 days). Provide the inventory officer with a serial number listing, 

either automated or a preprinted memorandum. 

(2) Ensure all weapons and ammunitions inventoried are on the 

property book. 

(3) Ensure completion of inventories for all weapons and ammunition 

on the property book. 

(4) Reconcile ammunition expenditures with recorded property book 

balance. 

(5) Confirm someone other than the responsible hand receipt 

holder/custodian conducts the monthly inventory, and ensure the same individual 

does not conduct consecutive inventories. 

(6) Take immediate corrective action to resolve all discrepancies. 

(7) Retain copies of the monthly inventory reports on file IAW 

DA Pamphlet 710-2-1, paragraph 9-10b (4) (two years if no discrepancy noted; 

four years if a discrepancy was noted). 

c. The individual(s) appointed to conduct the weapons/ammunition 

inventory will: 

(1) Record the serial number of weapons inventoried and weapons 

properly checked out. Clearly distinguish between the two groupings. Notify 

responsible individual and PBO of any listed weapons you cannot locate, or which 

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SB 8-75-11 

are not properly checked out. Weapons checked out should have a DA Form 3749, 

Equipment Receipt, in the arms rack. Installations/activities will maintain a current 

listing of all weapons not on hand because of repair. 

(2) Record the ammunition inventoried by quantity, lot number, and 

NSN. Clearly highlight discrepancies noted during the inventory of both weapons 

and ammunition with information recorded on the memorandum or automated 

listing provided by the property book officer. 

(3) Sign and date the inventory reports and forward the original copy to 

the PBO. 

5-10. ORGANIZATIONAL CLOTHING AND INDIVIDUAL EQUIPMENT (OCIE) 

WAIVER PROCEDURES 

a. All USAMEDCOM activities/units located on an installation with a Central 

Issue Facility (CIF) must seek and obtain OCIE support from the supporting CIF. 

Coordination should be made with the supporting CIF to transfer on-hand property 

book OCIE items and determine specific method of support; support levels and 

means or reimbursement must be documented on an Installation Support 

Agreement. When the activity/unit is not located on an installation, or located on 

an installation without a CIF, and the distance is such as to cause significant 

inconvenience/hardship, the activity/unit must request authorization to maintain 

OCIE as an exception to policy. 

b. The request must explain why installation support is not used. Along 

with the request for an exception to policy, the activity/unit must submit its written 

operating procedures for the unit OCIE Issue Point in accordance with AR 710-2, 

DA Pamphlet 710-2-1, and AR 735-5. The exception to policy must be submitted 

through formal channels beginning with the applicable RMC or Major Subordinate 

Command through USAMEDCOM to the DA. The USAMEDCOM will review and 

submit to DA (for approval/disapproval) only those exceptions to policy, which 

meet the criteria identified above.

c. Commanders authorized to maintain OCIE on their property books will 

follow procedures described in DA Pamphlet 710-2-1, Chapters 4 and 10, to 

account for and assign responsibility of OCIE, respectively.

5-11. OXYGEN FOR HOME USE 

Oxygen and oxygen-related supplies that are provided to outpatients for home use 

may be provided pursuant to the availability of funds by one of the following 

methods:

a. The HCA may contract with a local oxygen supplier to provide 

complete home service. This service should include safety and operating 

instructions, gas cylinders, tubing, regulators, maintenance, and all other related 

supplies. 

b. When a HCA does not contract for home oxygen service, 

government-owned cylinders and equipment may be provided for outpatient use. 

If this method is used, follow these guidelines: 

(1) Establish local procedures to provide safety, operating, and 

refill procedures as well as tubing, regulators, and other necessary supplies. 

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SB 8-75-11 

(2) Establish procedures for medical maintenance to inspect 

regulators and other oxygen related equipment prior to issue or loan to the patient, 

during home use, and upon return of the equipment to the HCA. 

5-12. PROPERTY ACCOUNTABILITY AND MANAGEMENT 

a. USAMEDCOM activities will maintain formal property book accounting 

records only for equipment costing $5,000 or more with the exception of 

equipment that falls into one of the below criteria. This equipment requires formal 

property book accountability regardless of cost. 

(1) Property that is rented, leased, or loaned. 

(2) Equipment that is maintenance significant to include Test, 

Measurement and Diagnostic Equipment (TMDE). 

(3) Army-Managed items with Reportable Item Control Codes of 2, A, 

B, C, D, E, F, G, H, and J. 

(4) Army-managed items with CIIC 1-9, $, N, Q, R, and Y (nightvision goggles). These items are categorized as sensitive and inventoried 

quarterly. 

(5) Property determined to be highly pilferable to include property 

that may be converted to private use, or has a high potential for theft. Regardless 

of cost, this property is recorded and controlled as accountable property. Included 

in this category, but not limited to, are the following items: 

Photocopy Machines, Video Cameras, Video Cassette Recorders, 

Televisions, Automatic Data Processing Equipment (Personal Computer Systems, 

Laptop Computers, External Modems and disk drives, Printers and Plotters), 

Facsimile Machines, Portable and Cellular Telephones and All Firearms. 

(6) Property authorized by TDA 

(7) Property authorized by CTA) 50-900

(8) Property authorized by CTA 50-909

(9) Research, development, test and evaluation property authorized 

by AR 70-6

(10) On-hand commercial items similar to items coded nonexpendable 

in FEDLOG 

(11) Homeland Defense and Special Medical Augmentation Response 

Team equipment. For purposes of accountability, Homeland Defense equipment is 

defined as all HAZMAT and specialized equipment designed to support Medical, 

Chemical, Biological, Radiological, and Nuclear, Defense Materiel (MCBRNDM), 

incidence response. This includes personal protective equipment, decontamination 

equipment and any other locally procured defensive or response equipment. 

b. Rented, Leased, and Loaned Equipment: The PBO will establish 

property accountability for this equipment within three working days after receipt, 

regardless of the length of the lease, rental, or loan agreement. Identify this 

equipment with the appropriate ownership code in accordance with system 

procedures. 

(1) The PBO will maintain a leased equipment file for each contract 

IAW AR 710-2. The PBO will establish similar folders for rented and loaned 

equipment. For medical equipment, include a copy of the maintenance acceptance 

inspection work order in addition to the documents required by AR 710-2 and 

AR 71-32. 

(2) A lease/purchase analysis is required for each lease/rental over 60 

days in accordance with the Defense Federal Acquisition Regulations Supplement 

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SB 8-75-11 

(DFARS), sub-part 207.4, paragraph 207.401. A copy of the lease/purchase 

analysis will be kept in the leased-equipment file. 

c. USAMEDCOM activities with Digital Imaging Network – Picture Archiving 

Communications Systems (DIN-PACS) will ensure the system and all components 

are properly accounted for in AMEDDPAS or DMLSS. Device tracking is a 

requirement of JCAHO. Appendices A and B contain detailed procedures. 

d. AUTHORIZATION OF PROPERTY - Property authorizations serve as the 

authority (but not funding source) to requisition and retain equipment to perform 

directed missions. Commanders will ensure all property acquired from whatever 

source, to include excess, will have the proper authorization and justification 

documents developed and in place prior to obtaining the property. 

e. AUTHORIZATION DOCUMENTS - The authorization document is the 

basis and authority for submitting requisitions for authorized equipment listed in 

the document. The property book will reflect this authorization. Nonexpendable 

personal property acquired for use within USAMEDCOM will use the following 

authorization documents: 

(1) A TDA is a document that prescribes the organizational structure, 

personnel, equipment authorizations and requirements of a command. AR 71-32

governs TDAs. A TDA consists of the following three sections: 

Section I: General, describes summary of manpower/equipment, 

the mission, organization, capabilities, and other general information 

pertinent to the unit. 

Section II: Personnel Allowances, reflects the types and 

quantities of civilian and military expertise at paragraph and line level of 

detail. It includes position titles, MOS, grade/rank, identity code, branch 

code requirements authorizations, and remarks codes. 

Section II: Equipment Allowances documents at the LIN level 

detail, the controlled and non-controlled Army adopted items of equipment 

having a standard LIN in SB 700-20, except for CTA items listed in Chapter 

8. LIN, generic nomenclature, and the required and authorized quantities 

identify equipment allowances. 

(2) The Common Table of Allowances (CTA) is an authorization 

document for items of materiel costing less than $100,000 required for Army-wide 

use. The purpose of the CTA is to authorize widely used items of relatively low 

dollar value in one document rather than documenting the items separately in each 

TDA. Items authorized by a CTA will not be further documented in the TDA. A CTA 

item can be authorized for various purposes. CTA items are addressed in: 

CTA 8-100, Army Medical Department Expendable/Durable Items 

CTA 50-900, Clothing and Individual Equipment 

CTA 50-909, Field and Garrison Furnishing and Equipment 

CTA 50-970, Expendable/Durable Items (except Medical, Class V, Repair 

Parts and Heraldic Items) 

(3) Nonexpendable property authorized in CTAs 50-900 and 50-909

will be accounted for on-property books as prescribed in AR 710-2, paragraph 2-5,. 

Include the appropriate LIN from the cited CTA in the authorization information. 

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SB 8-75-11 

(4) Printed or hard copies of these CTAs are no longer available 

through publications channels. Electronic versions of these publications are located 

on the U.S. Army Force Management Support Agency (USAFMSA) web site at: 

http://www.usafmsa.army.mil/usafmsa/.

(5) As a general rule ARs are not permitted to be equipment 

authorization documents; however, the regulations listed below are exceptions. 

Listed with each regulation and directive is a brief description of the equipment the 

regulation authorizes. The regulations and directives listed below can be used as 

authorization on the property book: 

(a) AR 1-100, Gifts and Donations, 15 Nov 83. Donated, 

conditional or unconditional gifts of tangible personal property. 

(b) AR 25-1, Army Information Management, 31 May 02. Noninvestment systems or equipment for authorized visual information activities. 

(c) AR 40-61, Medical Logistics, Policies and Procedures, 

28 Jan 2005. Medical equipment and supplies not listed in Chapters 2, 4, or 6 of 

SB 700-20. Medical equipment assigned a LIN and listed in the above document 

must have TDA authorization. 

(d) AR 70-6, Development, Test, and Evaluation Army 

Appropriation, 16 Jun 86. Research, Development, Test, and Evaluation (RDTE) 

property. 

(e) AR 600-8-22, Military Awards, 25 Feb 95. Trophies and 

similar devices. (See Chapter 10). 

(f) AR 608-4, Control and Registration of War Trophies and War 

Trophy Firearms, 28 Aug 69. War trophies and war trophy firearms. 

(g) AR 725-1, Special Authorization and Procedures for Issues, 

Sales and Loans, 17 Oct 03. General officer pistol and flag. 

(h) AR 840-10, Flags, Guidons, Streamers, Tabards and 

Automotive and Aircraft Plates, 1 Nov 98. Flags, guidons, plates, and tabards. 

(i) AR 870-20, Museums, Historical Artifacts, and Art, 1 Nov 

99. Historically significant items such as weapons, military equipment, flags, or 

articles of uniform or personal equipment. 

(j) Local Commander Authorized Approval. This is an 

authorization for personal property item that is not covered under above sources, 

not qualified for inclusion on the TDA, and is required by the command. It will be 

identified on the property book using equipment authorization “AR 71-32”. 

5-13. PROPERTY BOOK CLOSEOUT PROCEDURES 

The U.S. Army Medical Command (USAMEDCOM) Major Subordinate Commands 

(MSCs) are responsible for verifying the final closeout of property book(s) 

belonging to their subordinate units, installations and activities. The purpose of 

verifying closure of the property book is to validate the accuracy and completeness 

of the property book and supporting documents, to ensure that all property-bookrecorded assets have been properly disposed of, and that all open requisitions have 

been cancelled or a new ship to address is reflected in the logistics records. The 

verification process will be performed by an individual (verifying officer) from an 

organization other than whose property book is closing out. When a property book 

is to be closed, the following guidelines are given: 

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SB 8-75-11 

a. The MSC Commander will advise the unit/installation/activity 

commander, in writing, of the effective date and the reason for the closeout. One 

copy of this notification or other pertinent orders will be filed with the property 

records. 

b. The PBO will conduct a complete physical inventory of property 

recorded on the property book and either laterally transfer those assets to another 

property book or turn in those assets to the supporting stock record account or 

Defense Reutilization and Marketing Office (DRMO). The property book will reflect 

these transactions. The intent is to bring each record on the property book to zero 

balance prior to the close out effective date. 

c. The unit/installation/activity inactivating will submit requests for 

cancellation of those requisitions for all supply classes not expected to be 

consumed prior to the inactivation effective date. The common sense rule applies. 

The document register should reflect these actions. When verification of the 

cancellation request is not received the request for cancellation will serve as the 

supporting document to close the property book. 

d. Request cancellation of the property book Department of Defense 

Activity Address Code (DODAAC) once all property book records are reduced to 

zero. 

e. The verifying officer will: 

(1) Initiate the verification process within 10 workdays after all 

property book on hand balances are reduced to zero. 

(2) Include as part of the verification process that; 

(a) The recorded balance on each property record was properly 

brought to zero balance through turn-in or lateral transfer procedures. 

(b) Documents listed on the document register have a 

corresponding hard copy supporting document on file. 

(c) All open supply requests are canceled. 

(d) The non-expendable document register is closed. 

(e) The assigned property book DODAAC was cancelled. 

f. Since it is not likely that all line items on the unit’s property book can 

be verified, the verifying officer must take a sample. The size of the sample should 

not necessarily be a set percentage (10 percent, 15 percent, etc.) of the property 

book line items. The extent of this verification should depend on the results of 

recent inspections of the activities’ property book. In other words, if significant 

discrepancies were disclosed, then a more extensive examination should be done. 

The line items selected for sampling should be selected on the basis of cost, 

sensitivity, desirability, or any other factor which may warrant inclusion. Since the 

examination will include only a portion of the total property book line items, it is 

critical that items selected for the sample have significance. 

g. Upon completion of the property book closeout verification the verifying 

officer will report in writing to the commander that appointed the PBO that he/she 

has verified the property book has been closed out. When the accuracy and 

completeness of the property book cannot be verified, the verifying officer will 

recommend action under the provisions of AR 15-6 or 735-5 to his/her appointing 

authority. 

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SB 8-75-11 

h. The commander that appointed the PBO will: 

(1) If the property book close out cannot be verified, the commander 

will direct actions to correct any discrepancies. The notice of corrective action 

undertaken and estimated completion date will be sent to notify the MSC 

commander and this office, 

CDR, USAMEDCOM 

ATTN: MCLO (Property Management) 

2050 Worth Rd. Ste 8 

FT Sam Houston, TX 78234-6008 

The PBO will not be relieved from accountability until all property has been 

accounted for. 

(2) When satisfied that all required actions are completed and no 

formal audit, i.e., Criminal Investigation Division or AR 15-6 investigation, is 

necessary, the commander will prepare a statement certifying all actions in 

paragraph (1) above are completed. Provide a copy to the MSC commander and 

this office, 

CDR, USAMEDCOM 

ATTN: MCLO (Property Management) 

2050 Worth Rd. Ste 8 

FT Sam Houston, TX 78234-6008 

(3) Rescind the PBO’s appointment. 

Final disposition of documents supporting entries to the property book will be in 

accordance with AR 25-400-2. 

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CHAPTER 6. MEDICAL EQUIPMENT MAINTENANCE 

6-1. Medical equipment maintenance procedures for MEDCOM TDA Activities are 

contained in TB MED 750-1 dated April 1998. TB MED 750-1 procedures are further 

supplemented by Operation Management Bulletins. 

6-2. The medical equipment maintenance procedures for TOE units in draft form 

are included in Appendix C. The draft publication has been provided to the Office of 

the Surgeon General and is in the process of being formally staffed. 

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SB 8-75-11 

CHAPTER 7. ENVIRONMENTAL SERVICES MANAGEMENT IN 

HEALTHCARE ORGANIZATIONS 

7-1. ENVIRONMENTAL SERVICES MANAGEMENT - SCOPE 

a. The scope of Environmental Services (ES) management in the HCA 

encompasses, at minimum, these core functions: 

Textile care services (laundry and linen distribution), 

Housekeeping services, and 

Regulated medical waste disposition. 

(1) The Director/Chief of Logistics will have functional responsibility 

over HCA Environmental Services. 

(2) The Chief of Environmental Services (C, ES,) will be a qualified 

Healthcare Environmental Services Administrator (i.e., GS-673 occupational series) 

assigned to the HCA staff to manage the ES integrated functions. 

(3) The Army Civilian Training, Education, and Development System 

(ACTEDS) plan for the GS-673 Occupational Series provides the careerist and 

management with a guide to assist in career enhancement and progression. Training 

and development planning is essential in developing and enhancing the C, ES’s 

knowledge, skills, and abilities. The ACTEDS, if followed, will provide all ES 

personnel the avenue to become more proficient in the field. 

(4) The C, ES, will be responsible and accountable for the submission of 

data to the USAMEDCOM electronic ES Program database using the 

http://www.medlogspt.army.mil website. Reporting instructions are provided at 

the ES website. 

b. Further guidance, if needed, may be obtained upon request from the 

USAMEDCOM ES Program Management Office. 

7-2. MANAGEMENT OF HCA TEXTILE CARE SERVICES 

Policy and Procedural Guidance 

 a. The following publications will be readily accessible: AR 40-61; 

AR 210-130; 29 CFR; and, the current JCAHO Accreditation Manual for Healthcare 

Organizations. 

 b. The C, ES has functional responsibility for textile care services. 

 c. The C, ES oversees the day-to-day functions involved with management 

of textile care Services. 

 d. The HCA commander will establish a Linen Management Committee 

(LMC). The committee will: 

(1) Recommend linen management policy and review program 

performance. 

(2) Implement the HCA Commander’s policy on management of scrub 

uniforms. 

 e. The LMC may be integrated with other HCA (parent) committees if 

sanctioned by the commander. However, the LMC responsibilities will be fully 

performed by the parent committee. 

 f. The C, ES, will ensure that: 

7-1 
SB 8-75-11 

(1) Customers establish stock levels to justify their daily linen 

requirements. 

(2) Customer linen usage is periodically reviewed, and patterns of 

inappropriate use are corrected. 

(3) HCA-owned linen is marked with HCA logo or by other means to 

identify it as government property. 

(4) Contractor-owned-and-provided textiles are marked as prescribed in 

the contract. 

(5) Policy is established, and enforced by the LMC, to prevent the theft, 

abuse, and misuse of linen. 

(6) Clean linen is delivered to the user so as to minimize microbial 

contamination from surface contact or airborne deposition. 

(7) Linen inventories are conducted at least annually for HCA-owned 

and provided textiles, and that the results are used to evaluate the effectiveness of 

the linen program. 

(8) DA Form 444 or automated equivalent is prepared for HCA-ownedand-provided textiles to document inventory gains and losses and to adjust informal 

accounting records. 

(9) Inventory results for HCA-owned-and-provided textiles are reported 

through the Linen Management Committee to the Commander for appropriate action 

and approval. 

(10) HCA-owned-and-provided textiles are accounted for on DA Form 

1296 or automated equivalent. 

(11) DA Form 2064 or automated equivalent and voucher files are used 

to support all entries. 

(12) Records are held for two years after the last posting date and then 

destroyed. 

(13) The contract laundry service provides for textile repair for HCAowned-and-provided textiles. 

(14) Salvageable HCA-owned-and-provided textiles are turned in to the 

supporting DRMO or converted to rags. 

(15) A disinterested officer is appointed on orders to certify that 

salvageable HCA-owned-and-provided textiles are converted to rags. 

(16) Collection and processing of soiled linen is performed in accordance 

with the OSHA Blood-borne Pathogens standard. 

(17) The HCA or contractor, as applicable, has an Exposure Control Plan 

(ECP), in accordance with 29 CFR 1910.1030 and JCAHO requirements. 

(18) The ECP identifies tasks and procedures where textile-care- services 

employees may be at risk of encountering occupational exposure to blood- borne 

pathogens. 

(19) The ECP is reviewed and updated annually, and it is available to all 

textile-care-services employees in the HCA. 

(20) The C, ES, is designated as the COR if the linen/laundry distribution 

service is contracted by the HCA. 

7-3. MANAGEMENT OF HCA HOUSEKEEPING SERVICES 

Policy and Procedural Guidance 

a. The following publications will be readily accessible: AR 40-61, AR 210-

130; 29 CFR; and the current JCAHO Accreditation Manual for Healthcare 

Organizations. 

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SB 8-75-11 

b. The C,ES will have functional responsibility for HCA Housekeeping 

services. 

c. The C, ES, will ensure that: 

(1) The HCA’s Infection Control Committee provides written approval in 

its meeting minutes, annually or more often as necessary, for all chemical products 

used by the housekeeping organization. 

(2) The housekeeping organization follows prescribed manufacturerrecommended dilution rates when mixing the disinfectant detergents for prevention 

of nosocomial infection in patient care areas. 

(3) The housekeeping organization follows prescribed contact times 

when applying the disinfectant detergents. 

(4) The HCA has a current Blood-borne Pathogens Exposure Control 

Plan that identifies by position, task, and procedures where housekeeping services 

employees are at risk of occupational exposure to blood borne pathogens. 

(5) The carts (or any other reusable containers) used to transport and 

hold RMW are cleaned at least weekly using a hospital-grade disinfectant detergent. 

(6) The current Blood-borne Pathogens Exposure Control Plan is 

available for review by all housekeeping services employees. 

(7) The Contracting Officer should designate, in writing, the C,ES as the 

COR to conduct quality assurance surveillance of the contractor’s performance. 

(8) The contractor is paid only for those services, required by the 

contract, which were performed. 

(9) Customers promptly notify the COR about rooms that are 

inaccessible, or are not to be cleaned by the contractor, to insure those requirements 

are removed from the contract. 

(10) The MSDS for cleaning supplies are readily accessible. Note: As a 

minimum, a current and readable MSDS for each product in use should be located in 

a binder in each housekeeping closet. 

(11) The housekeeping organization properly labels all secondary 

containers whenever cleaning supplies are transferred from the manufacturer’s 

original container. 

(12) The HCA housekeeping officer establishes and properly implements 

a random sampling inspection system, in accordance with USAMEDCOM guidelines, 

to evaluate the quality of contract performance. 

(13) A training program is in place for housekeeping employees, and that 

documentation is maintained on who was trained, and the training topic (i.e., 

environment of care consistent with its mission, services, and laws/regulations). 

(14) A written cleaning schedule and cleaning procedures exists, based 

on contract specifications. 

7-4. MANAGEMENT OF HCA-REGULATED MEDICAL WASTE/HAZARDOUS 

WASTE

Policy and Procedural Guidance 

a. In addition to hospital and installation regulations, the following 

publications will be readily accessible: AR 40-61; AR 200-1; AR 200-1, 1-28(a); 

Spill/Emergency Plans/Waste Management Plan; Applicable State and Local 

regulations; USAMEDCOM Regulation 40-35; 29 CFR; and the Current edition of 

JCAHO Accreditation Manual for Healthcare Organizations. 

b. The C, ES, will have functional responsibility for disposition of HCA 

Regulated Medical Waste/Hazardous Waste. 

7-3 
SB 8-75-11 

c. The C, ES, will be responsible for oversight of the collection/ segregation 

of RMW, and will ensure that: 

(1) General waste is segregated from RMW to the extent intended by 

paragraphs 7 and 9 of USAMEDCOM Regulation 40-35. 

(2) RMW containers are appropriately labeled to identify them as RMW 

containers (biohazard symbol or red in color). 

(3) RMW bags are at least 3-mil thick. 

(4) Bags are red in color (or installation-specific color). 

(5) RMW bags are tightly sealed before being removed from the points 

of generation. 

(6) Used syringes are placed into rigid, impervious containers without 

clipping or breaking needles and without recapping. 

(7) Sharps containers are removed from service when approximately 

three-fourths full. 

(8) Bags of RMW are collected from outlying clinics (medical and dental) 

as required. 

(9) Government personnel or contractor employees, trained in proper 

collection and handling procedures, collect RMW at regular intervals. 

(10) Carts used to transport RMW within the MTF are cleaned with an 

Environmental Protection Agency (EPA) registered hospital detergent-disinfectant, 

either weekly or at a frequency specified by the MTF. 

(11) Transport of infectious waste within the hospital is conducted in a 

manner that minimizes patient and personnel exposure. 

(12) Carts are kept closed whenever possible. 

(13) RMW generation-weights are tracked by the activity. 

(14) RMW weight reports are maintained on file. 

d. The C, ES, will be responsible for oversight of the storage and disposal of 

RMW, and will ensure that: 

(1) Medical waste is stored in a secure, properly identified area that is 

kept clean and free of pests. 

(2) Storage times comply with those specified in 

USAMEDCOM 40-35, 9b(4)(b). 

(3) Pathological wastes are refrigerated while awaiting pick up for 

disposal. 

(4) Pathological wastes are removed from the refrigerators and 

disposed of within 30 days. 

(5) A written contingency plan exists for RMW disposal. 

e. The C, ES, will be responsible for oversight of the treatment of RMW, and 

will ensure that: 

(1) The method of treatment of the RMW is according to state 

regulations. 

(2) Tracking documents (manifests) are maintained for the number of 

years required by the state. 

f. The C, ES, will be responsible for oversight of RMW transport outside the 

MTF, and will ensure that: 

(1) RMW is transported only in government or contractor vehicles. 

(2) Spill containment kits are maintained in the vehicles used for 

transporting RMW. 

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CHAPTER 8. FACILITY LIFE-CYCLE MANAGEMENT 

8-1. PURPOSE 

This chapter of the 2005 SB 8-75-11 prescribes OTSG/USAMEDCOM requirements for 

managing facilities at the medical treatment center or activity level. 

8-2. SCOPE 

This chapter describes the roles and responsibilities of the facility manager at the 

installation level. It describes the functions associated with operating, maintaining, 

repairing, and constructing USAMEDCOM facilities. It is developed as a life cycle 

(cradle-to-grave) standard for facility management. 

a. Facility Life Cycle Management (FLCM). FLCM is the process of 

economically managing facility operations, maintenance, repair, and alterations from 

the time a facility is constructed until it is demolished, in order to maximize productive 

use of the facility and realize a positive economic return on investment. 

b. Investment Strategy. A sound investment and management strategy is 

essential in the effective allocation of limited financial and personnel resources, and 

the successful implementation of a facility management program. In order to gage the 

success of the program and ultimately the mission of USAMEDCOM as a world-class 

health care organization, components of the program must be evaluated against 

performance indicators that reflect the best in private and governmental health care 

facility management. This document is the basis for a facility management 

performance plan. 

8-3. APPLICABILITY 

This document applies to all MEDCENS, MEDDACs, Health Clinics, and all facility 

management activities within USAMEDCOM MSCs. These include RMCs, AMEDD Center 

and School, U.S. Army Center for Health Promotion and Preventive Medicine 

(USACHPPM), U.S. Army Dental Command (DENCOM), U.S. Army Medical Research 

and Material Command (MRMC), the U.S. Army Veterinary Command (VETCOM), and 

the Armed Forces Institute of Pathology. It is not limited to only those facilities 

managed through the Office of the Assistant Secretary of Defense for Health Affairs 

(ASD/HA) Defense Health Program. 

8-4. FACILITIES STRATEGY, VISION, MISSION, OBJECTIVES 

a. Facilities Strategy. USAMEDCOM facilities strategy is to: 

(1) Acquire, locate, size and configure facilities to meet the USAMEDCOM 

mission and patient demands (the right facilities). 

(2) Acquire and maintain facilities that provide a quality environment of 

care (the right quality). The facilities strategy focuses on sustainment and 

modernization of facilities, available funding on the right projects, integration and 

prioritization of maintenance and repair, military construction resources, and 

establishment of a clear and stable facility investment environment. Key elements of 

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the Facility Strategy include the assessment of existing facilities, the projection of 

mission and workload demands, and the needs of local commanders. The assessment 

of USAMEDCOM facilities is based on a consistent application of the Facility Condition 

Index (FCI). The projection of mission and workload demands is based upon workload 

analysis and/or the health care requirements analysis of patient demand. As 

important, but may not be identified through the other key elements are local 

requirements of MTF commanders. 

b. Vision. The vision of the USAMEDCOM facilities is one of having safe and 

reliable facilities available when and where needed with capabilities necessary to 

effectively support OTSG/USAMEDCOM missions. 

c. Mission. The mission of the USAMEDCOM facilities is to provide, operate 

and maintain in a cost effective manner the facilities necessary to support 

OTSG/USAMEDCOM – in both war and peace. 

d. Supporting Objectives 

(1) Required Capabilities. Facilities are structured to provide the right 

capabilities. Capabilities address such issues as seeking to provide facilities that are 

correctly sized to meet the mission and workload demands. The overall inventory of 

USAMEDCOM facilities will be monitored to insure that it is composed of the correct 

type of facilities and in the correct numbers to meet mission demands. The facilities 

will be configured to support the mission (specialty vice primary care clinics, outpatient 

facilities vice inpatient and appropriate type of laboratory facility). The facilities will be 

located where they are needed and can best serve the beneficiary population. 

(2) Required Conditions. Facilities are maintained and operated to 

provide the right conditions. Conditions address the state of the facilities that exist. 

Facilities will be in compliance with regulatory standards (JCAHO, American Association 

for Accreditation of Laboratory Animal Care (AAALAC), etc.), and be safe and reliable. 

Facilities will also provide quality-working conditions for USAMEDCOM personnel. 

Facilities management staffs will take actions to assure that the property assets are 

protected from deterioration, thus providing USAMEDCOM personnel with platforms for 

effective and efficient operations. 

(3) Appropriate Level of Resources. Resources address the funding 

necessary to acquire, sustain, restore, and modernize both the facilities and the 

support elements necessary to manage and safely operate USAMEDCOM’s facilities. 

(4) IMIT Capabilities. Information Management systems and Information 

Technology (IMIT) are leveraged to support facility operations. Information addresses 

the data necessary for management of the facilities, reporting the progress of the 

strategic plan, the condition of the inventory and the justification for resources. 

8-5. FACILITY LIFE-CYCLE INVESTMENT PROGRAM ELEMENTS 

a. General. The facility investment program is defined in accordance with

current Department of Defense program elements of Sustainment, Restoration, and 

Modernization (SRM), and includes medical military construction. 

b. SRM. SRM program elements must be prioritized to ensure maximum 

effective use of available resources. They are prioritized as follows: 

(1) Sustainment. Refer to the DoD Unit Cost Factor Handbook for a 

complete definition of sustainment. Sustainment is the process of planning, 

programming, and executing those programs necessary to maintain the infrastructure 

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of a facility from the time it is constructed until retirement. Within this context, 

sustainment can be viewed as a cyclic process from which financial and personnel 

resources are used to provide reliable systems and an aesthetically sound, safe, and 

functional environment. Sustainment involves the cycle of on-going routine repair and 

maintenance and also encompasses scheduled and unscheduled major repairs of the 

facility. 

(a) Scheduled and Unscheduled Maintenance. Scheduled 

maintenance (often termed preventive maintenance) is given the highest funding 

priority, since it significantly improves reliability of systems and components and 

diminishes the risk of unscheduled outages impacting patient care. Preventive 

maintenance is the baseline for supporting continuity of healthcare operations. 

Unscheduled maintenance is sometimes referred too as demand maintenance or 

corrective maintenance. 

(b) Scheduled Major Repairs. The next priority is given to 

scheduled major repair. Deterioration, caused by many factors including operational 

usage and environmental conditions, will eventually diminish system performance 

below a required level. Equipment and major systems must be repaired by major 

overhaul or replaced. 

(2) Restoration. Refer to the DoD Unit Cost factor handbook for a 

complete definition of restoration. Restoration includes repair and replacement work 

to restore damaged facilities due to accident or failure attributable to inadequate 

sustainment, excessive age, or other causes. This element holds a priority level below 

sustainment provided sustainment is being performed. Facilities that are not 

maintained experience accelerated deterioration, in much the same manner as an 

automobile whose oil has never been changed. In addition to lack of maintenance, 

manufacturer’s flaws, poor installation, and adverse environmental conditions can 

cause equipment breakdown before normal life expectancy. A standardized facility 

assessment is required to manage restoration. 

(3) Modernization. Refer to the DoD Unit Cost Factor Handbook for a 

complete definition of modernization. Modernization includes alteration of facilities to 

implement a new, higher standard (including regulatory changes), to accommodate 

new functions, or to replace building components that typically last more than 50 

years (such as foundations and structural components). Requirements for 

modernization of healthcare facilities have changed significantly as population 

demographics have shifted and the mission of the Army Medical Department has 

changed. Funds for modernization can be operations and maintenance-based or 

military construction-based depending on the statutory requirements imposed on these 

programs. Under any funding scenario, modernization is a capital investment that is 

managed as a long-term requirement. A master plan is required to mange 

modernization. 

c. Capital Investments 

(1) Service Life. For use at the programmatic level, the life expectancy of 

healthcare facilities has been established at an average service life. Referencing the 

2001 publication by Whitestone Research, “Building Maintenance and Repair Costs”, 

repairs for major components are required in typical hospitals between 20 to 30 years 

(average 25 years). Integrating projects consisting of both major repairs and 

modernization during this period can be a very effective cost avoidance technique. 

Often, without proper planning and requirements integration, upgrades to the 

infrastructure do not interface with space changes required for modernization. 

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(2) Plant Replacement Value (PRV). The investment strategy can be 

easily condensed and restated in terms of PRV. PRV provides a means of recognizing 

widely varying facility conditions with the goal of an annually adjusted process that 

calculates rate of investment over a period of time. PRV can be adjusted to account 

for size of facility, relative location, makeup and complexity of infrastructure, 

contingencies for support facilities, fixed equipment, engineering and architectural 

cost, and economic conditions, such as inflation. It represents the sum of costs, by 

facility type and location, to replace the inventory in kind. The PRV is also adjusted as 

facilities close or new facilities come online. The method used in the calculation of PRV 

is: 

PRV = Facility Quantity x Cost Factor x Area Cost Factor x 1.2 

Facility quantity (gross square feet for buildings) is based on building 

inventory recorded in IFS at the installation. Construction cost factors are listed in the 

latest version of the DoD Facilities Cost Factors Handbook. Area cost factors, 

published annually by the Tri-service Committee on Cost Engineering, are a geographic 

location adjustment factor for costs of labor, material, and equipment. The 1.2 

multiplier accounts for supervision, inspection, overhead, and design associated with 

new construction. 

d. Master Planning 

(1) General. Master plans are required at least every four years. The 

purpose of the Master Plan is to assess the facility’s current health/dental care 

services, identify current and future facility needs, and recommend strategies for 

facility development needed to accommodate anticipated growth and/or change in the 

facility and/or its mission. The Master Plan will provide a guideline to assist the facility 

in identifying proactive solutions to changing mission requirements. The benefit of the 

master planning process is that it allows senior leadership an orderly transition plan 

from current facilities to a future health care delivery environment based on predicted 

resource needs. This insures that future changes or renovation projects are not only 

considered individually but for how they affect the facility as a whole. This process 

also enables the organization to match missions with facility capabilities. In addition, a 

pro-active department-level facility Master Plan, which is developed in accordance with 

the specific medical/dental activity Business Plan, the Multi Service Market (MSM), 

RMC and TriCare Regional Office (TRO) Business Plans, is required to guide the Facility 

Manager and the Health Facility Planning Agency (HFPA) so that needed facility 

repairs, upgrades, modifications, restoration, modernization or replacement projects 

are planned and executed based upon a comprehensive Master Plan. Projects that are 

properly planned, phased, funded, and prioritized, in accordance with the supporting 

business plan, and hence the Master Plan, will provide cost effective and efficient 

facility solutions to the USAMEDCOM Facility Life Cycle Management program. 

(2) Description. The effort contained in the scope of work will provide the 

subject facility and USAMEDCOM/HFPA with a Master Plan for department-level 

(laboratory-level) space planning correlated with health care analysis and planning. 

The end result will include a list of prioritized project technical solutions to identified 

facility and operational space deficiencies with a phased plan of correction, and other 

required deliverables. These solutions and corresponding quantifiable support will 

follow the methodology listed below to ensure compatibility with other 

USAMEDCOM/HFPA master planning products. The Master Planning Scope of Work will 

outline the process and products required for the Master Planning effort and outlines 

details, timelines, delivery schedule, required analysis or services and any deliverables 

associated with those tasks. Requirements for the Scope of Work are detailed below. 

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(3) Process 

(a) Project Initiation. This includes a briefing to the Commander, 

or his representative, on project goals, assumptions, process and schedule. 

Coordination prior to the initial briefing may be required with the organization. The 

Contractor will be required to coordinate with regional and corporate management to 

obtain, evaluate and validate site specific data such as facility assessments, 

Statements of Condition, business plans, raw data (population workload, staffing) and 

other information deemed necessary. At the completion of the site visit, the 

contractor will be required to submit an in progress review or summary report. 

Specific site visits will be coordinated directly with HFPA and the local leadership. 

HFPA will normally attend all site visits and a mutually agreed upon calendar will be 

agreed upon in advance. The contractor shall be required to complete the number of 

site visits required to develop the identified site-specific deliverables. An estimate of 

site visit requirements will be agreed upon. The contractor will also determine what 

team components are required to attend particular site visits. The following will be the 

typical number of general tasks and site visits: 

Initial data collection. 

Follow-up data collection. 

15%: Engineering/ Infrastructure Assessment. 

25%: Project Kickoff Meeting and Health Planning Review. 

50%: Staffing, Program for Design (PFD), scenarios and concept design 

options. 

90%: Final Planning review with test & fit options and draft phasing 

approach. 

100%: Final test & fit options with discrete projects, final phasing approach 

and cost estimates. 

(b) Health Care/Business Analysis. Contractor will use 

retrospective and prospective data analysis to generate trends. Different alternatives 

will be developed based on alternative futures identified by the organization. 

(c) Data Collection. Contractor will collect and analyze any 

workload, staffing, and customer base information to help validate any previous 

business planning efforts. This includes, but not limited to, validation of the mission 

statement, business plans, beneficiary population data (MCFAS, user MCFAS and user 

CHCS), workload data (MEPRS/CHCS), and staffing (TDA or contracted staff). 

(d) Demand Analysis. Contractor will develop a demand analysis 

based on population served, enrollment (into TRICARE Health, TRICARE Dental Plan, 

and other enrollment programs). Based on this analysis, contractor will develop 

utilization trends. 

(e) Planning Scenarios. Contractor will develop provider and 

staffing requirements, volume thresholds/optimization, and functional alignment 

options. These options will be based on the various futures identified by the 

organization. 

(f) Space Requirements Forecast. Based on the scenarios and 

requirements listed above, contractor will develop Program for Designs (PFDs). These 

PFDs will demonstrate the space required to meet the planning scenarios and demand 

analysis. 

(4) Site/Facility Analysis: 

(a) Data Collection – Facilities. Contractor will collect all existing 

space utilization plans, architectural CADD or hard copy drawings, site drawings, list of 

current projects and any facility assessments or deficiency tabulations. This 

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information will be integrated into the assessments conducted as described in the 

following paragraph [(2), below]. 

(b) Site/Facility Assessment. A detailed engineering/infrastructure 

assessment will be conducted incorporating the FCI concept. This will include a 

minimum of the following: Site; Exterior Structure; Structure; Interior Structure; 

Heating, Ventilation and Air Conditioning Systems; Plumbing Systems; Electrical 

Systems; and Fire Safety. A summary of deficiencies and improvements will be 

provided and stratified by system, building, category and priority. Each deficiency and 

improvement will identify a cost estimate (based on RS Means) and outline the useful 

life remaining for the component (identify year upgrade is required). Priorities will be 

broken out as follows: 

No.1, Immediate Concern 

No.2, Short Term Concerns (1-2 years) 

No.3, Long Term Concerns (3-5 years) 

No.4, Improvements 

No.5, New Code Requirements 

(c) Categories of deficiencies should address: 

Code Compliance 

Building Integrity 

Functionality 

Appearance 

Energy 

Air/Water Quality 

Hazardous Materials 

ADA/Accessibility 

(d) Analysis Summary and Display. A FCI will be calculated for 

each building and campus/ installation. FCI = requirements/plant replacement value. 

A minimum of three funding scenarios will be developed to display the impact on FCI 

over a 20-25 year life cycle. FCI and funding scenarios will be used to assess the 

relative condition of buildings, campuses and installations to promote valid 

comparisons throughout the AMEDD. 

(e) Facility Planning Scenarios. Based on the Health Care/Business 

Operations Analysis and the Site/Facility Analysis, the contractor will conduct a 

functional facility analysis resulting in alternative architectural solutions. Facility 

planning will be summarized in both narrative and graphic representations. All 

graphics will be submitted in CADD (single-line architectural only) and color coded, 

based on the following categories: inpatient, outpatient, ancillary, administrative, and 

support. 

(f) Existing conditions. The current space utilization and 

departmental boundaries of the existing structures will be documented in existing 

condition drawings (CAD). 

(g) Master plan concept. Departmental function alignment options 

(big-block design) will be developed in narrative and CAD format and will be based on 

the projected PFD and future health care scenarios. These drawings will be submitted 

in the interim and final deliverables, but will also be used as a tool by the contractor to 

facilitate alternative development with the MTF leadership. 

(h) Plans of correction. Final master plan concept and test-fit 

design will be developed as the culmination of health care analysis, site/facility 

assessment and facility planning. The plans of correction will be a comprehensive 

use/reuse plan for the organization’s total infrastructure requirement (all buildings 

identified in the project specific requirements). The plan will account for facility 

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opportunities and constraints and solutions will comply with all applicable standards 

and health care codes to include the following: life safety; ADA; JCAHO; NFPA; OSHA; 

AAALAC; Council of American Pathologists (CAP); and American Institute of Architects 

(AIA). Test-fit design will be developed for specific projects that are identified as the 

organization’s priority. These projects will be categorized based on the Levels of 

Facility Alteration outlined in MIL-HDBK-1191, Section 1, General Guidance. The 

purpose of the test-fit design includes the following: graphic presentation of how 

specific functions fit into identified space; precursor to full design or work plan 

development; and to provide detailed information for cost estimate development. 

(i) Implementation Plan and Cost Estimates. Based on the agreed 

upon alternatives, the contractor will develop a sequenced phasing of projects based 

on funding opportunities and constraints. The implementation plan will detail how an 

organization can execute the moves, upgrade, renovation and/or replacement 

objectives outlined in the plans of correction. Phasing and order of projects will be 

aligned in tracks based on their interdependency. Phases are intended to reflect 

functional, engineering and transitional requirements. Project descriptions will contain 

general scope and cost estimates will be sensitive to the integrated engineering and 

architectural findings but will also consider different funding options (i.e. Operations & 

Maintenance (O&M) funds, Host Nation, MILCON) and alternative timelines particular 

to the military. 

(5) Final Reports. The contractor shall document the results of all 

analysis, planning, recommendations, and discussion with regard to the specified 

deliverables in a final report. A separate executive summary shall also be submitted. 

The narrative will be directly keyed to supporting graphics and photography. The 

contractor shall also provide supporting digital photographs and graphics including CDROMs with CADD drawings. 

(a) General. In addition to the contracting officer’s requirements, 

there shall be one combined final report and executive summary for each of the 

following. Copies of the Reports will be called out in the Project Specific Scope and 

provided to the following: 

- Subject Facility/Organization 

- RMC (if subject facility/ organization are a sub-unit of an RMC). 

- U.S. Army Health Facility Planning Agency, Falls Church, VA. 

- U.S. Army USAMEDCOM, Assistant Chief of Staff for Installations, 

Environment and Facility Management (ACSIE&FM), Fort Sam 

Houston, San Antonio, Texas 

(b) Format. The final report as well as all other deliverables will be 

provided in an INTEGRATED electronic format (word processing, spreadsheets, 

databases and computer-aided design). Electronic format should allow users to 

manipulate files with existing software (Acrobat, MS Office, AutoCAD, etc.). Format 

should also be easily converted to html for posting to HFPA web site. Besides 

electronic versions, all deliverables should be printed in 8 1/2” x 11” loose leaf or A-4 

notebook. Final report will include as a minimum the following sections: 

(c) Executive Summary. The contractor shall prepare an Executive 

Summary that includes the following sections: Scope and Methodology (summary of 

deliverables, schedule and team composition); Site/Facility Analysis (infrastructure 

requirements, FCI for each building and FCI summary); Health Care Planning 

(summary of population, workload, health care scenarios and recommendations); 

Health Facility Planning (summary of projects, costs estimates and phasing). The 

purpose of executive summary is to summarize all major findings and 

recommendations concisely. 

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(d) Health Care Planning, Analysis and Recommendations. The 

methodology, health care/business planning issues, analysis, operational issues, 

population & enrollment, reorganization plans (product line development) and future 

staffing approaches will be addressed. The PFD(s) will be included as an Appendix. 

(e) Facility Analysis and Problem Definition. The Facility Condition 

Index methodology, building summary, deficiencies by category, detailed deficiency 

data by building, and supporting graphic illustrations and/or photographs. Also 

included is an analysis of costs for building deficiencies corrections and improvements 

and their impact on future capital investment costs. Architectural analysis to include 

existing space, existing condition drawings and narrative summaries will be included. 

(f) Master Plans Concepts and Alternatives. Master Plan Concepts 

and Alternatives and architectural and engineering alternatives are based on the future 

of the organization. Various plans will be categorized under each of these alternatives. 

The following will be included: Existing and programmed square footage matrix; site 

concept; architectural concept; engineering concept; and the master plan concept 

(integration/ culmination). 

(g) Final Facility Recommendations. The following will be 

summarized in narrative and graphic formats: Final Master Plan Concept (from among 

alternatives investigated); Project Recommendations (based on final concept design); 

Plans of Correction (single line test and fit project recommendations); Cost Estimates 

(matrix with individual project costs and total costs); Timeliness and Phasing (graphic 

representation of how the organization can implement the master plan concept and 

plans of correction). 

(h) Appendix. The following will be included as Appendixes: 

Methodology (detailed narrative summarizing the total endeavor), PFD, Departmental 

Analysis (includes existing and alternatives investigated, all tools developed to obtain 

buy-in on the master plan concept will be included), Background (historic information 

related to the installation, geographic and region will be included). 

8-6. ORGANIZATIONAL ALIGNMENT 

a. General. The organizations primarily involved in the administration of

facility life-cycle management within the U.S. Army Medical Command are: 

(1) Facility management component and/or logistics division at the 

activity level; 

(2) Facility Director and/or logistics division at the RMC/MSC; 

(3) Health Facility Planning Agency (HFPA); and 

(4) Office of the ACSIE&FM at USAMEDCOM Headquarters. 

b. ACSIE&FM. The ACSIE&FM is the principal staff officer to the USAMEDCOM 

Commanding General and the Army Surgeon General. ACSIE&FM is the proponent for 

USAMEDCOM installation management. ACSIE&FM interfaces with Army planners, 

obtains and distributes resources, conveys facility program guidance, policies and 

priorities, assesses and evaluates facility programs, and takes action to optimize 

facility investments. 

c. U.S. Army Health Facility Planning Agency (USAHFPA). HFPA directly 

supports ACSIE&FM, the activities, and RMC/MSC in planning, healthcare construction 

standards and technology, construction facilitation, and project integration of large 

capital investment projects. HFPA administers the Medical Military Construction 

program. 

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d. Regional Medical Commands/Major Subordinate Commands. RMCs/MSCs 

are both tactical and operational in mission. Tactical functions have a planning horizon 

of one to two years. RMCs/MSCs are focused on integration of health care and facility 

planning and compliance with USAMEDCOM policies and procedures. HFPA directly 

supports RMC/MSC facility sustainment programs. RMC/MSC facility directors have 

functions delegated to them by ACSIE&FM. RMC/MSC facility management functions 

cover the following areas: 

(1) Facility assessment and oversight 

(2) Major repair and Restoration, Modernization program 

(3) Medical Military Construction Program 

(4) Technical assistance 

(5) Facility management program execution 

e. Facility Management Staffing and Organization: 

(1) General. Each MTF, MEDCEN, and research facility shall establish and 

staff a facility management section proportional to their respective facility. It is 

required that the section be either a branch established in the logistics division under 

the C, Logistics, or organized as a division under Deputy Chief of Administration. 

(2) Facility Management Branch. The Facility Management Branch (FMB) 

performs functions associated with operating, maintaining, and repairing medical and 

research facilities. In addition to these core functions, a FMB may also perform a wide 

range of additional responsibilities to include administration of housekeeping, safety, 

physical security, transportation, medical equipment programs, etc. This document 

will not address the staffing or organizational requirements for these additional 

responsibilities. The organizational elements of a facility management branch can be 

divided into the following: 

Management/Administrative 

Engineering/Technical Support 

Operations and Maintenance (O&M) 

Contract Administration/Quality Assurance 

(3) Management and Administrative Functions. The management/ 

administrative element coordinate the planning, organizing, staffing, directing, and 

control of all facilities support. This element consists of a Chief, Facility Management 

Branch, and a clerk/typist. Functions for this activity include: 

(a) Coordination of planning, organizing, staffing, directing, and 

controlling facility activities 

(b) Serving on key committees and boards 

(c) Administrative approval of projects and programs 

(d) Oversight of financial programs and budgets 

(e) Insuring that facilities meet all applicable requirements for 

accreditation 

(f) Establishing and maintaining liaison with the U.S. Army 

Installation Director of Public Works (DPW) 

(g) Personnel administration and training 

(4) Engineering and Technical Support. The engineering/technical 

support element provides design and engineering services, programming of major 

construction, space utilization/space management, and technical support. This 

element usually consists of an engineer, preferably with electrical or mechanical 

background, and an engineering technician. The Chief, FMB, may assume the 

responsibilities of this organizational element. Functions for this activity include: 

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(a) Manage, track, and monitor engineering work requests, 

execution, closeout, and warranty issues 

(b) Energy management and conservation, and monitoring and 

control systems 

(c) Implementation of Automated Data Processing support systems 

for maintenance, financial, and project management 

(d) Consulting engineering studies and services 

(e) Facility master planning 

(f) Planning and estimating work 

(g) Management of all major repairs: A portion of sustainment and 

restoration and modernization projects 

(h) Space utilization/space management 

(i) Project scope development and design 

(j) Coordination on the design and execution of Military 

Construction, Army (MCA) projects 

(k) Management of facility as-built plans 

(5) Operations and Maintenance Function. The operations and 

maintenance support element manages maintenance and repair to buildings and 

structures, and supply and storage of tools and spare parts. This administrative 

portion of this element typically consists of an engineer with experience in facility 

maintenance, and an engineering support clerk who is responsible for maintaining job 

order logs, data entry into DMLSS-FM, maintenance of a facility library, and general 

clerk/typist. The wage grade element varies widely depending on whether 

maintenance is performed in-house or under contract. As a minimum, it is 

recommended that a small team of maintenance workers be assigned directly to the 

FMB to handle minor maintenance and repairs. Functions for this activity include: 

(a) Operation and maintenance of utility plants and systems 

(b) Storage and maintenance of spare parts, materials, and supplies 

(c) Maintain an up-to-date equipment inventory 

(d) Coordination of work planning and programming activities 

(e) Cyclical inspections to systematically identify maintenance and 

repair requirements 

(f) Maintain all critical system records, test reports, and emergency 

procedure plans 

(g) Develop and maintain a maintenance program 

(h) Coordinate maintenance-training activities 

(i) Maintain a library of (or insure access to) all applicable 

regulations, codes, and standards as needed to comply with applicable sections of this 

document. 

(6) Contract Administration Function. The contract administration/ 

quality assurance element manages contract activities associated with facilities 

maintenance and engineering, financial planning, programming, budgeting, execution, 

accounting, and review. This element typically consists of a contract specialist or 

resource management analyst, and a facility Quality Assurance Evaluator who is 

usually an engineering technician with experience in facility maintenance. The Chief, 

FMB, may assume the contractual and financial duties. Functions for this activity 

include: 

(a) Management of applicable sections of Inter-Service Support 

Agreements (ISSA) and MOA with support agencies, such as DPW. 

(b) Financial oversight of reimbursable accounts. 

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(c) Administration of contracts within delegated authorities, including 

conduct of quality assurance, surveillance/evaluation of contractor performance. 

(d) Prepare reports required by higher headquarters. 

(7) Job Qualifications and Descriptions. Facility Manager qualifications 

should be one of the following: 

(a) Be a registered professional engineer or licensed architect with 

experience in facility engineering and maintenance in healthcare or research facilities, 

as applicable. Strong electrical or mechanical background is preferred. The FM must 

have an in-depth knowledge of and basic experience in facility engineering and 

maintenance with emphasis on the unique nature and requirements of complex 

healthcare and research institutions. The FM must possess strong managerial and 

personnel skills. 

(b) Have an advanced degree in business management with 

experience in facility engineering and maintenance in healthcare or research facilities, 

as applicable. The FM must have an in-depth knowledge of and basic experience in 

facility engineering and maintenance with emphasis on the unique nature and 

requirements of complex healthcare and research institutions. The FM must possess 

strong managerial and personnel skills. 

(c) Have equivalent experience with at least two years experience in 

facility engineering and maintenance in healthcare or research facilities, as applicable. 

The FM must possess strong managerial and personnel skills. 

(8) Staffing Guidelines. 

(a) Actual staffing requirements fluctuate based on the needs of the 

facility, and depend largely on the extent that maintenance is outsourced or contracted 

out. USAMEDCOM Logistics (ACSLOG) is currently developing a template that will be 

used by the manpower community to identify requirements. However, the following 

data listed below will generate the necessary detail to further strengthen any 

requirements that are not identified in the template. 

(b) Staffing requirements for O&M type work can be accurately based 

on calculations related to Preventive Maintenance (PM) effort. The number of support 

personnel (non-O&M) is often based on the number of O&M personnel. Staffing for 

trade supervisors are based on the total number of tradesman that are required. Once 

staffing requirements have been determined, they can be benchmarked against 

industry wide standards. See applicable sections of this document. 

(c) To determine staffing requirements, an availability factor must be 

derived. The availability factor is used to determine the actual man-hours that can be 

applied to O&M work once training, sick leave, vacation time, holidays, and 

discretionary time is accounted for. 

(d) Non-O&M staffing requirements can be based on roughly 15% of 

total PM requirements. Staffing organizational arrangements will vary widely 

depending on the specific needs of the activity. 

8-7. FACILITY OPERATIONS AND MAINTENANCE ACTIVITIES 

a. General. Operations and maintenance is the cycle of on-going, routine 

repair, alteration, maintenance and operation of the facility. Operating and 

maintaining health care and research facilities and associated common use areas is the 

responsibility of the facility manager. 

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b. Reliability Centered Maintenance. Reliability Centered Maintenance (RCM) 

is the integration of reactive maintenance (run-to-failure or breakdown maintenance), 

and proactive maintenance, such as preventive (interval based) maintenance and 

Predictive Testing and Inspection (PT&I), also known as predictive maintenance or 

condition based maintenance. RCM applies these three techniques in combination 

where each is most appropriate based upon the consequences of equipment failure 

and its impact upon organization mission, safety, environment, and Life Cycle Cost 

(LCC). This combination produces the required reliability at the minimum maintenance 

cost. RCM requires that maintenance decisions be based on maintenance 

requirements supported by sound technical and economic justification. 

c. Preventive Maintenance (PM). PM consists of regularly scheduled 

inspection, adjustments, cleaning, lubrication, parts replacement, calibration, and 

repair of components and equipment. PM is also referred to as time-driven or intervalbased maintenance. PM schedules periodic inspection and maintenance at pre-defined 

intervals (time, operating hours, or cycles) in an attempt to reduce equipment failures 

for susceptible equipment. It assumes that these variables can be determined 

statistically, and therefore one can replace a part due for failure before it fails. The 

availability of statistical failure information tends to lead to fixed schedules for the 

overhaul of equipment or the replacement of parts subject to wear. PM is based on 

the assumption that the overhaul of machinery by disassembly and replacement of 

worn parts restores the machine to a like-new condition with no harmful effects. 

(1) A routine maintenance plan is required on all major and critical 

equipment, major systems, and components. The plan shall provide procedures with 

detailed maintenance tasks and associated frequencies. It shall also include a master 

schedule indicating when maintenance tasks should be performed, so that work is 

spread evenly throughout the year. 

(2) Detailed PM procedures should include the time standard for each 

procedure (O&M manuals, manufacturer’s data, etc.), assignment of crafts or shops to 

each PM procedure, assignment of tools and materials to each PM procedure, and 

special notes and warnings. 

d. Predictive Testing and Inspection (PT&I), also known as predictive 

maintenance or condition monitoring, uses primarily non-intrusive testing techniques, 

visual inspection, and performance data to assess machinery condition. It can 

complement maintenance tasks with maintenance that is scheduled only when 

warranted by equipment condition. Continuing analysis of equipment conditionmonitoring data allows planning and scheduling of maintenance or repairs in advance 

of catastrophic and functional failure. The PT&I data collected is used in one of 

following ways to determine the condition of the equipment and identify the precursors 

of failure. PT&I does not lend itself to all types of equipment or possible failure modes 

and therefore should not be the sole type of maintenance practiced. The methods of 

analysis include: 

Trend analysis 

Pattern recognition 

Data comparison 

Tests against limits and ranges 

Correlation of multiple technologies 

Statistical process analysis 

e. Records and Documentation. The facility manager shall be responsible for 

maintaining the following maintenance records and documentation. This does not 

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preclude any additional documentation required for regulatory compliance or higher 

headquarters requirements. 

(1) Utility connection/Cutoff plans: Provide site and floor plans that 

indicate the main interior and exterior connection and cutoff points of all utilities. 

Plans shall contain enough information to enable someone unfamiliar with the facility 

to locate the connection/cutoff points. The plans shall indicate the room number, 

panel number, circuit breaker, valve number, etc., of each connection/cutoff point; as 

well as which system, portion of system, or area that connection/cutoff point controls. 

These plans are physically distinct from site and floor plans discussed above. 

(2) Warranty information: List each piece of equipment furnished by the 

construction contract and provide a cross reference to the written warranties. The 

equipment list shall indicate the duration of the warranty, start and end date of 

warranty, and point of contact for fulfillment of the warranty. Also list all maintenance 

required by the government to keep the warranty valid. 

(3) Equipment inventory: Provide major and critical equipment, major 

systems, and component inventory in hierarchical format. 

(4) Training requirements: Provide a list of recommended training 

related to operation and maintenance of each installed system including training which 

is available from the manufacturer or other source. 

(5) As-Built Drawing List: Provide a list of up-to-date as-built drawings. 

Include drawing number and title, and indicate where the drawings and specifications 

are physically located. 

(6) System description: Provide a detailed description of system 

composition and operation. Descriptive matter and theory shall include technical 

details that are essential for understanding the system. 

(7) Start-up and shutdown procedures: Provide step-by-step 

instructions to bring systems from static to operational status and from operating to 

shutdown status. 

(8) Normal operating instructions: Provide discussion of the normal 

operation and control of the system. Include operating norms i.e., temperatures, 

pressures, and flow rates expected to each zone and phase of the system. The 

information shall be supplemented with control/wiring diagrams and data. 

(9) System flow diagrams: Provide flow diagrams indicating system 

liquid, air or gas flow during normal operations. 

(10) Emergency operating procedures: Provide emergency procedures for 

equipment malfunctions and shutdown instructions for fire, explosion, spills, or any 

other contingency. 

(11) Environmental considerations: Provide a listing of 

systems/equipment which requires special environmental consideration, reporting, 

testing, analysis, or inspection to comply with Federal and related state/local 

environmental laws. Examples are backflow-preventer inspections, underground 

storage tank testing, etc. 

(12) Safety instructions: Provide a list of all personnel hazards and 

equipment safety precautions including recommended safeguards. 

(13) Provide a list of all major valves associated the system including 

valve type, number, function, and location. 

f. IMIT Systems 

(1) Computer Aided Design (CAD). It is required that CAD systems, or 

other automated techniques, be employed to maintain as-built drawings, and other 

records and documentation. 

(2) Computerized Maintenance Management Systems. It is the objective 

of USAMEDCOM to employ DMLSS-FM in all facilities. Typically, the Computerized 

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Maintenance Management Systems (CMMS) provides for storage and tracking of work 

orders, routine maintenance, labor information, inventory, and equipment information. 

This section provides guidelines to assist facility managers in determining the division 

of work between in-house personnel and contractors. Implementation of DMLSS-FM at 

a medical or research facility will result in a number of benefits which include reduced 

equipment downtime, better organization and access of information for accreditation 

inspections, such as JCAHO, CAP, and AAALAC, improved inventory management, 

increased labor efficiency, identification of chronic equipment malfunctions, centralized 

maintenance data, extended equipment life, and reduced maintenance costs. 

(a) Requirements of DMLSS-FM can be subdivided into those 

necessary to support accreditation inspections, those required specifically at Army 

facilities, and those related to data reliability, security, user interface, and information 

transferal and exchange. 

(b) Proper organization of utility systems data and reporting 

methodology are essential in supporting documentation for accreditation. Below is a 

list of reports that DMLSS-FM should include to meet this need: 

- Report listing all components and characteristics of utility systems. 

- Report detailing all work orders performed on critical systems, such as the 

emergency power system. 

- Work order summary report that includes description of problems, responses 

and associated response dates, and the name of the individual responding. 

- Report demonstrating trends of equipment failures, and how these failures are 

addressed. 

- Report summarizing the total work order history for the preventive 

maintenance program. 

(c) Successful implementation of DMLSS-FM is to a large extent 

determined by the following factors: 

- Accurate and up-to-date data collection on equipment, spare parts/materials, 

vendors, contractors, and personnel. 

- On-site training of users and managers. A minimum of 24 hours of input 

training and 16 hours of output training should be provided. 

- System commissioning under operating conditions by creating sample work 

orders, printing sample reports, etc. The software vendor should provide at least 40 

hours of system commissioning. 

(3) Nurse Call Systems. Many hospitals need to update or replace their 

antiquated systems. The ACSIE&FM and the Deputy Chief of Staff for Logistics have 

entered into a joint venture focusing on updating this critical communication system. 

Facility Managers and Chiefs, Property Management Branches should determine if their 

system needs updating or replacing. Such factors as reliability, maintainability, and 

technical obsolescence, should be considered. The nursing staff is a vital source of 

information on how the system meets their needs. Departments of Nursing may 

volunteer to assign a nurse project officer to evaluate the existing system and to 

recommend upgrades or replacements. 

(a) Nurse Call System Classification. Nurse call systems are personal 

property (fixed). See AR 735-5. The nurse call system is not considered as installed 

building equipment (DA Pam 420-11). 

(b) Funding. Nurse call systems must be purchased using Other 

Procurement Defense (OPD) funding under the MEDCASE program. Minor construction 

or repair funding cannot be used to purchase new, replace, or upgrade nurse call 

systems. The MEDCASE program pays for all equipment and installation costs. The 

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ACSIE&FM site preparation program pays for site preparation and utility rough-in 

requirement. 

g. Maintenance Contracts. Maintenance contracts are essential elements of a 

well-rounded facility management program. In most cases, the complexity of modern 

building equipment makes it unfeasible for maintenance personnel to handle all 

aspects of building maintenance. Many types of equipment require maintenance to be 

performed by specially trained personnel. Maintenance contracts can be administered 

as individual service contracts, comprehensive facility wide contracts, post wide 

contracts, and regional wide contracts. Typically, facility, post and regional wide 

maintenance contracts include routine and unscheduled maintenance, with provisions 

for repairs, and minor construction. 

(1) Contract Type: It is the responsibility of the FM to support and 

provide input into an analysis to determine the most cost effective type of contract to 

be used. Ultimately, the cost of the contract must be within the funding level provided 

by higher headquarters. 

(2) Major Repairs/Minor Construction (MR/MC): Provisions for minor 

construction and major repairs can be included as part of a facility maintenance 

contract. The level of participation by the maintenance contractor in MR/MC should be 

evaluated in terms of the capability of the FM to perform MR/MC through Job Order 

Contracting, DPW, and other locally available contract acquisition sources. 

(3) Division of Work: Maintenance work is divided into levels depending 

on the response time and work priority. Work that is not classified as routine 

preventive maintenance is considered demand maintenance. Each work order is 

assigned a priority to distinguish the most urgent response requirements from those 

that require less immediate response. The work order priorities are assigned on the 

basis of a particular piece of equipment. Each major and critical equipment item, and 

major system, or major system components will have a response priority assigned to 

it. The priority categories are as follows: 

(a) Priority 1, EMERGENCY: This is work that is required to correct 

an emergency condition detrimental to the facility mission or that endangers the 

health and welfare of the staff and patient and reduces the operational effectiveness. 

Corrective action for emergency work should start immediately and continue until 

completed. 

(b) Priority 2, URGENT: This is work to correct an unsafe condition 

that is not an immediate hazard to personnel, but must be initiated within the shift and 

completed within 5 working days. 

(c) Priority 3, ROUTINE: This is work to improve the operation of the 

facility that can be completed within 30 working days. 

(d) Priority 4, SCHEDULED: This is work that is not one of the above 

and can be accomplished within 120 days. 

h. Utility Management 

(1) Central Plant Operation. Utility management is the management of 

utilities (electrical, water, natural gas, etc.) necessary to maintain continuous 

operation of equipment and systems in a facility. In accordance with applicable 

regulatory and policy guidance, operation, maintenance, repair, and improvement of 

utility plants and systems, including water supply, electrical, heating and ventilation, 

refrigeration, fuel dispensing, and air conditioning systems is the responsibility of the 

facility manager in accordance with applicable regulatory and policy guidance. 

(2) Operator Training. It is the responsibility of the facility manager to 

maintain a current list of required operator training. 

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(3) Permits. The facility manager shall be responsible for maintaining a 

consolidated list of operator permits in accordance with current statutory and 

regulatory requirements. 

(4) Plant Management Systems. It is the responsibility of the facility 

manager to operate and maintain plant management systems in an efficient and cost 

effective manner. 

i. Energy Management 

(1) General. It is the responsibility of the facility manager to administer 

an energy management program for their respective facilities. Facility managers shall 

maintain an up-to-date monthly log of all utility metered readings. Reference the DoD 

Energy Managers Handbook. The Energy Policy Act of 1992 and Executive Order 

12902 established the DoD mandate of reducing facility energy consumption 30% by 

2005, compared to 1985 baseline levels. Executive Order 12123 increased that goal 

to a 35% reduction in 2010, compared to the 1985 baseline. These federal mandates 

also authorized alternative funding methods to finance costs associated with achieving 

the specified reductions. 

(2) ECIP. Energy Conservation Investment Program (ECIP) is a DoD 

military construction funded program for projects over $500,000 for improving the 

energy efficiency of existing Army facilities or constructing new, high efficiency energy 

systems. ECIP projects do not compete for resources with Army MCA or OMA 

requirements. DAIM-FDF-UE conducts an annual call for ECIP project submissions in 

the spring of each year. DD 1391s for ECIP candidate projects should be sent to the 

command headquarters by May of each year, so that they can be forwarded for 

consideration. Information in the DD1391 must include the cover sheet and a current 

well-supported Life Cycle Cost Analysis (LCCA) summary sheet. All appropriate 

savings from energy efficiency demand reduction, water conservation, reduced 

maintenance or manpower requirements, and utility rebates should be included. 

(3) The Energy Savings Performance Contract (ESPC). The long term use 

of energy savings and performance contracts in USAMEDCOM is pending additional 

guidance from DA and DOE. The Energy Policy Act of 1992 authorized private sector 

funding to accomplish energy saving retrofits in Army facilities. The ESPC is a 

contracting methodology in which a private contractor, called an Energy Services 

Company performs services such as facility energy audits, installation, operation and 

maintenance of equipment, technical services, and similar work in “partnership” with 

the Army. ESPCs generally function as Indefinite Delivery/Indefinite Quantity 

contracts in which the contractor identifies energy improvements, performs the work 

at a fixed price, and secures financing to pay for the improvements. The Army then 

repays this loan from the realized energy savings. ESPC can be used for any work that 

results in a simple payback of 10 years or less. The actual loan term can extend up to 

25 years. 

j. Space Management and Utilization 

(1) General. Space management is the process of identifying and 

projecting space requirements, identifying deficiencies, allocating available space to 

users in an equitable way, monitoring use, assisting users with space usage problems, 

and resolving space problems. Space management also addresses quality of space. 

Space management functions in USAMEDCOM facilities may or may not be a direct 

responsibility of the facility manager. However, the facility manager is responsible for 

reducing the cost of maintenance, repair, and operation of facilities through better 

space utilization and conservation, and avoiding unnecessary new construction 

projects. Space management ensures each user is assigned the appropriate space. 

When an activity obtains excess space, waste of scarce and expensive resources 

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occurs due to under utilization. Conversely, over utilization occurs when an 

organization occupies less space than actually authorized. The costs of incorrect 

utilization may be additional utilities and maintenance funds and potentially degraded 

performance of a unit that could be occupying more productive space. 

(2) Goal and Objectives. The space management goal of the AMEDD is 

straightforward and tasks commanders to use facilities in the most effective way for 

cost and mission accomplishment. Space is a resource that requires management. 

Failing to manage this resource can result in a loss of productivity and scarce funds. 

In support of the space management goal, the AMEDD has adopted the following 

objectives. 

(a) Use existing facilities, property, and space in an efficient manner. 

(b) Reduce the need to construct or otherwise acquire facilities by 

using existing facilities. 

(c) Determine any shortfalls or excesses of assigned facilities and 

space consistent with activity mission. 

(d) Eliminate uneconomical, high maintenance facilities. 

(e) Take action to deal with shortfalls or excesses. 

(f) Eliminate off-post leasing. 

(g) Dispose of land, facilities, or space that is excess to our needs. 

(3) Process. The process to conduct space management and includes: 

(a) Establishing a space utilization inventory by department or 

activity. 

(b) Calculating space requirements by department or activity. 

(c) Identifying space allocation deficiencies and excesses by 

department or activity. 

(d) Developing and evaluating space management options. 

(e) Implementing space management decisions. 

(f) Establishing a space utilization committee that is chartered to 

manage all space utilization issues. 

k. Integrated Modular Medical Support System (IMMSS) 

(1) General. The intent of IMMSS is to provide a quality interior 

furnishings system for USAMEDCOM facilities worldwide. IMMSS is a demountable and 

relocatable furniture, furnishings and equipment system composed of components, 

including but not limited to panels, rails and vertical and horizontal wall supports, work 

surfaces, storage units and electrical and plumbing hardware, that is panel/rail/wall 

support connected and supported to provide work stations and combined to meet 

various functional requirements of the facility. These products enable facilities to 

avoid product obsolescence due to changes of operation, equipment and personnel 

needs. IMMSS respects this intent and provides maximum product integration and 

flexibility to accommodate changing medical technology and functional requirements. 

The products are durable, flexible, safe, have a professional appearance and are 

functional within the healthcare setting. IMMSS coordinates and complements the 

building design and other furnishing items within a facility. 

(2) Product capability. A wide selection of components is provided to 

meet clinical, administrative, pharmaceutical and lab system, nurse station and 

material handling requirements. Products are modular and capable of being relocated 

anywhere within the facility. Components are designed to accommodate material 

movement in areas of large material flow. The complete line of products benefits the 

entire facility from multi-occupancy admin offices to clinical need areas. IMMSS 

provides the ability to relocate workstation components from one location to another 

as functions change. There are four advantages of this contract that will complement 

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construction and renovation projects. This contract is especially beneficial when used 

in conjunction with a USAMEDCOM renewal project or a restoration, modernization 

project. A one time Federal Prison Industries waiver/exception is required. (Note: 

The waiver requirement is frequently reviewed and the process can change. Contact 

HFPA for current guidance). Various support services include: 

- Design Services 

- Restorative Services 

- Inventory services 

- Reconfiguration services 

- Panel fabric replacement services 

- Clinical and functional analysis services 

- Trade-in services 

- Transportation Services 

- Warehousing Services 

- Extended Installation 

(3) Property Designation. Equipment provided under IMMSS is 

considered “personal property” not “real property” in accordance with AR 735-5. This 

means activities are required to use their core budget capital expense equipment 

program funds. Some exceptions may apply, (in some cases, IMMSS product may be 

procured with Initial Outfitting funds or transition funds when purchased under a 

MILCON or Capital Investment project). Under certain circumstances, extended 

installation resulting in modifications to the facility (real property) may be funded by 

alternate sources. However, IMMSS is predominantly personal property and 

considered equipment and paid for by the activity. Facility Managers will not normally 

use their "K" dollars provided by USAMEDCOM to purchase IMMSS. There are some 

exceptions regarding the extended installation portion of the work if the extended 

installation repairs or alters real property and existing real property installed building 

equipment. Please contact HFPA if you have questions. 

l. Building Inventory Management 

(1) Conversions and Diversions. The DPW has the primary responsibility 

for management, acquisition, and disposal of real estate (DA Pamphlet 420-9). 

Conversions and diversions are spelled out in AR 405-70, paragraph 3-6. A conversion 

is a permanent change to a facility's design CATCODE. A diversion is a temporary 

change to a facility's current use CATCODE. Real property requirements for demolition 

and disposal are covered in AR 405-90. These actions are the responsibility of the real 

property specialist in the DPW. Conversions and diversions of facilities are defined in 

AR 405-70. Conversion and diversion of MTF require approval of the USAMEDCOM. 

(a) AR 405-70, paragraph 6-3.d. (10) states: “Diversion or 

conversion of facilities initially constructed or subsequently converted to a Medical 

Treatment Facility will not be converted or diverted without approval of the 

USAMEDCOM for United States based facilities, or the appropriate medical command if 

OCONUS. See AR 40-2, paragraph 1-10.” 

(b) AR 40-2, paragraph 1-10.b states: “Buildings initially 

constructed or subsequently converted to house MTF or AMEDD personnel will not be 

altered, modified, or diverted from their original use without prior authority of the 

USAMEDCOM. Authority for conversion without provision for reclaim in the event of a 

requirement will be granted by USAMEDCOM where no present or future medical 

requirement exists. Approval of the USAMEDCOM will also be obtained prior to making 

any major changes in the functional arrangement or layout of any part or portion of an 

MTF. MTF include hospitals, troop clinics, laboratories, dental and other clinics, and 

quarters specifically constructed for AMEDD personnel, including civilian personnel.” 

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(c) USAMEDCOM or Major Subordinate Command approval of a 

major repair or minor construction project constitutes approval of a major change in 

the functional arrangement or layout of an MTF. Based on AR 405-70, paragraph 3-

6.e, and AR 40-2, paragraph 1-10.b, requests for conversion require the following 

items: 

- Facility number 

- Existing design use CATCODE 

- Proposed design use CATCODE 

- Justification 

- Date of proposed conversion 

- Signature of the installation commander 

- Approval from installation medical commander 

- Statement that the Integrated Facilities System Mini/Micro 

(IFS-M) and real property records will reflect the diversion 

(d) Or the following three items: 

- An unexecuted, but completed, DA Form 337 

- Signature of the installation commander 

- Approval from installation medical commander 

(2) Category Codes. Category codes (CATCODE) identify the facility class 

and the facility category group. Category codes for various types of facilities can be 

referenced in AR 40-2. 

(3) Demolition. The DPW real property specialist must get predisposal 

clearances for all hospital and medical facilities before they finalized the disposal and 

demolition of the MTF buildings. AR 405-90, paragraph 6-4.d. states: “The 

USAMEDCOM must concur in the disposal of hospitals and medical facilities under its 

control. (See AR 40-2) Disposal of such facilities not under the USAMEDCOM must 

have prior approval of the appropriate MACOM.” Based on AR 405-90, paragraph 6-

4.d., and AR 40-2, paragraph 1-10.b, requests for predisposal clearance of a MTF must 

include the following: 

- Name of installation 

- Facility number and installation number 

- Gross square feet and UM2 of the facility 

- Facility type (permanent, semi-permanent, & temporary) 

- Design use and current use CATCODE 

- Original cost and year built 

- Justification 

- Statement of how long the facility has been vacant 

- Date of proposed disposal 

- Signature of the installation commander 

- Approval from installation medical commander 

(4) Integrated Facilities System Mini/Micro (IFS-M). All buildings, 

including medical, are reported in the installation's IFS-M by the Public Work's (DPW) 

Real Property specialist. Information in the IFS-M database includes size, age, 

available utilities, building materials, user, original cost, and capitalized improvements. 

Every quarter, the DPWs real property records are downloaded to the Center for Public 

Works, at Ft. Belvoir, where all of the Army's real property records are kept on a 

system called Headquarters Integrated Facilities System (HQIFS). The Pentagon and 

Department of Army staff has access to the real property records through HQIFS. The 

HQIFS data is used by numerous decision makers and was extensively used during 

BRAC. Decisions regarding mobilization expansion capability, facility investment 

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potential, and infrastructure readiness are based in part on HQIFS data. These 

decisions may negatively impact on your facility if the HQIFS data is not accurate. 

(5) Building Ownership. All buildings at your installation are “owned” by 

the installation Commander. The installation Commander has a Memorandum of 

Understanding (MOU) and an ISSA with the Medical Commander for the use of 

buildings at the installation. The DPW provides services (fire protection, security, 

utilities, real property IFS-M reporting, and possibly others, such as maintenance) 

based on the MOU and ISSA. 

(6) Approval Process. The only person at the installation who can change 

the use of a building in the IFS-M database is the Real Property specialist. The Real 

property specialist has to obtain permission from their higher headquarters to change 

the use of buildings. Changing a building to, or from, a medical use category code 

needs approval from HQ USAMEDCOM, ACSIE&FM. ACSIE&FM also coordinates all 

VETCOM and DENCOM conversion requests for approval. 

(7) Leases. Leases for additional space off post must be processed 

through the DPW and the local District Army Corps of Engineers. The lease process 

requires a minimum of 6 months lead-time. All Army leases are required, by law, to 

be processed through the Army Corps of Engineers. 

(8) Relocatable Buildings. A Relocatable Building is designed for the 

specific purpose of being readily moved without structural damage and a minimum of 

refurbishment. The Army uses the term "Relocatable Building" to describe any of 

several types of structures including office trailers, modular buildings, prefabricated 

buildings, pre-engineered buildings, etc. The method of construction is secondary to 

the fact that the structure can be readily moved. For additional information refer to 

AR 415-15 (Army Military Construction Program Development and Execution) and AR 

420-18 (Facilities Engineering Materials, Equipment, and Relocatable Building 

Management). 

(a) Relocatable Buildings may be obtained to meet both temporary 

and permanent facility needs. However, the acquisition procedures are distinctly 

different. 

(b) A Relocatable Building acquired to meet a permanent facility 

requirement is acquired as real property in accordance with AR 415-15. Provided the 

total cost of the building including site preparation is less than the new construction 

authority limit delegated to the installation, the building may be acquired using the 

same approval process as any USAMEDCOM Operation and Maintenance, Defense 

(OMD) Minor Construction project. If the total cost of the building or group of 

buildings is equal to or above the new construction authority limit delegated to the 

installation, the building is acquired as a MEDICAL MILCON project or an MCA project. 

Early coordination with the installation DPW is essential to insure site approval. The 

building will become installation Real Property upon completion as with any 

construction project. 

(c) A building acquired to meet a facility requirement of less than 3 

years must be obtained as personal property in accordance with AR 420-18 dated 3 

January 1992. This regulation states that installation Commanders may lease 

relocatable buildings in association with Real Property Maintenance Activity (RPMA) or 

DPW funded maintenance, repair, or construction projects, provided the use is solely 

for furnishing temporary accommodations for personnel or functions during project 

execution. Specifically excluded from the AR 420-18 approval process are building 

types and forms provided as an integral part of a mobile equipment item. In these 

cases where the building is an incidental part of a mobile equipment item such as a 

communication van or blood mobile, the following approval process does not apply. 

Other temporary uses require approval at the MACOM level or higher. 

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(d) Appendix B of AR 420-18 specifies the details of a request for use 

of relocatable buildings and should be submitted to the ACSIE&FM. Although there is 

no limit on the size of the project, approval levels are generally based on project size 

with the top approval level at the Assistant Secretary of the Army for Installations, 

Logistics and Environment. An economic analysis is required to insure that all 

alternatives have been considered including lease of off post facilities (if feasible), 

lease on post, and purchase. Appendix B of the regulation also explains funding 

options, which include OPD MEDCASE, and RDTE for the purchase option and OMD and 

RDTE for the lease option. Again, early coordination with the DPW is required to 

determine if existing facilities are available and to insure site approval. 

(e) The activity is not allowed to "keep" the building if purchased as 

personal property. Disposal and an approved reuse are the only options available at 

the end of the approved period of use. In extremely rare instances a relocatable 

building may be converted from personal property to real property with approval 

through the funding MACOM, the Center for Public Works and the Office of the 

Assistant Secretary of the Army for Installations, Logistics, and the Environment. 

m. Equipment Site Preparation 

(1) General. Equipment site preparation is a responsibility of the facility 

manager. Facility managers are required to coordinate and develop projects for 

installation of MEDCASE equipment. Prior to delivery and installation of the 

equipment, certain utility and/or facility modifications are required. To efficiently 

implement equipment site preparation projects, it is important the facility manager be 

knowledgeable of equipment purchases well in advance of equipment arrival at sire. It 

is the facility manager’s responsibility to ascertain all equipment purchases, and 

review, program, and budget for their associated site preparation. Installation 

normally consists of physically attaching the equipment to the real property facility 

(building) and providing devices, plumbing, cabling, or wiring necessary to attach the 

equipment to the existing utility systems or those utility outlets previously made 

available through site preparation. Costs for the transportation, assembly, installation, 

calibration, and testing of equipment will not be included in the request for site 

preparation funding. 

(2) Work Limitations. Prior to delivery and installation of the equipment, 

certain utility and/or facility modifications may be required. Only that work which is 

specifically required to make the piece of equipment operate is eligible to be funded as 

site preparation. Work generated for aesthetic or functional reasons will not be 

included in equipment site preparation projects. The preparation of site may include, 

but is not limited to, items such as: 

(a) Secondary utility work necessary to connect the equipment to 

existing utility services within the building. This work lies between the primary entry 

or source within the building and the room in which the equipment is to be placed. 

(b) Installation of air conditioning for types of equipment where the 

manufacturer's written specifications states that the equipment must be operated in an 

air-conditioned space and provides temperature and/or humidity parameters which 

cannot be sustained by existing air conditioning. 

(c) Provision of false floors or platforms required solely for the 

operation of the equipment. 

(d) Installation of required shielding for electromagnetic radiating 

devices such as X-ray machines and linear accelerators. 

(3) Project Approval and Funding Procedures. Project approval and 

funding procedures are: 

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(a) USAMEDCOM FORM 255-R (OMD-Funded Equipment Site 

Preparation Project Request) will be used to justify all equipment site preparation 

submitted for USAMEDCOM funding. 

(b) An approved work request form (DA Form 4283) showing 

evidence of DPW approval and cost summary. 

(c) A copy of DPWs detailed cost estimate showing the work items 

segregated into the various engineer work classifications: Maintenance/Repair, Minor 

Construction, and Equipment-In-Place. Most work eligible for funding as site 

preparation will be classified as “non-construction” {i.e., engineer's Real Property 

Services (RPS) account} by the DPW. The DPW is responsible for properly segregating 

and classifying all work. This guidance is applicable to new equipment ($100,000 and 

greater in price) purchased through the MEDCASE/Super CEEP Program, excess 

equipment approved for relocation to satisfy MEDCASE/ Super CEEP requirements, and 

other equipment on a case-by-case basis. Any site preparation project under $1,000 

will be funded from local resources. All site prep projects over $1,000 will be 

submitted for site preparation funds. Refer to USAMEDCOM Regulation 700-2, 

Operation and Maintenance, Army (OMD) Equipment Site Preparation Program. 

(4) Project Execution. Once design and project execution has been 

funded by ACSIE&FM in accordance with the USAMEDCOM Form 255-R (DHP-Funded 

Equipment Site Preparation Project Request) submitted by the medical activity, 

request for additional funds will be made in writing. Prior to incurring any additional 

obligations for which ACSIE&FM reimbursement is expected, the ACSIE&FM Program 

Manager must be consulted telephonically to ascertain the availability of funds and the 

appropriateness of the expense. Activities are not authorized to reprogram funds 

provided for a specific project to any other requirement unless such reprogramming is 

approved by the ACSIE&FM Program Manager in writing. Activities are required to 

intensively monitor site preparation projects and report excess funds to the ACSIE&FM 

Program Manager. Projects including maintenance and repair items (RPMA Account) 

will contain a statement by the activity (facility manager) that funds will be provided to 

cover these requirements. 

(5) Preplanning, Coordination and Design. Preplanning and coordination: 

The actual “installation” of equipment normally begins after receipt, acceptance, and 

issue of the item to the user: however, proper planning and preparation will be done 

before receipt so timely installation can occur. In most cases, site preparation should 

be planned and completed prior to the equipment delivery date. Early planning and 

coordination with the DPW to determine a realistic date when site preparation will be 

completed will assist in establishing a delivery date for the equipment. Design can be 

initially funded by the MTF from their regular resource distribution, if available. The 

cost of design should not exceed six percent of the estimated project cost. Upon 

approval of final design, the cost for design will be reimbursed along with project 

funding. 

n. Support Agreements 

(1) Inter-Service Support Agreements (ISSA): The FM should reference 

DD Form 1144 and AR 5-8. The ISSA designates a supplying and receiving activity, 

and governs services required from the providing agency to the receiving agency. As 

such, resource managers and Commanders or their designated representatives usually 

sign it. The proponent for the ISSA is Resource Management. For each support 

category, a basis for reimbursement and estimated reimbursement amount are 

provided. Support categories that are usually related to facility management functions 

are: 

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- Common Use Facility Operations, Maintenance, Repair and Construction 

- Facility Maintenance and Repair of Real Property and Space Management 

- Utilities 

(2) MOA. The FM should include the following when developing a draft 

MOA: 

- Detailed Standard Level of Service (Includes compliance standards, such as 

JCAHO, response times, quality assurance) 

- Quantity 

- Frequency 

- Basis for Reimbursement (Includes basis of payment, method of payment 

transfer, rate scheme) 

(3) Basis for Reimbursement. Basis for reimbursement can be 

complicated when installation facility support services are supplemented with contract 

support services. The FM is responsible for working with the RM and the supplying 

agency, in most cases the DPW, on development of a basis of reimbursement that 

offers the greatest economy, efficiency, and flexibility. Costs, such as annual fees, 

special service rates, and internal and external overhead, may be immediately 

apparent from the ISSA reimbursement schedule. A clause should be included giving 

the receiving agency, such as the MTF, the authority to us an alternate supplier, such 

as an outside contractor, if the supplier cannot meet the conditions stipulated in the 

ISSA. This is commonly referred to as right of first refusal. 

8-8. PROJECT MANAGEMENT 

a. General: Project management consists of planning, programming, 

budgeting, and executing sustainment, restoration and modernization projects. This 

section applies to major repairs for projects over $25,000. Projects that are under 

$25,000 are considered minor repairs. Minor repairs are managed as part of the 

activity’s recurring maintenance and minor repair program (i.e., R-Line distribution). 

b. Minor Construction: Reference 10 U.S.C. Section 2805 (Public Law 107-

107), AR 420-10, Management of Installation Directorates of Engineering and Housing, 

2 Jul 87, and AR 415-15, Army Military Construction Program Development and 

Execution, 30 Aug 94. The threshold for minor construction projects is $750,000. 

c. Life, Health, or Safety: A special threshold for minor construction projects 

to correct life, health, or safety deficiencies became effective with Section 2801 of 

Public Law 107-107. Effective with the President signing the FY02 Defense 

Authorization Act, Section 2805 of Public Law 107-107 provides special threshold for 

unspecified minor construction projects to correct life, health, or safety deficiencies. 

The new limits are not retroactive. The new limits are as follows: 

(1) The minor MCA subsection of the Law adds the following: "However, 

if the military construction project is intended solely to correct a deficiency that is lifethreatening, health-threatening, or safety-threatening, a minor military construction 

project may have an approved cost equal to or less than $3,000,000." 

(2) The O&M section of the Law is changed to the following: 

(a) $1,000,000, in case of an unspecified military construction 

project intended solely to correct a deficiency that is life-threatening, healththreatening, or Safety threatening; or 

(b) $500,000, in the case of any other unspecified military 

construction project." 

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(3) MACOM Commanders can approve the new O&M limit or delegate it to 

their installations (Note: Approval authorities may change under the Installation 

Management Activity (IMA) transition in Oct 02). Delegation of approval authority is 

to be in writing. The new special threshold does not change any other approval limits 

or work classification requirements. The local DPW maintains the responsibility for 

work classification. However, it is the responsibility of the Facility Manager to justify 

deficiencies that are questioned by the DPW. ACSIE&FM will assist the MTF in stating 

the life-threatening, health-threatening, or safety-threatening deficiencies and endorse 

the need for valid projects. Unspecified Minor Construction (UMC) projects will be 

submitted to: 

Health Facility Planning Agency (HFPA) 

5109 Leesburg Pike, Suite 679 

Fall Church VA 22041-3258 

UMC projects must be accomplished with photos, clear description of the project 

requirements, and justification identifying the life-threatening, health-threatening, or 

safety-threatening deficiencies. 

d. USAMEDCOM Approval Process: Any major repair project must be 

submitted on a USAMEDCOM Form 234-R (MCFA). This form must be completed with 

all the necessary coordination and signatures. All projects will be submitted to the 

MSC for validation, approval and regional prioritization. Upon approval, the MSC will 

prioritize and fund the project based on funds available and if it is within specified 

funding range. Currently, this range is $25,000 to $300,000. Projects greater than 

$300,000 will be forwarded by the MSC directly to ACSIE&FM for approval. The 

ACSIE&FM will release funds for approved projects. Projects will be funded in 

accordance with the USAMEDCOM prioritizing scheme and the MTFs ability to execute. 

e. Department of the Army Approval Process. Any major repair project must 

have an approved DA 4283 work request for the work being performed. An approved 

DA 4283 must be signed by authorized DPW personnel for the construction of the 

project. Work classification ("K" & "L") should be identified on this document. If the 

repair ("K") work exceeds $3M or the work exceeds 50 percent of the replacement 

value of the facility, then a Maintenance and Repair DD 1391 must be developed and 

approved by the Department of the Army. Form DD 1391s are developed by the local 

DPW and forwarded up to the regional IMA. The Regional IMA will review the 1391 

and forward the 1391 to Headquarters, IMA who forwards the 1391 to the Army Chief 

of Staff for Installation Management (ACSIM). Final approval is given by the Assistant 

Secretary of the Army (ASA) Installation and Logistics. If the repair 1391 exceeds 

$7.5 Million, then Congress must be notified 21 calendar days before project approval 

is given by Assistant Secretary of the Army (Installation and Logistics. 

f. Medical Facility Support Program. The Medical Facility Support Program 

allows FMs and USAMEDCOM DPWs access to a number of innovative and costeffective operations, maintenance, repair, minor construction contracts as well as a 

variety of facility-related services. The compilation of these contracts is called 

“toolbox”. Toolbox contracts are in place at selected contracting activities called 

“Medical Support Teams” (MSTs) that meet the regulatory requirements under the 

Economy Act and Intra-DoD Offloading. The USAMEDCOM and has established MOUs 

with MSTs. This allows MTFs to obtain operations and maintenance and other support 

services on a timely and cost effective basis. The DPW must be offered reimbursable 

projects prior to obtaining the services from alternate sources. Toolbox allows the FM 

and DPW a way to accomplish mission requirements. The USAMEDCOM TOOLBOX 

manual provides guidance on planning, executing, and administering work within the 

Medical Facility Support Program. 

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g. Responsibilities. 

(1) HFPA. HFPA has the responsibility for management of project support 

services and the toolbox program. HFPA will: 

(a) Identify MSTs to provide the acquisition and 

engineering/technical support for toolbox and negotiate MOUs. 

(b) Identify and provide scopes of work to MSTs for those services 

that are required by FMs support operations and maintenance. 

(c) Issue and maintain the toolbox manual. 

(d) Provide technical assistance to the FMs using project integrators. 

(e) Provide review and prioritization of projects for submittal to the 

USAMEDCOM SRB. 

(f) Coordinate COR duties in support of the contracting officer. 

(g) Provide technical assistance to FMs in preparation of development 

of work plans and cost estimates. 

(h) Review request for contract services form FMs and forward to 

PSA. 

(2) Facility Managers. FMs will: 

(a) Develop internal procedures for implementation of toolbox 

contracts. 

(b) Establish working agreements wit the DPW and other host 

installation support activities for processing work requests and obtaining approval for 

reimbursable projects. 

(c) Identify to HFPA any additional services desired for inclusion into 

toolbox. 

(d) Insure the complete requests for services packages are prepared 

for processing through the MSTs. 

(e) Maintain a file of each delivery order issued by the PSA for the 

activity. 

(f) Provide required level contract management of each project. 

(g) Provide the PSA a receiving report or completion of services 

statement, as required. 

(3) DPW Interface. The DPW must: 

(a) Receive requirements for the FM. 

(b) For approval of repair work or new work, return approval to the 

FM with a DPW signed work request, DA 4283, showing work classification, K, L, etc. 

(c) Accomplish work by: 

- In-house work forces or other pre-established contracts. 

- Competitive bid. 

- Accomplish work using toolbox contracts. 

h. Work Plans. Work plans are an alternative means of project execution in 

lieu of the lengthy process of full-scale project design and execution. The contractor 

generates a work plan for the project based on a site visit and a written scope of work. 

This work plan is provided to the FM for review and comments. The FM must obtain all 

local reviews and coordinate the return of all comments. The work plan includes these 

items. Some of these can be waived on small and uncomplicated projects. 

(1) Executive summary providing a brief description of the work 

(2) Narrative description of work required, referencing study and 

design calculations 

(3) Sequential listing of steps required for the project execution 

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(4) Work schedule 

(5) Drawings, as applicable 

(6) Standards and engineering specifications 

(7) Engineering calculations and analysis 

(8) Scope of work 

(9) Material take-offs 

 (10) Catalog cuts and equipment specifications 

 (11) Manufactures and installation procedures or execution 

specifications 

 (12) Outline of training 

 (13) Outline of O&M documentation 

 (14) Video of site 

i. Work Plan Coordination. Reviews and coordination of these work plans 

and/or design must be efficiently accomplished in order for toolbox major repair and 

minor construction projects to. This reduces the need for costly modifications and 

delays during the construction phase. All functional areas should be involved in the 

reviews. Reviewers will screen proposed work plan for conflicts and/or omissions 

within their functional area. They should provide written comments in the Corps of 

Engineers comment review format (Dr. Check’s software program, www. Projnet.org) 

within the suspense time set for the review by the Facility Manager. The Facility 

Manager will compile and forward comments to the appropriate Corps of Engineers 

District. The work plans should be reviewed in the following functional areas as 

applicable to the size and type of project: 

FUNCTIONAL AREA REVIEW AGENCY

- Facility O&M Facility Manager 

- Physical Security Phys Sec Br/ PMO 

- Information Systems Info Mgmt Office 

- Environmental Health Occupational Health 

- Safety Safety Officer 

- Fire Safety DPW 

- Environmental Assessment DPW 

- Historical Compliance DPW 

- Utility System Standards DPW 

- Mechanical System Standards DPW 

- Technical Engineering Criteria DPW 

- Installation Design Guide DPW 

8-9. FACILITY REPLACEMENT 

a. Regulatory Basis. AR 415-15, Army Military Construction Program 

Development and Execution, establishes Army policies, responsibilities, and procedures 

for the development and execution of MCA and Unspecified Minor Military Construction, 

Army programs. Section 1-20 of AR 415-15 specifies responsibilities of The Surgeon 

General in Medical Military Construction Programs. DA Pam 420-9 shows an MCA 

program development flow chart, illustrating the process for MCA program design 

through execution. 

(1) Projects for construction of new or replacement facilities costing more 

than $750,000 must be submitted to Congress for funding if their costs exceeds 

specified limits. The process for preparing the documentation for Congress is known 

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as construction programming. Typically the installation master planner who works 

within the Directorate of Public Works prepares this documentation. Installation 

master planning supports the process by coordinating and preparing the 1391. 

(2) Construction programming is divided into several funding categories. 

The medical construction program (MED MILCON) is used to fund construction of new 

clinics, hospitals, medical training facilities, and medical research facilities. MCA is 

used to fund the construction of barracks, administrative buildings, childcare centers, 

and many other types of non-medical projects. 

b. Requirements Identification. Identifying requirements for the MED MILCON 

program is the responsibility of the entire Army Medical community. Once identified, 

MED MILCON projects are included in the Future Years Defense Plan. The objective of 

a 50-year life cycle for the medical infrastructure can only be achieved if requirements 

for construction projects are identified early in the planning process and supporting 

documentation is carefully completed. 

c. MED MILCON Development. To develop the MED MILCON Program, each 

year the OSDHA requests a prioritized listing of all requirements for MED MILCON 

projects for a six year period. The Army’s listing of projects is developed by the Major 

Subordinate Commands and submitted through the USAHFPA and the Army Staff to 

ASD/HA. Typical projects include: 

(1) Complete replacement of a facility. Criteria for a justification for a 

replacement facility include: 

- There is an additional mission. 

- The current facility is substandard and cannot pass accreditation 

(even if the Life safety Upgrades (LSU) or Addition and/or Alteration (ADAL) is 

performed. 

- An economic analysis identifies a new facility as more cost effective 

than the LSU or ADAL. 

(2) Consolidation of two or more freestanding facilities. Consolidations 

generally occur when two or more facilities are required for one mission. Justification 

for consolidation depends on the condition of the facilities and the impact numerous 

facilities have on the mission. 

(3) Addition and/or alteration (ADAL) to an existing facility. An ADAL is 

required when space, services, or systems are required in addition to the existing 

facility. This assumes that the existing facility is in adequate or repairable condition. 

(4) Life safety Upgrades (LSU): LSUs are required when NFPA standards 

are not met, or when the facility cannot obtain JCAHO accreditation. Generally, JCAHO 

accreditation is not obtained due to facility deficiencies, which cannot be remediated 

with simple repairs or corrections. 

d. Documentation. Documentation required for MED MILCON projects is: 

(1) Project Planning Package/1391. DD Form 1391 is the form that 

officially requests project authorization and appropriation by Congress. As soon as a 

MED MILCON requirement is identified, a DD Form 1391 should be initiated. The MED 

MILCON program is a six-year program. The fiscal year of execution of a MED MILCON 

project can be estimated to be six years from the time of project identification. The 

fiscal year of execution will be adjusted annually, as the MED MILCON project 

develops. With few exceptions, such as a Congressional insert, DoD requires that 

project identification be at the 35 percent design (concept) stage before the DD Form 

1391 is submitted to Congress. 

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(2) Project Narrative. Project Narrative summarizes the sizing decision 

process, siting, significant planning information and results. 

(3) PFD. Program for Design, (PFD), space program, including the 

required number of parking spaces. 

(4) Equipment Planning. Defense Medical Facilities Office (DMFO) is 

responsible for planning for installed (built-in) medical and dental equipment and the 

associated MILCON budgeting to support this requirement. DMFO shall provide the 

using Military Department with an initial equipment listing based on the Program For 

Design for their review and input prior to furnishing the document to the Design Agent. 

Each equipment list may be tailored or modified by the using Military Department as 

appropriate. Equipment in Logistical category Codes E and F may be altered by the 

using Military Department if funding source requirements are not exceeded. 

(5) Project Book. The Project Book (PB) summarizes existing site 

conditions and utilities. The following information, at minimum, is required: 

(a) Area maps, location maps, site location, site description (to 

include grades, gates, etc), style of architecture, construction season limitations, 

seismic, wind and snow considerations, SOFA, host country agreements, soil and 

foundation conditions, utility conditions (water, sewer, power, steam, electrical 

capacities and location), site restrictions (airfield, AICUZ potential helipad 

approach/departure zone obstructions, flood land, rights-of-way, etc.), and National 

Capitol Planning Region (NCR) considerations, etc. 

(b) Utility availability, existing fuel sources, central heat or chilled 

water systems and capacities, power service characteristics and locations, electrical 

distribution, water and wastewater considerations. 

(c) Environmental impact requirements, archaeological and historical 

considerations, explosive ordinance locations, contaminated soil (fuel, asbestos, etc.), 

coastal zone considerations, wetlands and watershed considerations, threatened and 

endangered species considerations, water quality, air quality, asbestos contamination, 

protection of natural resources information, and any other EPA or OSHA considerations 

necessary which might impact the MILCON project. 

(d) Security requirements, contingency or BLAST considerations. 

AT/FP requirements. 

(e) Fire protection considerations, such as accessibility and water 

supply. 

(f) Communications, information or data systems, telephone and 

signal interface requirements for fire, police, etc., telephone switch capacities and line 

availability for MILCON project, Energy and Utility Monitoring and Control System 

(EMCS, UMCS) interface, master antenna, cable TV and closed circuit availability, 

computer interface, and all other similar or useful information. 

(g) Preliminary analysis of replacement versus addition/alteration 

where requested by DMFO. 

(h) Completed site survey. 

e. MILCON Project Space Management: The MILCON replacement of a facility 

always draws auditors and high-level command interest and requires special emphasis. 

The cost-effective reuse/demolition of the old facility is always one of the major items 

of interest. It is mandatory to complete the following procedures at least 12 months 

prior to occupancy of the new facility. Once completed, update the process 

periodically until final disposition of the old facility occurs. 

(1) Establish a space utilization inventory for new and existing facilities 

by department or activity. The space inventory already exists for new facility in the 

form of the PFD. The PFD is the space program that the architect used to design the 

new facility. The PFD identifies assigned personnel (included are the contract and 

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partners if identified during the programming stage) and the room or space required 

by these personnel and their activities. If the MTF does not have an existing inventory 

of assigned space, the MTF must develop it. If a building is excess, determine only the 

buildings gross area. This will identify all known excess facilities and provide a 

departmental inventory of assigned space for all activities not included in the new 

facility. 

(2) Calculate space requirements by department or activity. This 

requirement already exists in the PFD. The HFPA prepare the PFD to meet the DoD 

medical space planning criteria. The only activities not covered by the PFD should be 

as a result of new missions or activities purposely not included in the new 

construction. Calculate the space requirements for these activities using the DoD 

Medical Space Planning Criteria (MSPC). This criterion exists in a PC-based, 

automated format that is available from HFPA. The DoD MSPC is contingent upon 

optimal conditions at a medical center. Because of this, you may find that the criteria 

are above what your MTF actually requires. This will not be unusual especially at 

community hospitals. In those instances, use your professional and clinical common 

sense to establish a requirement that meets the needs of your activity. There should 

be few, if any, instances where the planning criterion does not provide sufficient space. 

(3) Identify space allocation deficiencies and excesses by department or 

activity. This step is simply a comparison of the space inventory versus the space 

requirements. This will identify space deficiencies and excesses. 

(4) Develop and evaluate space management options. There are 

basically three ways to satisfy space deficiencies. 

(a) Consolidate into the best existing facilities. The activity must 

begin by evaluating existing facilities to determine if any remaining facilities can satisfy 

the space deficit. If renovation is necessary, compare the renovation cost to the cost 

of new construction and leasing. If renovation is the most cost-effective solution, the 

activity must consolidate into the best facilities. In no instance will a World War II 

wood building be acceptable as a medical facility. Vacate all World War II wood 

buildings as soon as possible and find other facility solutions to replace them. 

(b) New construction, permanent, or temporary: If acceptable 

existing facilities are not available, take steps to initiate new construction projects. 

This can be done as a submission to our minor construction program (greater than 

$25K but less than $750K of new work); the Unspecified Minor Construction Program 

(greater than $750K but less than $1,500,000); or the construction is not possible in 

the required time, a temporary facility may be the interim solution. In all instances, 

an Economical Analysis of renovation versus new construction versus lease must be 

available. 

(c) Lease. If leasing is a viable option, the Economical Analysis must 

prove that it is the most cost-effective solution. 

(5) Excess space: Identify all excess buildings to the installation as 

excess to medical requirements. Do this only after coordination with our Director of 

Healthcare Operations and the Assistant Chief of Staff for Installations, Environment, 

and Facility Management. The DA medical requirements such as TOE hospital 

movement or mobilization requirements, not yet known by the MTF or the installation, 

may be available at USAMEDCOM headquarters. As per AR 40-2, Army Medical 

Treatment Facilities General Administration, paragraph 1-10b, the installation must 

formally obtain our approval prior to diversion, conversion, or demolition. 

USAMEDCOM will not fund the operation and maintenance of any facility/space that is 

excess. 

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8-10. FINANCIAL MANAGEMENT 

a. General. Facility managers shall adhere to financial guidance published by 

ACSIE&FM on an annual basis, and any SRM and real property services policies issued 

by the DCSRM. All transfers of funds into and out of SRM Accounts (Resource 

Summary Programs R, S, and X) require HQ USAMEDCOM, Office of the OACSIE&FM 

approval. Reference DFAS-IN Manual 37-100-xx (year), OMD funds are to be used for 

all facilities in the DHP inventory. All new work less than $25,000 will be charged to 

the activity mission core funds. 

b. Facility Restoration and Modernization 

(1) General. Restoration and Modernization provide resources for 

improving facilities. Restoration includes repair and replacement work to restore 

facilities damaged by lack of sustainment, excessive age, natural disaster, fire, 

accident, or other causes. Modernization includes alteration of facilities solely to 

implement new or higher standards (including regulatory changes), to accommodate 

new functions, or to replace building components that typically last more than 50 

years (such as foundations and structural members). 

(2) Program X. Restoration and Modernization is distributed under the 

Program X of the Resource Summary through the major subordinates command or 

directly from HQ USAMEDCOM. Restoration and Modernization projects, termed 

renewal projects, which have a sustainment component, will be executed as 

restoration and mode 

(3) Minor Construction. Minor Construction (“new work”) over $25K is 

part of Restoration and Modernization. Statutory limitations on minor construction 

projects are still in place under SRM. New work that is less than $25K shall be funded 

with Program M and not with Program R dollars. 

c. Sustainment 

(1) General. Sustainment funding is programmed specifically for the 

routine maintenance, minor repair, and major scheduled repair of category 500 and 

certain non-category 500 buildings to the five-foot line. This includes regularly 

scheduled adjustments and inspections, preventive maintenance tasks, and emergency 

response and service calls for minor repairs. It also includes major repairs or 

replacement of facility components (usually accomplished by contract) that are 

expected to occur periodically throughout the life cycle of facilities. It does not 

include repairing or replacing equipment in place (i.e., small refrigerators or X-Ray 

machines) or furniture, or building components that typically last more than 50 years 

(such as foundation and structural members), or housekeeping contracts. 

(2) Program S and R. Sustainment is distributed under the Programs R 

and S of the Resource Summary through the major subordinate commands or directly 

from HQ USAMEDCOM. The use of Program R funds is limited to direct cost of 

maintenance and minor repairs of building components. It is not meant for new work 

that alters or renovates areas or upgrades systems to higher standards. The Facility 

Sustainment Model (FSM) is the basis for generating the funds for the Program R 

distribution. Program R funds shall not be used to fund core facility management 

branch staffing positions unless they are directly assigned to maintenance activities or 

quality assurance inspections of maintenance activity. Facility Management Branch 

employees assigned and authorized on the TDA are Program M funds and are not paid 

out of R Line. Program R funds should be allocated and monitored by the Regional 

Facility Director. 

(3) Scheduled Major Repairs. The use of Program S funds is limited to 

scheduled major repairs of building components that have reached their life 

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expectancy. Program S includes major repair projects funded from the RMC $25-300k 

funds. RMC $25-300k funds that are used by the region for restoration or 

modernization projects are converted to the X program through OACSIE&FM. The 

availability of the funds for major repair projects may be dependent upon the severity 

of the decrease in funding level. ACSIE&FM will approve funding projects above $300k 

based on priority ranking and availability of funds. Regional and local RMs should not 

fund projects greater than $300k with Program M funds without ACSIE&FM approval. 

(4) FSM and Maintenance Contracts. Existing maintenance contracts that 

do not have separate contract line items for work other than routine maintenance and 

minor repair, such as plant operations or ground maintenance shall be modified with 

new contract line items. Any changes to existing maintenance contracts shall not 

cause an increase in the approved Program R funding level. New maintenance 

contracts shall also be designed accordingly to be within Program R funding levels. 

OSD FSM model does not have a requirement for plant operations, grounds 

maintenance OSD specifically excludes: “custodial services, grass cutting, 

landscaping....” from the Sustainment definition and states it should be part of facility 

operations. 

d. Real Property Services. Real Property Service includes the cost of utilities, 

plant operations, municipal services, fire and emergency response services, and facility 

engineering services. Facility managers should consult their respective Resource 

Manager to ensure utility payments are based on actual metered costs for those 

buildings that are metered. 

e. Environmental Program. Environmental dollars are “fenced” and can be 

used only for environmental projects. This program has high visibility. Execution is 

monitored against programmed requirements identified in the Environmental Program 

Requirements-USAMEDCOM (EPR-M) and the Environmental Program Requirements 

(EPR) data submittal for DHP dollars, respectfully. DHP environmental dollars are 

distributed through Program E of the Resource Summary and are based on 

requirements identified in the EPR-M. Movement of Program E dollars between 

activities will be coordinated with the ACSIE&FM Environmental Office. 

f. Prior Year Funding. Projects awarded but not completed in the same year 

may require prior year dollars for within scope modifications. Send requests for prior 

year funds to your local resource manager. If funds are available, your resource 

manager will use the documentation to fund the increase. If funds are not available 

locally, forward the request to ACSIE&FM, or contact ACSIE&FM POC at 

210 221-8077 or DSN 471-8077. 

g. Site Preparation. Refer to section 8-9e. for financial limitations of 

equipment site preparation. 

8-11. REGULATORY CONTROLS AND ACCREDITATION 

a. General. The FM shall be responsible for insuring that all buildings are in 

compliance with the Life Safety Code, NFPA 101. And that all buildings that house 

patients or in which patients receive treatment are in compliance with the JCAHO. For 

research facilities, the FM shall reference all applicable accreditation organizations, 

such as the CAP, and the AAALAC. Regardless of whether the facility has a JCAHO 

requirement or not, the FM shall be responsible for the development of a utility 

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management performance plan and coordination of pertinent sections of all other 

required performance plans. It covers: 

FM Responsibilities, Organization, & Staffing 

Systems Overview and description 

Facility Training program and requirements 

Critical Systems List and inventory 

Maintenance procedures 

Emergency preparedness procedures 

Testing Requirements 

Performance Indicators 

b. Environmental Management: 

(1) Refer to AR 200-1 and AR 200-2. Within the context of the facility 

manager’s organizational span of control, the facility manager, the Chief of Logistics, 

the Safety officer, and the Environmental Science officer (ESO) are the primary 

personnel responsible for environmental compliance in USAMEDCOM facilities. 

Environmental compliance at the installation is the responsibility of the installation 

Environmental Division who often is part of the Directorate of Public Works. All 

regulatory issues should be coordinated through the ESO. 

(2) Environmental Compliance on Projects: It is the facility manager’s 

responsibilities to make sure that scope of all major repair projects include 

environmental abatement, such as asbestos, lead paint, etc. where required. If not 

sure of the extent of environmental mitigation, the facility manager should have test 

performed for verification. 

8-12. MEASURING PERFORMANCE 

In addition to FLCM, the USAMEDCOM Facility Strategy is influenced by the practice of 

management via a “Balanced Score Card” (BSC). The Surgeon General of the Army/ 

USAMEDCOM Commander has instituted the use of the BSC as the strategic 

management tool. It is the bridge to operational actions that realize strategic goals 

and objectives. Facility management performance is based on both internal program 

review and external benchmarks. Internal program review for facility management 

operations is accomplished through the Command Logistics Review Program (CLRP), 

as prescribed by AR 11-1 and USAMEDCOM Pam 700-1. 

8-13. FACILITIES/LOGISTICS COMMAND REVIEW PROCESS 

a. General. Facility managers are responsible for facilitating, providing input 

into, and follow up actions related to this process and other required staff assistance 

visits. The Facility Assistance and Assessment Support Team (FAAST) is the link 

between ACSIE&FM and this process with respect to the assessment of facility 

management operations. 

b. FAAST Objectives. The FAAST provides assistance, assessment, feedback, 

and oversight relative to FLCM. The FAAST’s services are not limited to just the CLRP 

and include the following: 

(1) Provides comprehensive expertise to FMs and Commanders of 

USAMEDCOM MTFs in support of the Facility Management function. 

(2) Supports Commanders against liabilities from outside agencies, such 

as OSHA, EPA etc. 

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(3) Assists and trains the FM organization at the MTF level on how to 

meet and/or exceed the required standards, and to prepare for the JCAHO and other 

accreditation surveys. 

(4) Provides organized management tools to identify, prevent or 

eliminate problem areas. Those tools include a roll up of systemic issues and problems 

to the Facility Directors and Command staff. 

(5) Record and communicate the successes of the MTF so other MTFs can 

benefit. 

c. Types of Visits. Types of visits include the Command Logistics Review 

Team (CLRT), the Organizational Assistance Program (OAP), the Organizational 

Inspection Program (OIP), staff assistance visits (SAV), facility manager support visits 

(FMSV), and other visits, as required. 

(1) CLRT: The objective of the CLRT is to periodically review facilities on 

36 months or less basis. Visits are both unscheduled and requested. 

(2) Facility Manager Support Visit (FMSV): It is required that a visit be 

scheduled between 4 and 6 months after a new FM is hired. 

(3) OAP/OIP: Organizational Assistance and Inspection Programs are 

requested by various agencies, such as the Inspector General. These requests can be 

generated at the USAMEDCOM or regional level. 

(4) SAV: Staff Assistance Visits may be requested by facility managers, 

or facility directors through ACSIE&FM. SAVs may also be directed by ACSIE&FM. 

d. Survey Process. 

(1) Preparation for a visit: Approximately 60 days prior to a FAAST visit, 

an introduction e-mail will be sent directly to the FM from the FAAST. The email will 

provide an itinerary, a copy of the last visit’s report, and checklist for the FM to review. 

If the visit is in conjunction with a formal review team, such as a CLRT, OAP, etc, the 

OIC of the team will send a formal letter to the C, LOG or the Command Group 

through proper channels depending on what type of visit will take place. It is the 

responsibility of the facility manager to self-assess their organization using the 

prescribed checklist. The self-assessment should be completed and returned two (2) 

weeks prior to the visit along with any issues the FM may have so the FAAST can be 

prepared to address them and work to help solve them during the visit. In addition to 

the copy of the previous report, checklist and the self-assessment, the FAAST will also 

review other reports prior to visiting a site such as: 

- The current VFA assessment to include the FCI 

- TRACER 

- The current ISR 

(2) Checklist 

(a) The first part of the visit is spent going through a comprehensive 

checklist, not just to answer the questions, but to go over the self assessment in 

detail, review the supporting documentation, such as testing/inspection logs, DMLSS 

report and other records, and address any issues that the FM or FAAST may have. 

(b) The objective of the checklist is to measure the success of 

USAMEDCOM facility management programs. The checklist focuses on efficiency, 

effectiveness, and adherence to USAMEDCOM accepted business practices and 

regulatory compliance. It also provides guidance in the implementation of facility 

management programs at the activity level, and helps to determine the root cause of a 

given situation, problem or issue. The checklist is meant to be a working document 

that is periodically reviewed and modified as required. 

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(c) The checklist is divided into the following categories: 

- Organization Administration and Training 

- Resource/Financial Management 

- Operations and Maintenance 

- DMLSS-FM 

- Project Management 

- Physical Plant and Site Survey 

(3) Building Tour. The Physical Plant and Site Survey consists of a 

building tour of the primary MTF and the outlying facilities as needed to validate, 

benchmark and document the current situation concentrating on: 

- Mechanical & Electrical Rooms 

- Equipment Condition (limited visual assessment) 

- Communications Closets 

- Roof 

- Interior / Exterior 

- Life Safety Code Compliance 

- Project/Construction Areas 

- Areas of concern based on the latest condition assessment, or 

the last FAAST visit 

(4) Interviews. In addition to going over the checklist with the FM, the 

FAAST will need to interview other people such as those responsible for DMLSS data 

input, maintenance management, project execution, ISSA/MOA, Budget/Funding, and 

the possibly organizations outside the MTF, such as the DPW. 

(5) Out Briefs. An out brief to the appropriate Command staff, and 

others, based on findings, is always required. It is the responsibility of the MTF to 

make sure that the appropriate command staff is available for the out brief. The 

FAAST will perform a detailed pre-brief to the FM followed by a summary brief to the 

C, LOG (or the FM’s immediate supervisor). Then, the Commander (or representative) 

is briefed on the overall condition of the facility, the FM organization and any 

deficiencies and/or advisories that need command emphasis and/or support. 

(6) Final Reports 

(a) The objective of the final report is to demonstrate the level of 

efficiency and effectiveness of the facility management organization. The report will 

identify what the organization does exceptionally well so the success may be shared 

with the rest of the AMEDD. The report will also indicate where the organization is not 

meeting USAMEDCOM standards and provide recommendations for improvement. The 

report consists of: 

- Checklist with comments 

- Executive summary 

- Detailed report 

- Photos with captions (as needed) 

- A separate DA form 4965 for each deficiency (as needed) 

(b) The timeline on developing, staffing and disseminating the final 

report is as follows: 

- Within two (2) weeks of the completion of a visit, a 

comprehensive draft of the report, executive summary, checklist and photos will be 

provided to the ACSIE&FM and to the Subject Matter Experts (SMEs) at USAMEDCOM 

and HFPA for review and comments. 

- The SMEs will then have one (1) week to complete the review 

and provide any comments back to the FAAST. 

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- Within 30 days of the completion of a visit, the FAAST will send 

out the final report (to include the executive summary, checklist, photos and 4965s as 

needed). If the FAAST visit is in conjunction with a formal review team such as a 

CLRT, OAP, etc, the final report will be sent to the OIC of the review team to be rolled 

into the official final report and then sent through channels to the MTF. If the FAAST 

visit is just an assistance visit, the final report will be sent directly to the FM. Copies 

of the final report will also be sent to the FDs and SMEs. 

(c) CLRT Finding Categories. 

- Positive: Exceeds published standards and best business 

practices. Plans, programs or Ideas that qualify will be collected to share with the rest 

of the AMEDD. 

- Advisory: Issue that is not in direct violation of a Code, 

Regulation or Policy, however requires immediate attention and remediation before it 

becomes a bigger issue and/or violation. 

- Deficiency: Regulatory non-compliance or deviation from DA, 

USAMEDCOM or other established policy or regulation. 

- Deficiency with potential liability: Regulatory non-compliance 

that could result in a potential liability such as non-accreditation, a monetary fine to 

either the organization or to the individual, or a potential legal claim. 

- Outside Finding: A finding that is outside the control of the 

MTF. 

- Repeat: Uncorrected finding (Advisory or Deficiency) identified 

in previous survey. Emphasis is brought to the fact that nothing has improved. 

(d) CLRT Deficiency Tracking. A separate DA form 4965 detailing 

each deficiency as to what regulation, code or standard was in violation will be 

provided with the final report. Each 4965 will require a “Reply by Endorsement” from 

the MTF CDR to ensure the deficiency and the solution have command emphasis and 

support. The proposed solution will then be reviewed by the FAAST (or sent to the 

appropriate SME as needed) for concurrence. The MTF will be notified as to the 

concurrence or non-concurrence with the solution, and the deficiency and solution will 

be tracked. If repeat findings are observed during subsequent visits, the uncorrected 

finding will be noted as such. 

8-14. TRAINING AND CAREER DEVELOPMENT 

a. Purpose. Requirements of accreditation agencies, such as the JCAHO, 

places significant emphasis on physical plant management and reinforce the need for a 

comprehensive facilities career enhancement and educational program. 

b. Facility Management Responsibilities. Facility managers are responsible for 

the development and implementation on all aspects of training associated with their 

core responsibilities. Facility mangers are required to develop an annual training 

program for all personnel within the facility management branch. The program 

includes the nature of the training, whether the training is a regulatory requirement, 

the personnel assigned the training, the budgeted amount for the training, and the 

funding source. Training plans will be submitted to ACSIE&FM, Training Coordinator, 

as requested, on an annual basis, so that the Training Director can consolidate, 

budget, and schedule training events associated with the USAMEDCOM facility 

management corporate program for career enhancement. 

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c. ACSIE&FM Corporate Training Program. The USA USAMEDCOM ACSIE&FM 

Healthcare Facilities Branch provides assistance to MSC, Regional, and MTF Facilities 

personnel in areas of facility management training, and educational career 

enhancement guidance, and policy determination. These areas are addressed through 

the Facilities Management Training Coordinator and the Facility Management Support 

Operations Center. The Healthcare Facilities Branch will also offers technical guidance 

to MSCs, RMCs, and MTFs on O&M issues. The USAMEDCOM facility management 

corporate program for career enhancement analyses functional skills required for 

facility managers and FMB staff members, identifies primary training, continuing 

education, and developmental requirements, and develops staffing methodologies to 

maintain a high level of expertise in all USAMEDCOM facilities. Many functional skills 

sets and core competencies have been identified, and are being addressed in basic and 

advanced facility management courses. The objective of the USAMEDCOM facility 

management corporate program for career enhancement is to maintain a high 

competency rate for personnel within the facility management branches. 

d. Training and Educational Programs. 

(1) A DoD Tri-Service Medical Logistics Facilities Management training 

program has been established to cover the basis areas necessary to manage health 

care facilities. The purpose of the course is to provide a broad overview of DoD 

Medical facility management, and to insure that facilities are operated and maintained 

in accordance with applicable standards, such as JCAHO, NFPA, OSHA, and EPA. 

(2) The Facility Management Applied and Continuing Education course 

(FM-ACE) is offered through the USAMEDCOM ACSIE&FM Healthcare Facilities Branch 

on an annual basis. The course is an applied continuing education course. The 

purpose of this course is to provide facility managers with an n advanced level of 

continuing education and state-of-art information on a wide range of facility issues, 

such as CMMS, reliability-based maintenance, and enhancement of customer service. 

(3) The U.S. Army Corp of Engineers, Huntsville Division, offers many 

training courses related to facility management through the Proponent Sponsored 

Engineer Corps Training course. Facility managers can contact U.S. Army Corp of 

Engineers directly for application to courses. 

(4) The USAF Material Command, School of Aerospace Medicine, Brooks 

AFB offers environmental courses in hazardous waste and emergency response, as 

well as other environmental courses. Also, Fort Sill, OK, Directorate of Environmental 

Quality offers a comprehensive program for environmental training. 

(5) Some universities offer degree programs and short courses in facility 

management related subjects. At the time of this publication, a listing of these 

programs and courses is not available. 

e. Facility Certification Courses: 

(1) The American Hospital Association offers a Certified Health Care 

Facility Manager certification exam for qualified facility managers. 

(2) Certification as a Facility Management Administrator is offered 

through BOMI Institute, Arnold, MD. 

(3) Other facility management certification programs include the Certified 

Plant Maintenance Manager course through the Association for Facilities Engineers and 

the Certification in Health Facility Management, offered through the American Society 

of Healthcare Engineers (ASHE). 

(4) Funding. Funding for training, education, and certification is the 

responsibility of the activity. In some cases, sustainment funds can be used for this 

purpose (refer to the latest USAMEDCOM Facility Information Bulletin for limitations). 

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f. Career Development 

(1) Facility Management Training 

(a) Facility Management Basic Course: The objective is to introduce 

Facility Managers to the basic overview of the Medical Facilities Management and to 

teach the Integrated Facility Life Cycle Management philosophy. 

Location: Sheppard Air Force Base Wichita Falls, Texas 

Frequency: Five times per year. Duration: Three-week course 

(b) Facility Management Applied and Continuing Education Course: 

The objective is to provide state of the art managerial and technical information for 

facility managers and facility directors. 

Location: Varies Frequency: Annually Duration: One week 

(c) Health Facility Planning Agency Post Graduate Short Course: The 

objective is to enhance tri-service and interagency collaboration and synergy on 

execution processes and lessons learned to realize improved efficiencies and quality in 

all phases of health facility planning, design, and construction. 

Location: Varies. Frequency: Annually Duration: One week 

(d) Joint Services Facility Management Symposium: The objective is 

to provide gain critical insight into external organizations from all services and the DVA 

with the goal of becoming competitive and proficient managers of our healthcare 

infrastructure. Whenever practical, this symposium is held in conjunction with the 

ASHE Annual Conference. 

Location: Varies 

Frequency: Bi-Annually, sponsorship rotates between services 

Duration: One Week 

(e) American Society of Health Care Engineers. The objective is to 

promote professional facility management through a recognized institution for health 

care facilities planning and sustainment, and to provide a means for structured 

professional development and facility management certification. ASHE provides up-tothe-date information on healthcare engineering. 

Location: Varies Frequency: Annually Duration: Five Days 

(f) Corps of Engineers, Huntsville, AL; Corps of Engineers 

DFWPROSPECT Courses: The objective is to provide facility management personnel at 

all levels with access to current courses and areas of interest that may not be available 

though the Corporate Career Enhancement Programs. See Purple Book for details. 

Location: Varies Frequency: Varies Duration: Four hours 

(g) Health Services Medical Materiel Management Course: The 

objective is to familiarize Logisticians with the organization and responsibilities of the 

Facility Management Branch in a Medical Treatment Facility. 

Location: AMEDDC&S Frequency: Varies Duration: Two hours 

(h) Intern Program. The objective is to supplement the attrition of 

USAMEDCOM’s current inventory of professional facility managers and facility manager 

staff with newly trained staff. This program is operated through Madigan Army Medical 

Center Engineering Department. Applications are accepted on a bi-annual basis. 

Contact USAMEDCOM for detailed information. 

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CHAPTER 9. MEDICAL MATERIEL READINESS 

9-1. AGENCIES SUPPORTING MEDICAL MATERIEL READINESS 

a. MACOM (FORSCOM/USARPAC-EUSA/USAREUR): Sourcing Unit MACOMs 

will provide Unit funding and identify requirements for all medical (SRC 08) Units 

under their commands. MACOMs are responsible for supporting the required 

Contingency Plan and OPLANs with Units that are adequately resourced to meet the 

warfighting combatant commander's requirements. 

b. USAMEDCOM/OTSG: Programs, budgets, and executes central 

management of the CL VIII commodity, to include DA-funded, centrally managed 

programs (APS, MCBRNDM, UDP, ISP) and commercial business interaction. They 

also provide the doctrine, regulations, and policy for the medical force. 

c. MRMC: Serves to integrate the testing, research, and materiel developer 

to identify the future medical threat, treatment requirements, and provide the 

standardized support for MTOE organizations. MRMC commands the USAMMA and 

the USAMMCE. These two USAMEDCOM materiel agencies provide assembly 

management and other centrally-managed support to CONUS and OCONUS theaters. 

d. The USAMMA: Serves as the designated central medical materiel 

manager for USAMEDCOM/OTSG. The USAMMA manages strategic and operational 

medical materiel programs that support MTOE Units in all components. Serves as 

the materiel developer for Army standardized sets. 

e. MLST: Represents the USAMMA capability to handoff APS and other TSG 

contingency stocks to deploying units falling in on APS. The MLST operates under 

the operational control of the AMC’s Logistics Support Element and IAW the 

command surgeon. 

f. RMC: RMCs shift assets to support major mobilization requirements and 

provide resource management and contracting support to adequately support 

installation and deploying Unit requirements at the direction of USAMEDCOM/OTSG. 

RMC directs IMSA actions to support mobilization, deployment, and redeployment 

activities. 

g. IMSA [Power Projection Platform {PPP}/Power Support Platform {PSP}]: 

Provide direct support for all standard and non-standard requests for medical 

materiel and equipment maintenance. 

(1) IMSAs will provide the following support for deploying units: 

(a) The M3PT tool will provide a listing of all MES/MMS that each 

installation supports by building a scenario for all supported units. Once the scenario 

is built, run the unit assemblage report to produce all NSNs that must be mapped to 

a SOS part number. 

(b) Establish accounts for COMPO 1 units and map shortages to 

available sources of supply. Maintain customer files either, electronic or paper for 

COMPO 1 units. These files will contain unit contact information, a log detailing 

interactions between the unit and IMSA, and a listing of all authorized CL VIII items 

mapped to a source of supply part number with a record of this number built into the 

local MTF catalog. 

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(c) Maintain customer files either electronic or paper for COMPO 

2/3 units. These files will contain unit contact information, a log detailing 

interactions between the unit and IMSA, and a listing of all authorized CL VIII items. 

The authorized CL VIII items are obtainable by running a unit assemblage listing in 

M3PT. 

(2) Assist with storage and distribution of USAMEDCOM/OTSG centrally 

managed programs. Mobilization stations provide the support to deploy TOE forces, 

fill deploying Units to meet Combatant Command (COCOM) force requirements, 

expansion of medical facilities and transition support to reserve elements to sustain 

the Mobilization station missions for continuing support through all phases of Army 

operations. 

h. DSCP: Provide DLA/DoD interface for the CL VIII commodity. Provide 

commercial contracting and medical materiel support capability through the Defense 

Wide Working Capital Operating Fund. 

i MLMC: Provides an automated Single Integrated Medical Logistics 

Manager (SIMLM) support function for the Combatant Commander {COCOM} (CINC 

is no longer an operational term) collecting and providing detailed medical materiel 

management functions allowing real-time commodity management and feedback to 

the force provider to ensure complete logistics coverage for a theater of operations. 

j AMEDDC&S: Develops the doctrine, validates the current standards of 

care, and trains the medical logistician. Additionally, AMEDD&S Coordinates the 

training and modernization of the medical force with other Services and within the 

DA. 

k. DCDD: The Directorate of Combat and Doctrine Development (DCDD) 

serves as the combat developer, integrating doctrine and standardizing requirements 

in conjunction with the expressed capability requirements of the combat force. 

9-2. BACKGROUND ON MEDICAL MATERIEL READINESS 

a. Class VIII materiel support for Army Units is divided into several 

categories: 

(1) Non-Unit Assemblage (UA) Materiel (clinician or mission 

specific, non-standardized) 

(2) Non-Centrally Managed UA Materiel (Unit funded, centrally 

standardized) 

(3) Centrally Managed (the USAMMA and DSCP-managed, 

standardized) 

(4) Medical, Chemical, Biological, Radiological, and Nuclear 

Defense Materiel (MCBRNDM) - USAMEDCOM/USAMMA-Managed, 

standardized, controlled distribution to all types of Units) 

(5) Army Pre-Positioned Stocks (APS – geographically distributed, 

DA-owned, USAMMA-managed) 

b. The USAMMA is responsible for the initial fielding of the Medical Materiel 

Sets (MMS) and Medical Equipment Sets (MES) that comprise a Unit Basic Load 

(UBL). These SKOs are currently fielded as outlined in AR 40-61. The IMSA is the 

source of supply to fill Unit-generated shortages (consumed items, Unit assemblage 

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SB 8-75-11 

updates, expired items, and field losses) for all Units. In order to maintain 

readiness, all supplies must be on hand, on order, or part of a pre-arranged 

agreement where previously identified items may be obtained through Prime 

Vendors or other contract sources. Based upon unit deployment timelines, it is the 

unit’s responsibility to maintain their basic load, unless covered by a centrally 

managed program. Units must submit funded requisitions to procure these items. 

The IMSA will map requirements to ensure that there is a viable acquisition tool in 

place to procure these items. The Unit is required to make annual coordination with 

the IMSA to identify shortages and coordinate sources of supply. 

c. All medical Units must coordinate their requirements for medical materiel 

to their supporting IMSAs annually. Reserve Units will maintain only the nonexpendable and durable components of their UBL. The IMSA will be the source of 

supply to acquire the Class VIII expendable UBL items to support Reserve 

Component (RC) Units upon mobilization. The IMSA will match these requirements 

to a source of supply to ensure rapid acquisition. All Units will validate that the 

acquisition timeline supports their wartime mobilization mission. 

d. Managed Materiel 

 (1) Non Centrally Managed: Division And Below (DAB) Units must 

maintain their basic loads and fill Unit generated shortages, UA updates, and 

mission-specific items. Commanders will maintain Unit Assemblages (UAs) per 

guidance in this SB 8-75-11, Chapter 10. The AMEDD does not centrally manage 

materiel for active component divisional Units. DAB medical units are expected to 

deploy with their entire Class VIII UBL. 

 (2) Centrally Managed: For rapid deployment/contingencies, however, DA 

Deputy Chief of Staff Operations may identify and direct that a DAB Unit will be 

supported by centrally managed Brigade sets from APS (reference SB 8-75-S7 dated 

20 July 2005). These directions will be published in the applicable Operations Order 

(OPORD). 

e. The USAMMA centrally manages Class VIII materiel for early deploying 

Active and Reserve Medical Units at the level above Division. This materiel serves as 

initial deployment medical UBL for deploying Units. The materiel contained in this 

program is identified in the SB 8-75-S7. The USAMMA, USAMEDCOM, and the 

deploying Unit will coordinate for acquisition and hand off of class VIII materiel in a 

contingency. The Medical Logistics Support Team (MLST) is the medical materiel 

hand-off team that is an integral part of the Army Materiel Command (AMC) Logistics 

Support Element (LSE). The MLST will hand off Class VIII Unit Deployment Packages 

(UDP) and APS as directed by the USAMMA in coordinated effort with the deploying 

Unit. 

9-3. COMMON READINESS MATERIEL ITEMS 

CTA 8-100 is the source for all deployable Unit common medical items (Chap StickTM, 

foot powder, first-aid kits, etc.). These items are requested through the supporting 

IMSA. CTA 8-100 provides a basic guideline for the quantity of items to order for a 

given Unit. Unit supply personnel order these items using OMA funds. 

a. Combat Lifesaver (CLS) Bags/Training: These are service-regulated 

items. They are ordered through the supporting IMSA with a justification 

memorandum attached detailing the personnel who will receive the MES, and their 

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current training qualification. Only currently certified CLS personnel will receive the 

MES. Units will store the controlled components of CLS bags to prevent misuse IAW 

AR 190-51 (Unit safe, with designated/controlled access; inventoried quarterly). 

MES CLS is accounted for as a durable item and hand receipted to the user level. 

b. Patient Movement Items (PMI): PMIs are initially issued with SKOs to 

Units identified during contingency operations. Replenishments are done by lineitem requisition or direct exchange on a one-for-one basis with other Units during 

patient transfer. PMIs are service-certified for Air-Worthiness Standards based on 

Service specific airframes and intended to be used on the service associated 

evacuation platforms. Hand receipted durable items are accounted for by item, not 

serial number or other marking method. Nonexpendables are controlled by serial 

number except where transferred for patient evacuation (ambulance exchange). 

c. Moulage: Casualty simulation sets, or Moulage sets, are CTA-authorized 

items. Typically, the supporting installation Training Aid Support Center will 

maintain sets for use. Otherwise, Units will order the sets according to 

CTA 8-100 through their servicing IMSA. The sets are durable items and replenished 

by line item requisition. 

9-4. LEVELS OF SUPPORT FOR MEDICAL MATERIEL READINESS 

a. Division Units: For Units in Divisions, Regiments, and Separate Brigades, 

medical materiel support is provided by the Division/Brigade/Regiment Surgeon’s 

Office via either the Division Medical Operations Center/Division Medical Supply 

Office (DMOC/DMSO) (legacy system) or the Division Materiel Management Center 

(DMMC) Medical Supply section (current system). Medical materiel in combat units 

is highly standardized, decentralized (controlled and managed by operational funds 

at the lowest level), and sustained by the owning Unit. 

(1) Fielding of UBL: Units are fielded their MESs and other authorized 

medical items by the USAMMA. The USAMMA Fielding Team conducts scheduled 

fieldings of Unit MES and other centrally managed SKOs within the Division. The 

USAMMA provides a one-time fielding for the Sets, Kits, and Outfits (SKO) and upon 

completion of fielding, transfers accountability to the Unit to maintain and provide 

status on the SKO through command channels. 

(2) Unit shortages/Sustainment of UBL: Units are funded and expected 

to maintain their sets to the highest level of fill to ensure readiness of the sets. 

Initial fielding shortages are filled by follow on ship short packages or direct funding 

to the Unit to order locally to fill any SKO shortages. Sustainment of the sets is the 

responsibility of the Unit commander and Division Surgeon (DS). Units will have 

materiel available within 72 hours. This means that materiel will either be accounted 

for as on hand, on order with a valid status, or directly available from the source of 

supply (for unfunded requirements). Units will validate annually through their source 

of supply (DMSO, DMMC, and IMSA) the availability of all materiel requirements that 

are currently not on hand. Sets with specialty items (Chemical Patient 

Decontamination) or short shelf-life items (Field Laboratory) will be closely managed 

to avoid expiration of vital components. 

(3) The MCBRNDM: Deployable Force Package (DFP) assets of 

MCBRNDM are centrally managed to support initial issue Individual Service Member 

requirements for Army personnel deploying to high threat areas. This materiel is 

identified as project code DH1 assets. Assets can only be released after obtaining 

the approval of the OTSG Ops XXI Center at DSN 761-2128 or COMM 866 677-2128; 

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SB 8-75-11 

email at: opns@otsg.amedd.army.mil. OTSG Operations will authorize the release 

of the DFP MCBRNDM Materiel. The receiving Unit will sign and maintain an audit 

trail of all MCBRNDM received from the IMSA. Individual issue of the CANA and 

antibiotics (CIPRO or Doxy) are not authorized until directed by the Combatant 

commander. The CANA and antibiotics must be bulk shipped with the senior 

individual. CANA is Schedule IV, CIIC Code Q, controlled substance and requires 

secure storage. Typically, the CANA is controlled per AR 190-51, in a Unit cage or 

safe. Turn-in of MCBRNDM is performed upon redeployment or per theater directive. 

Units must account for all MCBRNDM issued and not consumed. If assets were 

issued to individuals, then this materiel will be so annotated and reported to the 

USAMMA for destruction. Assets maintained in bulk storage will be reported to the 

USAMMA (MCMR-MMO-PM) for disposition instructions. A storage history is required. 

MCBRNDM components of MESs will be reported to the USAMMA (MCMR-MMO-PM) 

for disposition instructions six months before assets reach their expirations date. 

Replacements will be funded by the Units (except MES, Chem Agent Patient Trmt 

which will be centrally managed for early deploying units plus forward deployed) 

when assets reach their expiration date. 

(4) Mobilization/deployment instructions: Upon deployment or 

mobilization notification, Units will validate their deployment CL VIII DODAAC and 

order all shortages from the supporting IMSA/SSA for receipt and packaging. Unit 

UBL is typically considered To Accompany Troops (TAT) and loaded with other Unit 

equipment. It is essential that these Units deploy with 100 percent of the required 

capability as sustainment is based upon that planning assumption. 

b. Levels Above Division: For Corps and higher level units, the typical 

structure of a Medical, Brigade, or Command will have medical logistics elements 

specifically designated to support the medical materiel and equipment requirements 

for those Units. Unit medical supply personnel will integrate via automated systems 

into the MEDLOG Company Combat Automated Support Server - Medical system to 

order shortages and validate status. Units will order and maintain their basic load 

except where covered by a centrally managed program as discussed below. Where 

Units are not supported in garrison by their MEDLOG Company, they will maintain 

active accounts with their IMSA for all deployment and training CL VIII requirements. 

(1) Fielding of UBL: the process for these Units is essentially the same 

as Divisional Units; the key difference for selected early deploying (D-Day through 

D+30) EAD Units is the coverage by UDP for various Unit types (see SB 8-75-S7 

dated 20 July 2005). For Units covered by UDP, only select materiel is fielded to 

accompany the nonexpendable and durable [Accounting Requirements Code (ARC) N 

and D] components of Medical SKOs. Potency and Dated items between 1 and 60 

months of shelf life are centrally managed in the UDPs associated with those Units, 

and the Units are not required to maintain or sustain those lines. For Units not 

covered by a UDP, the requirement for those Units is no different from Divisional 

Units – maintain sets to 100 percent on hand, on order, or validated as available 

from the local source of supply. 

(2) Unit shortages/Sustainment of UBL: Units covered by UDP will 

maintain only designated “non UDP” covered lines at 100 percent fill. Units not 

covered by UDP will maintain highest level of fill funded and validate all unfunded 

requirements through source of supply to ensure acquisition capability subsequent to 

deployment funding supplements or project codes. 

(3) MCBRNDM: Units will draw/issue/turn-in their MCBRNDM in the 

same manner as Divisional Units. Hospitals with a DS support requirement will also 

order and distribute MCBRNDM in accordance with their DS support instructions. 

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SB 8-75-11 

(For example, a CSH that supports three (3) Forward Surgical Teams (FSTs), 

provides MCBRNDM and other supply support). 

(4) Mobilization/deployment instructions: Per SB 8-75-S7, Units 

supported by UDP will maintain current contact information with the USAMMA and 

support fielding and issue plans for that materiel. Except for early deploying Units 

falling in on APS (UDP and other items), Units will plan and coordinate the 

transportation of CL VIII through their Installation Transportation Office (ITO). The 

level above Division medical units is typically more diverse than Divisional Units, and 

acquisition strategies to cover the greater range of requirements must occur annually 

between the IMSA and the unit. 

(5) Redeployment: Units redeploying will either conduct a transfer of 

centrally-managed assets to the relieving Unit (in place) or turn in the centrallymanaged assets to the supporting Medical Logistics Unit for return to centrally 

managed programs. Retention of those centrally managed assets requires further 

accountability by those Units until they turn-in those items. 

c. MTOE Hospitals (Active Component): Medical Force 2000 and Medical 

Reengineering Initiative hospitals represent the Level 3 and 4 [North Atlantic Treaty 

Organization (NATO) Role 3] requirements for surgical stabilization and intensive 

care management of casualties. They also provide direct support for subordinate 

assigned and attached units, and Area Support for medical logistics when not colocated with MEDLOG Detachments or Companies. 

(1) Fielding of UBL: The USAMMA provides centralized fielding and 

modernization of MTOE hospitals. Units are fielded to the current Program Objective 

Memorandum budget for that year, typically resulting in a 90 percent fill of non-UDP 

covered MMS and MESs. Additionally, APS cover early strategic hospitalization 

requirements due to the large transportation requirement required to move 

Hospitals. 

(2) Unit shortages/Sustainment of UBL: Units are expected to maintain 

the fielded level of fill for their sets regardless of their designation as an early 

deployer (required to fall in on APS). 

(3) MCBRNDM: Units will draw/issue/turn-in their MCBRNDM in the 

same manner as Divisional Units. Hospitals with a DS support requirement will order 

and distribute MCBRNDM in accordance with their DS support instructions. (For 

example, a CSH that supports three FSTs will provide MCBRNDM and other supply 

support.) 

(4) Mobilization/ deployment instructions: Upon confirmation of 

deployment orders, the designated Unit will either receive augmentation in the form 

of UDP at mobilization station (assisted by the USAMMA Materiel Fielding Team 

{MFT}) if they are deploying with the first thirty (30 days) or (for early deploying 

Units) move via airlift (TAT only) and fall in on APS (assisted by the USAMMA MLST). 

d. MTOE Hospitals (Reserve Component) 

(1) Fielding of Mission Essential Equipment Training (MEET) sets: MEET 

sets are the nonexpendable and durable components of selected MMS modules that 

make up a reserve hospital. MEET sets allow reserve hospital commanders the 

opportunity to perform the major tasks of setting up (complexing) hospitals and 

establishing the physical layout without buying and maintaining a vast amount of 

potency dated or maintainable items. MEET sets are fielded by the USAMMA to 

reserve component medical hospitals. Units conducting normal Reserve training drill 

or annual training are expected to purchase expendable components with training 

funds to make the MEET sets capable of supporting training objectives. 

9-6 
SB 8-75-11 

(2) Reserve Component Hospital Decrement (RCHD) Program: RCHD 

augments the MEET sets to fill out the remaining requirements to make the hospital 

fully operational for mobilization and deployment. RCHD assets are stored at Sierra 

Army Depot and fielded to the Unit at the mobilization station. The Unit and the 

USAMMA MFT field RCHD. 

(3) MCBRNDM: Units will draw/issue/turn-in their MCBRNDM in the 

same manner as Divisional Units. Hospitals with DS requirements will support in the 

same manner as Active MTOE hospitals. 

(4) Mobilization/deployment instructions: Upon receipt of an alert 

order, Unit Reserve Support Center liaisons should initiate contact with the OTSG to 

begin the process of identifying the Unit RCHD requirements to augment MEET sets. 

Reserve Units, deploying after D+30, are expected to bring their full equipment load 

to the mobilization station, to further augment with RCHD to the full capacity of their 

respective MTOE strength. Units will also receive any supporting UDPs at this time 

and flow with full equipment. Selected Reserve Units may fall in on active 

component sets that were released by Active APS supported hospitals. 

(5) Re-deployment: RC Units will redeploy with their equipment. 

Federal Law requires that RC Units maintain accountability within their component – 

meaning that Active Component (AC) Units cannot fall in on RC equipment unless 

they exchange equipment or receive exception consideration from DA G-3/G-4 via 

sourcing MACOM [Forces Command (FORSCOM), USARPAC/EUSA, and USAREUR]. 

Upon redeployment, Units will return RCHD elements to the RCHD program with 

assistance from the USAMMA MLST or MFT. 

e. All Units 

(1) COMPO 1 Units will establish, at a minimum, an account with valid 

Assumption of Command orders and current DA 1687-Delegation of Authority 

Signature Card. Units will provide a copy of their CL VIII shortages. 

(2) COMPO 2/3 units will provide valid unit contact information. This 

information should include at a minimum, unit name, Commander’s name, address, 

phone number, email address of medical supply POC. This information must be 

updated biennially or upon unit relocation. 

(3) Units are expected to maintain the highest level of readiness for 

which they are funded. Units are expected to deploy at greater than 90 percent of 

MTOE required strength for equipment in order to be certified by an installation 

commander. 

(4) Units will receive applicable centrally managed materiel (typically 

MCBRNDM) upon receipt of valid deployment orders or by Surgeon General directed 

and approved release (contingency support requirements). 

9-5. MEDICAL, CHEMICAL, BIOLOGICAL, RADIOLOGICAL, AND NUCLEAR, 

DEFENSE MATERIEL (MCBRNDM)

a. MCBRNDM is centrally managed by the DA, OTSG and executed by the 

USAMMA. The DFP was developed to provide initial issue of MCBRNDM to individual 

service members deploying to high threat areas. Project code DH1 applies to the 

DFP assets. the DFP and ISP MCBRNDM Materiel items are issued on a nonreimbursable basis. 

b. Policy for the MCBRNDM program is disseminated by the OTSG via MMI 

messages. Specific guidance on storage, accounting, and project codes is available 

in OTSG Operations Management Bulletins (OMB) as shown in the following list: 

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SB 8-75-11 

OMB No. 12-02, dated 17 June 2002, 

OMB No. 03-03, undated, and 

OMB No. 07-03, dated 15 July 2003. 

c. Additional information is published in the SB 8-75-S7, Chapter 5. The 

MMI messages and the SB 8-75 publications can be accessed from the USAMMA web 

page at http://www.usamma.army.mil/.

9-6. MEDICAL MATERIEL READINESS SPECIAL CONSIDERATIONS 

These categories of items require special attention and management beyond what 

has been addressed previously. Additionally, these are specific readiness items that 

affect Unit deployments and sustainment due to acquisition restrictions and 

distribution controls that are not regulated by USAMEDCOM/OTSG policies. 

(Controlled substances are discussed in other chapters of AR 40-61 and AR 190-51.) 

a. Lab Reagents: Lab reagents are characterized by three important 

factors: 

Limited Shelf Life Temperature Regulation Limited Commercial Production 

As such, laboratory reagents are typically acquired by either local purchase or 

utilizing DSCP E-CAT web ordering tool from a vendor. Lab reagents may have long 

lead times for acquisition utilizing standard ordering procedures. The expected 

means of acquiring these items is through utilization of the DSCP ESOC for deploying 

and deployed medical Units requiring lab reagent support. 

b. Cold Chain management: Temperature controlled (cold storage and 

frozen items) requires specific transportation controls to ensure that they maintain 

their viability between source and patient delivery. For items requiring cold chain 

management functions, the supporting SIMLM or the USAMMA Distribution 

Operations Center (under the USAMMA Force Sustainment Directorate) will support 

all packing and transportation instructions to ensure that adequate cold chain 

management measures are performed. Suspect medical materiel will be segregated 

and reported using SF 380 (Materiel Complaint) procedures to prevent patient injury 

or death. 

c. Hazardous Materiel (HAZMAT): HAZMAT will be transported according to 

DOT and DoD requirements for safe movement. HAZMAT will be stored according to 

specific storage instructions for each item and category of HAZMAT. Additionally, 

applicable MSDS and other OSHA requirements will accompany all HAZMAT items for 

storage, shipment, and usage. HAZMAT is packed and shipped separate from other 

supplies and equipment and specific instructions on handling will be clearly marked 

on each package or container. Personnel who handle HAZMAT will be certified 

according to MACOM and OSHA requirements before transporting, packing, or 

handling HAZMAT items. 

9-8 
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9-7. OCONUS MEDICAL LOGISTICS SUPPORT 

a. USAMMCE: This TDA organization serves as the SIMLM for European 

Command, Africa, and South West Asia (SWA). Provides medical materiel 

management, depot level medical maintenance, and multi-vision optical fabrication 

for all services. 

b. 16th MEDLOG BN: This TDA-augmented MTOE organization serves as 

the SIMLM for Korea. Provides medical materiel management, GS medical 

maintenance, and multi-vision optical fabrication for all services on the Korean 

peninsula. 

c. 226 MEDLOG BN: Provides Medical Logistics support to European units 

and ongoing contingency operations throughout the European theater. 

9-8. SOLDIER READINESS PROCESSING (SRP) 

a. The USAMEDCOM responsibility for SRP/Predeployment Processing (PDP) 

is to provide screening checks for medical, dental, and visual readiness. Personnel 

are given updated medical examinations, dental examinations, vaccinations, eye 

examinations and medical appointments to ensure that all necessary standards of 

fitness are achieved prior to deployment. IMSAs are funded to provide those basic 

services and are coordinated by the hosting installation for Unit SRP functions. 

b. Supplies are ordered from the supporting IMSA and paid for by that 

activity for all SRP requirements. 

(1) Theater prophylactic requirements are defined by the sourcing and 

requiring commands. Vaccinations and other forms of prophylaxis are distributed 

prior to deployment and managed by the Unit surgeon for continued treatment upon 

deployment. Personnel medical records are updated during SRP to show initial 

vaccination and issue of prophylactic medicines. 

(2) Optical devices will be prescribed and issued prior to deployment of 

personnel from the Mobilization station. The basic requirement will be two pair of 

standard eyewear and one protective mask insert for those personnel who meet the 

vision readiness requirement for corrective eyewear as determined by competent 

medical authority. 

9-9 (9-10 blank) 
SB 8-75-11 

CHAPTER 10. PROCEDURES FOR MANAGEMENT OF MEDICAL ASSEMBLAGES 

10-1. ACCOUNTING, MANAGEMENT, AND UPDATE OF MEDICAL ASSEMBLAGES 

a. Accounting and managing for components of Medical Assemblages 

1. Commanders, MTOE units will: 

(a) Establish and maintain: 

(1) Property accounting records on each authorized 

nonexpendable item using the manual property accounting procedures, or (see 

DA PAM 710-2-1). 

(2) An approved DA automated property accounting system. 

(b) Establish a viable QC program for all dated items. 

(c) Manage under the inventory provisions of AR 710-2 and 

DA PAM 710-2-1, expendable or durable ARC “X” or “D” components of MES on hand 

receipts {Supply Catalog (SC) 6545-8 series} or as part of the Unit Assemblage Listing 

(UAL). These components can be managed on official hand receipts published in the 

Supply Catalog (SC) 6545-8-Series or as part of the Unit Assemblage Listing (UAL). 

They are listed in the SC or UAL to identify authorized component quantities. When 

using both the SC and/or UAL, the document with the most recent date should take 

preference. Medical items are classified as durable because they are not expended in 

the first use. Unless there is evidence of pilferage, the loss of these items should be 

treated as if they were expendable items. Commanders are not required to account for 

durable losses from MES/MMS under the provisions of AR 735-5, paragraph 14-25, 

where negligence, theft, or willful misconduct is not suspected. 

(d) Inventory MES components against the fielded UAL at least every 

six months (12 months in RC) to assure readiness. This inventory may be performed in 

conjunction with other required inventories as long as the inventory meets the 

requirements stated above. 

(1) Commanders of Medical Reengineering Initiative Hospitals 

whose equipment is placed in long-term storage under the AMEDD Hospital Optimization 

Program will follow procedures outlined by their MACOM. 

(2) The items listed in the Section II of the fielded UAL and in 

Section III of the SC 6545-8 series are Associated Support Items of Equipment (ASIOE) 

end items dedicated to the operation and/or maintenance of the medical assemblage. 

They are listed for information purposes only and do not constitute an additional 

authorization. Total authorization is reflected on the unit’s MTOE/TDA. 

(e) Record and account for the inventory as follows: 

(1) For assemblages with published hand receipts, use the 

preprinted hand-receipt lists provided to record the results of inventories and maintain 

accountability. 

(2) For assemblages without published hand receipts, prepare a 

DA Form 4998-R (Quality Control and Surveillance Record for TOE Medical Assemblage) 

for each expendable and durable item in the medical assemblage. 

(3) Use DA Form 4998-R to record and manage QC information. 

Reproduce DA Form 4998-R locally on 8X5-inch card stock. See Table 10-1 for 

instructions on how to complete DA Form 4998-R. 

(4) Automated procedures. The DA approved automated medical 

materiel management systems that provide assemblage management and QC 

capabilities must be used in lieu of DA Form 1296 and 4998-R, if available. Those 

systems include DMLSS, TEWLS, M3PT, or ULLS-S4. 

10-1 
SB 8-75-11 

(2) The MTOE hospitals and division MSOs will accomplish the following for 

ASL items in anticipation of their resupply mission. 

(a) Establish a DA Form 1296 for each item for which demands are 

expected. Use the component listing of authorized MES and CTA 8-100 as a guide. 

Detailed instructions for using stock accounting records are in DA PAM 710-2-2. These 

forms, with support records, will be used to informally manage supply activities upon 

mobilization. Advance preparation will enhance operational readiness upon mobilization 

or deployment.

(b) Establish a DA Form 4998-R for each medical item that has a shelf 

life and for which demands are expected. This form will help in managing QC actions 

required. 

(c) Automated procedures. The DA-approved automated medical 

materiel management systems that provide assemblage management and QC 

capabilities must be used in lieu of DA Form 1296 and 4998-R, if available. Table 10-1 

shows the required steps to completing the DA Form 4998-R.

TABLE 10-1. STEPS TO PREPARING DA FORM 4998-R 

STEP DESCRIPTION

1 NO: Number sequential, for example 1, 2, 3 (Pen) 

2 LOCATION: Where is the item stored for example, box, ISO, cabinet, or drawer. 

(Pencil) 

3 MANUFACTURER: Name of manufacturer (Pen) 

4 CONTRACT NO: Contract number/purchase order/document number, if available 

(Pen) 

5 LOT/BATCH NUMBER: Lot number/batch number from item (Pen) 

6 EXP/MFR DATE: Manufacturer date and/or expiration date (month-year)(Pen) 

7 QTY ON HAND: Amount you have on hand as of the most recent inventory for that 

manufacturer, lot number, and expiration date (Pencil) 

8 DATE LAST INSPECTION: Date of last inventory (Pencil) 

9 DATE OF NEXT INSPECTION: A minimum of 6 months (12 months RC) from the 

date of last inspection (Pencil) 

10 NSN: National Stock Number, Universal Product Code, or Management Control 

Number of the item (Pen) 

11 DESCRIPTION: Name of the item plus characteristics, for example 2 ml, sharp 

point, tapered, and 6/pg (Pen) 

12 UNIT OF ISSUE: Unit the item is ordered in, i.e., EA (each), PG (package), or BX 

(Pen) 

13 NOTES: Special shelf life notes, for example Note Q – control substance and Note P 

– needs refrigeration. See UDR/FEDLOG. (Pen) 

10-2 
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(continued) TABLE 10-1. STEPS TO PREPARING DA FORM 4998-R 

STEP DESCRIPTION

14 INSPECTION FREQUENCY: How often does the item need to be looked at? Based on 

AR 702-18, UDR, or DoD Medical Category, Volumes I & II (Pencil) 

15 SHELF LIFE/ESTIMATED SHELF LIFE: Based on expiration date. AR 702-18 (Pencil) 

b. Update of Medical Assemblages 

(1) Commanders of Non-Hospital Units will: 

(a) Maintain their Assemblage to the UAL configuration based on the 

set NSN under which they were fielded. 

(b) No longer be required to purchase the OMA-funded component to 

cyclic MES changes. Units will move forward to the new UAL configuration, and 

corresponding NSN, when fielded by USAMMA. 

(c) Not be precluded from selectively upgrading OMA-funded set 

components to the most current configuration if unit funding is available. If 

commanders choose to selectively upgrade set components, they will do the following: 

Inform any changes to the 

USAMMA 

ATTN: MCMR-MMO-S 

1423 Sultan Dr., Suite 100 

Fort Detrick MD 21702-5001 

DSN 343-7161 or COMM 301-619-7161 

(2) Execute an NSN change IAW DA PAM 710-2-1 to property-accountable 

records for sets that have been upgraded. 

c. Commanders of Deployable Medical Systems (DEPMEDS) equipped units will 

inventory the medical assemblage against the UAL that is provided when fielded to the 

unit until authorized for update by the USAMMA.

10-2. PROCEDURES FOR LOAN OF MTOE MATERIEL (EQUIPMENT) IN SUPPORT 

OF PROJECTS AT HEALTHCARE ACTIVITIES (HCAS) 

a. Procedures for submitting a request for loan of MTOE materiel: 

The requesting HCA will prepare an MOA/MOU that will include the following enclosures; 

(1) Enclosure 1 – General information. Include the: 

(a) Quantity and type of equipment needed. 

(b) How long the equipment will be needed (not to exceed 10 months). 

(c) Any support requirements. 

(2) Enclosure 2 - Coordination with the HCA’s quality improvement 

coordinator/risk management committee. 

(3) Enclosure 3 - Coordination with the HCA’s PMed office where the 

following have been assessed: 

(a) Water. 

(b) Solid, liquid, and hazardous waste management. 

10-3 
SB 8-75-11 

(c) Sanitation. 

(d) Radiation protection issues. 

(4) Enclosure 4 - Economic analysis: The economic analysis must consider 

several alternatives that might resolve the impacts of construction. The alternatives 

might be the: 

(a) Relocation of services to existing buildings 

(b) Lease of space or mobile buildings 

(c) Curtailment of services 

(d) Use of other Federal facilities (other service or DVA) 

(5) Enclosure 5 - Return of equipment plan: The return of equipment plan 

should address: 

(a) Maintenance issues. 

(b) Methods of recovery. 

(c) The DEPMEDS unit’s provisions for potential contingencies. 

(6) Enclosure 6 - Site layout: The layout should: 

(a) Be coordinated with the installation’s Director of Public Works to 

determine the location and availability of utilities. 

(b) Consider JCAHO’s fire, safety, and operation standards. 

(7) Enclosure 7 - Cost estimate and availability of funds. 

b. Procedures for Loan of medical equipment to units from USAMMA: 

(1) Army medical equipment that belongs to the wholesale logistics system 

(USAMMA) may be loaned for one or 2 years through The Army Authorization 

Documents System “MOC” windows of change. 

(2) The loan must be requested by the PBO on DA Form 4881-6-R (Request 

& Approval for Loan or Lease of Equipment & Loan or Lease Agreement). 

(3) See AR 71-32 and AR 700-131 (chapter 2) for completion of this form. 

(4) A DA Form 4610-R (Equipment Changes in MTOE/TDA) must accompany 

any loan requests for more than one year. 

(5) Requests will be sent to USAMMA for availability and issue if approved. 

(6) The Commander, USAMMA, can approve all loans that do not exceed 

180 days or affect the Department of the Army Resource Priority List (ARPL). Loans that 

affect ARPL must be approved by the: 

Commander, USAMEDCOM 

ATTN: MCLO-P 

2050 Worth Rd, Suite 8 

Fort Sam Houston TX 78234-6008 

10-4 
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CHAPTER 11. OPTICAL FABRICATION 

11-1. OPTICAL FABRICATION AUTHORITY AND OVERVIEW 

Optical fabrication has become a consolidated effort within DoD. In response to this 

consolidation, the Optical Fabrication Enterprise (OFE) was formed, with the Navy 

Surgeon General designated as the Executive Agent (EA). 

a. The OFE was created to manage the DoD's optical fabrication assets, and 

meet optical fabrication requirements of all services. The OFE charter includes all 

DHP supported laboratories. 

b. The EA in turn designated the Commander of Naval Ophthalmic Support 

and Training Activity (NOSTRA) to provide day-to-day oversight of the enterprise. 

To manage and maintain DoD optical fabrication, an Optical Fabrication Advisory 

Board (OFAB) was established. 

c. The OFAB acts as the primary advisor to the EA. The OFAB operates with a 

combined staff consisting of members from the Army, Air Force, Navy and one 

representative from DoD's Secretariat. The chairman of the OFAB is the U.S. Army 

Medical Command’s Assistant Chief of Staff for Logistics. 

d. The Army Optical Fabrication Laboratories (OFL) and Units fabricate 

prescription eyewear that includes spectacles, protective mask inserts, and similar 

ocular devices for eligible personnel under AR 40-63/NAVUSAMEDCOMINST 6810.1/ 

AFR 167-3. 

e. This chapter identifies requirements used for the management of Army 

optical fabrication laboratories located at both Modified TDA (MTDA) and MTOE 

activities/Units. 

11-2. OPTICAL FABRICATION ENTERPRISE REPORT 

The Consolidated Optical Fabrication Enterprise Report provides data on optical 

devices fabricated by optical laboratories. It is used in: 

♦ Planning mobilizations 

♦ Preparing budgets 

♦ Assigning opticians (91H/68Hs) 

♦ Analyzing inter-service support 

♦ Utilization of manpower 

♦ Analyzing cost/production efficiency 

11-3. COMPLETING OPTICAL FABRICATION ENTERPRISE REPORT 

WORKSHEETS 

a. General information and instructions for completing and submitting the OFE 

Report worksheets are available from the USAMEDCOM, ACSLOG, Logistics Plans and 

Readiness Division, or the NOSTRA. 

11-1 
SB 8-75-11 

b. The report is located on https://www.medlogspt.army.mil and is a fully 

integrated, online, data-reporting tool. The OFE Optical Fabrication Web-tool 

consists of four reports with content-sensitive instructions integrated within each 

metric. The reports metrics are titled: Production, Financial, Staff, and 

Performance. These on-line reports have been developed to capture data and 

additional information required by OFE and USAMEDCOM. 

c. To access from the web, use https://www.medlogspt.army.mil and 

personnel must register on the site then contact USAMEDCOM ACSLOG, Logistics 

Plans and Readiness Division for access to the OFE optical Fabrication web-tool. 

Once verification and user-level is determined, access will be granted to the OFE 

Web-tool. Clicking on the OFE button (top menu) will bring you to the OFE page. 

Afterwards, click on the left display menu bar click on Programs. Thereafter, click on 

the top display areas for the various reports metrics titled, Production, Financial, 

Staff, and Performance. Once input is made, click on submit. The information will 

be stored on an archived retrievable database. 

d. All Army MTDA optical laboratories and 16th Med Log Bn will: 

(1) Submit a monthly, consolidated optical fabrication enterprise report 

located on https://www.medlogspt.army.mil. 

(2) The submitted report will be staffed/reviewed through command 

channels to the appropriate RMC or Command Surgeons. The report will then be 

reviewed by USAMEDCOM NLT the tenth of each month. 

(3) If additional information or guidance is required on optical issues, 

please contact: 

USAMEDCOM 

ATTN: MCLO-P 

2050 Worth Road, Suite 8 

Fort Sam Houston TX 78234-6008 

11-2 
SB 8-75-11 

APPENDIX A. INSTRUCTIONS FOR RECORDING 

DIGITAL IMAGING NETWORK-PICTURE ARCHIVING AND 

COMMUNICATION SYSTEM (DIN-PACS) MEDICAL SYSTEMS ON 

ACTIVITY PROPERTY BOOKS FOR SITES USING AMEDDPAS 

1. List the Digital Imaging Network-Picture Archiving and Communications System 

on the AA line of your property record. 

a. The local NSN should start with FSC 6525. 

b. List the system line as a Subsystem B item. 

c. The cost listed should be the total cost of the entire system. 

d. The ECRI Class Code for the Radiology PACS System is 16247 

2. List system components as shown in Table A-1. 

Table A-1. Component Listing Example 

Line Nomenclature Cost 

AB Diagnostic Work Stations (4 monitor) $.01 SYS A 

AC Diagnostic Work Stations (2 monitor) $.01 SYS A 

AD Review Workstations $.01 SYS A 

AE Review Workstations (1 monitor) $.01 SYS A 

AF Quality Control Workstations (2 monitor) $.01 SYS A 

AG Quality Control Workstations (1 monitor) $.01 SYS A 

AH Color QC Lite Workstations $.01 SYS A 

AI RIS Terminals $.01 SYS A 

AJ Network Printer $.01 SYS A 

AK Web Server $.01 SYS A 

AL Teleradiology Gateway $.01 SYS A 

AM NT Domain Controller $.01 SYS A 

AN Archive $.01 SYS A 

AO H70 (AIX) Server $.01 SYS A 

AP H50 Server $.01 SYS A 

AQ RIS NT Server $.01 SYS A 

AR RIS NT Server $.01 SYS A 

AS C68 Archive $.01 SYS A 

AT C66 Archive $.01 SYS A 

AU Telemaintenance Server $.01 SYS A 

AV Color Review Workstations (2 monitor) $.01 SYS A 

AW DICOM IT (at sites that capture ultrasound images) $.01 SYS A 

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3. List CR Readers as a separate System AA Line. 

a. List the system line as a Subsystem B item. 

b. The cost listed should be the total cost of the entire system. 

4. List system components as follows: 

a. AB Line CR Reader 

b. CR Workstation 

5. List film digitizers as separate items. Even though these items may have been 

procured as part of the DIN-PACS package, they are stand-alone items. 

6. The requirement to list these items on your property records in this manner is an 

attempt to satisfy CFO requirements as well as have a “mirrored” database for audit 

purposes. When listing workstations, use the serial number of the CPU for the 

system serial number. Using this serial number eliminates the necessity to place 

monitors on your property account as they (e.g., an x-ray tube head) are replaced 

as repair parts. 

7. CFO requirements mandate all costs as well as the equipment acquisition cost be 

listed in the AMEDDPAS system. This is to enable the system to reflect and 

depreciate the true cost of these systems over a specific time period. 

8. The suffixes AB – AX can be used as necessary and are listed above only as an 

example. 

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APPENDIX B. INSTRUCTIONS FOR 

RECORDING DIN-PACS MEDICAL SYSTEMS ON 

ACTIVITY PROPERTY BOOKS FOR SITES USING DMLSS

DMLSS users will adhere to the following procedures to establish DIN-PACS as a 

system on the property book. 

1. Establish a due in for the item in accordance with DMLSS procedures. 

2. Receive the system in accordance with DMLSS and local procedures. Identify this 

as a System item (System ECN). This is an actual item and should be the major 

item of the system. For DIN-PACS, this item will be one of the main servers as 

identified by the Army PACS Program Management Office (APPMO), phone 

301-619-3322. 

3. Gain the other components of the system using the DMLSS ETM Gain module 

with the reason “Component Gain” with the actual price of the component. Ensure 

the components are associated with the system ECN. The device nomenclatures for 

the components are listed in Table B-1. 

Table B-1. Device Nomenclatures 

Nomenclatures Guideline (if any) 

Diagnostic Work Stations (4 monitor) Account for using the CPU serial number 

Diagnostic Work Stations (2 monitor) Account for using the CPU serial number 

Review Workstations (2 monitor) Account for using the CPU serial number 

Review Workstations (1 monitor) Account for using the CPU serial number 

Quality Control Workstations (2 monitor) Account for using the CPU serial number 

Quality Control Workstations (1 monitor) Account for using the CPU serial number 

Color QC Lite Workstations None 

RIS Terminals None 

Network Printer None 

Web Server None 

Teleradiology Gateway None 

NT Domain Controller None 

Archive None 

H70 (AIX) Server None 

H50 Server None 

RIS NT Server None 

RIS NT Server None 

C68 Archive None 

C66 Archive None 

Telemaintenance Server None 

Color Review Workstations (2 monitor Account for using the CPU serial number 

DICOM IT (at sites that capture 

ultrasound images) 

B-1 
SB 8-75-11 

4. Return to the system record and select the Acquisition Cost icon and adjust the 

purchase price to reflect the cost of the major item recorded there. Refer to 

paragraph 2, above. 

5. Select the System ECN record in the Equipment Search screen. Selecting the 

Print icon and then the Detail button generates a report for the ECN. This report lists 

the system and components for the selected system record and displays the Total 

System Acquisition Cost. The Systems and Components report, in the Standard 

Inquiry portion of the Reports module, also shows this information. The Components 

tab of the System ECN tab will show the total system acquisition cost. 

6. Identify components requiring medical maintenance services. Update the catalog 

record to signify which components require maintenance services. 

B-2 
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APPENDIX C. (draft) POLICY AND PROCEDURES FOR 

TOE MEDICAL MAINTENANCE OPERATIONS 

CHAPTER 1 

INTRODUCTION 

Section I. GENERAL 

1-1. Purpose. 

 a. This operating guide provides policy and procedures used to manage and 

operate Table of Organizational Equipment (TOE) medical maintenance operations. 

Use it in concert with the directives and policies prescribed by Army Regulations (ARs) 

and other regulatory guidance. 

 b. This operating guide also provides uniform guidance and direction to 

standardize operating procedures. Paraphrased in this bulletin are major policies and 

responsibilities established in other regulations to afford an understanding of their 

interaction with medical equipment maintenance procedures. 

1-2. Applicability. 

 This operating guide applies to all Army TOE organizations authorized Medical 

Equipment Repairers (MER), Military Occupational Specialty (MOS) 91A/68A. 

1-3. References. 

 Appendix A lists related publications in addition to prescribed and referenced 

forms. These references provide the regulatory basis for the guidance contained in this 

bulletin. Maintenance activities will maintain a library of those publications used on a 

frequent basis, and be knowledgeable of the locations of less frequently used 

publications. 

1-4. Explanation of abbreviations and terms. 

 The glossary contains abbreviations and explains special terms used in this 

operating guide. 

1-5. Standards of medical maintenance. 

 Equipment used by medical personnel is of critical importance since its purpose 

is to save lives and prevent suffering of the sick and wounded. Therefore, the highest 

standards of maintenance for medical equipment are mandatory. 

Section II. RESPONSIBILITIES 

1-6. Commanders. 

 Maintenance of equipment is a command responsibility. Adequacy and 

completeness of a unit’s maintenance program are a reflection of command interest. 

Maintenance operations, regardless of the unit size or mission, are analyzed on nine 

factors that can affect maintenance: command, personnel, time, tools, repair parts, 

records, publications, facilities, and communications. Command is the most critical 

C-1 
SB 8-75-11 

factor since it is the only factor that has direct influence on each of the others. 

Commanders will: 

 a. Publish and make compulsory a directive emphasizing the responsibilities of 

equipment operators to perform effective operator maintenance, and the 

accountability of supervisors and leaders to ensure operators are properly trained and 

competent in the use and care of medical equipment. 

 b. Allocate adequate time for equipment operators (EO) to perform operator 

preventive maintenance services on a scheduled basis. Operator level maintenance 

should be included in the unit’s training schedule. 

 c. Ensure current operator manuals for all medical equipment are on hand and 

readily available to the operators. 

 d. Evaluate the performance of operator and unit maintenance programs 

through inspections. Correct deficiencies found during inspections. 

 e. Establish periodic in-service and/or formal training in operator maintenance 

programs for operators. 

 f. Prevent the abuse of materiel under user control. Investigate the evidence 

of abuse and take corrective action. 

 g. Program periodic in-service training, formal Army training, and/or 

manufacturer training for equipment maintainers, particularly for new equipment 

introduced into the activity. 

 h. Use assigned MERs for medical maintenance duties. The MER should not be 

assigned additional duties that may adversely affect the maintenance posture and 

readiness of medical equipment. 

 i. Make available the resources (i.e. tools, parts, and test equipment) 

necessary to maintain the organization’s medical equipment. 

 j. Provide maintenance services to associate and subordinate activities on a 

scheduled basis. 

 k. Provide the best maintenance facilities possible. Arrange maintenance 

facilities to efficiently use the allotted space. The shop should be as centrally located 

as possible, be accessible, and have ample, secure, storage space for repair parts, 

supplies, tools, test equipment, and equipment awaiting repair and/or parts. 

 l. Maintain the appropriate medical equipment maintenance records IAW 

TB 38-750-2, Maintenance Management Procedures for Medical Equipment, or 

approved automated equipment management system. 

 m. Maintain organization’s medical equipment in a fully mission capable status 

IAW AR 220-1, Unit Status Reporting and AR 700-138, Equipment Readiness 

Reporting. 

 n. Consideration should be given to including the medical equipment repairers 

in the Medical Proficiency Training (MPT) program. Participation should not detract 

from the unit’s medical maintenance posture. 

 o. Provide communication capability to ensure DA approved automated 

medical equipment maintenance and performance reporting procedures are achieved. 

To the maximum extent possible, medical maintenance automation systems should be 

provided broadband access to ensure effective communication is attained. 

1-7. Maintenance managers. 

 The senior medical equipment repairer will accomplish organizational 

maintenance for medical equipment in a timely, economical, and professional manner. 

Due to ever-changing operational requirements and conditions, effective maintenance 

management requires leadership, planning, organization, assignment of 

responsibilities, functions and resources, direction, and flexibility. Management of 

resources (tools, test equipment, standby equipment, repair parts, time, and 

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personnel) should be a daily concern. All resources must be present in sufficient 

quantity when needed to accomplish the maintenance mission. The establishment of 

priorities is a primary task. Managers will: 

 a. Attain the basic concepts, objectives, and policies of The Surgeon General 

for the maintenance of medical equipment. 

 b. Effectively achieve the maintenance of Army-owned or supported medical 

materiel throughout the equipment’s life cycle. 

 c. Implement maintenance programs for the repair, preventive maintenance 

checks and services (PMCS), electrical safety testing and 

calibration/verification/certification (CVC) of medical materiel. 

 d. Establish Standing Operating Procedures (SOPs) for the operation of the 

maintenance activity IAW command guidance. See appendix C which addresses SOP 

requirements and the applicable appendix for a sample SOP depending on the type of 

unit assigned too. 

 e. Review internal and external SOPs minimally every 18 months and update 

to reflect changes in DA maintenance policies. 

 f. Provide planning, guidance, and assistance to other organizational elements 

that impact on the maintenance mission. This includes providing guidance and 

assistance to: 

 (1) Commanders and staff in the development of medical maintenance 

related educational and training programs for equipment operators and assigned 

MERs; 

 (2) Personnel Division (S-1) in the timely reporting of projected personnel 

losses. 

 g. Establish a system for identifying defective equipment to alert potential 

users. Use of equipment serviceability tags (DD Form 1576/1577) may suffice. 

 h. Keep Commanders and staff informed on the status of medical equipment 

maintenance and associated programs. 

 i. Establish a master file of both operator and maintenance manuals in the 

maintenance activity for all medical equipment. Maintenance literature can be in either 

paper or electronic format. 

 j. Establish a functional file system to ensure maintenance records are 

maintained. 

 k. Establish and maintain a library of current administrative publications 

needed in the management of the maintenance activity. 

 l. Facilitate medical equipment repairer participation in a Medical Proficiency 

Training (MPT) program. 

 m. Identify activities requiring medical maintenance support from your activity. 

 n. Identify the activity responsible for providing your next level of medical 

maintenance support. 

1-8. Supervisory/leader personnel. 

 Although supervisory duties and responsibilities are inherent in the management 

of all sub-functions of a medical equipment maintenance activity, those listed herein 

pertain primarily to maintenance and repair operations. Supervisors will: 

 a. Ensure the assignment of scheduled and unscheduled workloads to qualified 

repairers commensurate with their training and skill level. 

 b. Maintain timely and informative communications with medical equipment 

operators/hand-receipt holders concerning maintenance services. 

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 c. Ensure the interpretation and application of maintenance service 

procedures are according to manufacturer’s specifications and instructions. 

 d. Ensure individuals are knowledgeable of regulatory requirements such as 

Center for Devices and Radiological Health (CDRH), Codes of Federal Regulation (CFR) 

and National Fire Protection Association (NFPA) codes. 

 e. Ensure MERs are knowledgeable of hazard communications (HAZCOM), 

lockout/tagout and other applicable Occupational Safety and Health Act (OSHA), 

Department of the Army (DA), U.S. Army Major Commands (MACOMs), and local 

safety program requirements. 

1-9. Medical Equipment Repairers. 

 Maintenance services must be accomplished within established guidelines in a 

timely, professional manner. Repairers will: 

 a. Adhere to safety procedures during maintenance operations. 

 b. Bring unsafe equipment operations to the attention of user/operator 

personnel and their supervisors, by identifying defective equipment and alerting 

potential users. 

 c. Maintain accountability of entrusted resources. Of significant importance is 

the availability and accountability of time and effective man-power utilization. See 

chapter 3 for instructions on accountability of time and use of timesheets. 

 d. Perform PMCS and CVC services according to the manufacturer’s 

instructions or Army technical manuals. Perform electrical safety inspections and 

testing according to NFPA 99 and this bulletin. 

 e. Ensure documentation and associated maintenance forms are legible and in 

compliance with local SOPs and other applicable directives. 

 f. Assume personal responsibility for identifying and pursuing professional or 

technical training and career development. 

1-10. Equipment Operators. 

 The range and complexity of medical equipment used to provide healthcare 

requires that operators and their supervisors be responsible for their portion of the 

activity maintenance program. The operators and/or supervisors will: 

 a. Perform before, during, and after operation maintenance tasks according to 

technical manuals (TMs) and manufacturers’ instructions utilizing DA Form 2404. 

Operator tasks usually consist of the care and cleaning of exterior surfaces, 

components, and accessories. Operator tasks also include the replacement of bulbs, 

tubing, etc., that are easily accessible and do not require tools or test equipment. 

 b. Promptly report malfunctioning equipment to immediate supervisor and the 

supporting medical maintenance activity. 

 c. Initiate a maintenance request for any maintenance services beyond those 

authorized as part of the operator’s daily operations. 

 d. Maintain operator manuals for all medical equipment. 

 e. Maintain accountability of medical equipment and sets. 

Section III. MAINTENANCE PUBLICATIONS AND DIRECTIVES 

1-11. Commander’s implementing directives. 

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 Commanders will publish a maintenance support directive for use by their 

customers and supported activities. 

1-12. Standing operating procedures. 

 a. Each activity having organizational medical maintenance capability will 

publish an internal SOP. This SOP becomes directive when signed by the Commander. 

 b. The internal maintenance SOP will designate individual responsibilities and, 

as a minimum, will provide instructions for the performance of maintenance tasks 

related to the areas identified in appendix C. 

 c. Each maintenance activity will develop and publish an external SOP 

(appendix C). This SOP will establish the procedures a customer must follow when 

acquiring maintenance support. 

1-13. Desk reference manuals. 

 a. In addition to the internal SOP, the maintenance activity should develop a 

desk reference for each MER’s use. Consider the development of a desk reference 

manual for repair parts, tool room operations, and automated record keeping 

procedures. 

 b. Desk reference manuals give a person performing routine day-to-day tasks 

the detailed instructions necessary to complete the tasks with the least amount of 

supervisory assistance. The manual should contain step-by-step procedures in 

sufficient detail to enable a newly assigned repairer to perform assigned duties. 

 c. Providing adequate instructions and sample formats in a desk reference 

manual result in less time being required by the supervisor to train new personnel. 

Appendix D lists suggested items for inclusion in each desk reference manual. 

 d. The repair parts and automated record keeping procedures desk references 

provide details to the extent that other personnel could assume these duties in the 

event assigned personnel are replaced. 

Section IV. MAINTENANCE MANAGEMENT 

1-14. Management. 

 a. Maintenance management is the process of establishing objectives to carry 

out maintenance responsibilities. Maintenance management consists of those 

continuing actions of planning, organizing, directing, coordinating, controlling, and 

evaluating the use of personnel, funds, and facilities to accomplish missions and tasks. 

 b. A prime management objective is to ensure optimal managerial control of 

critical maintenance resources. Accomplish this objective by establishing standards of 

performance for operational elements and a management data collection and 

reporting system for measuring and evaluating each medical maintenance activity’s 

performance. 

1-15. Management sub-functions. 

 Shop management is composed of three basic sub-functions: supervision and 

administration, workload control, and maintenance and repair operations. 

 a. Supervision and administration. 

 (1) Supervision is the element of management that makes the 

organizational maintenance facility productive by effectively managing the resources 

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available to accomplish the maintenance mission. It consists of forecasting 

requirements and planning for the acquirement of resources used in the performance 

of the maintenance mission (i.e., funds, personnel, supplies, repair parts, tools, TMDE, 

publications, and facilities). 

 (2) Administration includes the tasks related to obtaining resources, 

maintaining equipment historical records, performance evaluation and reporting, manhour accounting, and maintaining reference files. Also included are those tasks that 

are indirect to the physical performance of maintenance services and/or repair actions. 

 b. Workload control. 

 (1) Maintenance managers determine work requirements and prioritize 

workload in accordance with the resources and capabilities available. 

 (2) The automation maintenance system should allow retrieval of 

maintenance reports and outputs to forecast scheduled and unscheduled services 

requirements. The types of reports available should include: 

 (a) Unscheduled Work Order Register (Listing) - Provides maintenance 

data used to prioritize the workload and sufficient information to determine repair 

limitations; 

 (b) Monthly Scheduled Service Work Order Listing - Provides a list of 

monthly scheduled service work orders for equipment due services; 

 (c) Cancelled/Delinquent Work Order - A list of monthly scheduled service 

work orders that were not accomplished IAW the regulatory guidance; and 

 (d) Maintenance Performance Report - Provides statistical data to evaluate 

overall maintenance performance. 

 c. Maintenance and repair operations. Chapter 2 encompasses the aspects of 

maintenance and repair operations in detail. 

 (1) Maintenance and repair operations are the physical performance of 

those tasks involved in completing scheduled and unscheduled maintenance services. 

 (2) The effectiveness of the maintenance and repair operation program is 

dependent on the other maintenance management sub-functions. Administrative tasks 

must be accomplished before and after the performance of maintenance services. 

 

1-16. Authorized automated maintenance management system. 

 a. All TOE medical activities with an organic maintenance capability will utilize 

the authorized Standard Tactical Army Management Information System (STAMIS) to 

manage their equipment maintenance program. See appendix E for additional 

information concerning STAMIS. 

 b. All maintenance activities will establish historical records for maintenance 

significant medical equipment. Historical records are produced by the medical 

maintenance automation system or the manual DA Form 2409 when an automation 

system is not available. 

 c. The system-produced medical equipment historical records are the official 

records of the activity and will satisfy the requirements of AR 750-1. 

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CHAPTER 2 

MAINTENANCE AND REPAIR PROCEDURES 

Section I. MAINTENANCE PROCEDURES 

2-1. Authorized maintenance. 

 a. Units authorized a 91A/68A IAW their unit MTOE are authorized a 

maintenance capability. Exceptions are the Medical Logistics Management Centers 

(MLMC) and Medical Commands. 

 b. Maintenance operations consist of any action taken to retain or restore 

materiel to operational serviceability. The scope of maintenance tasks ranges from 

PMCS to wholesale maintenance. 

 (1) Defective/unserviceable medical equipment will only be repaired or 

serviced by school trained medical equipment repairers, MOS 91A/68A. Specialized 

trade requirements for medical equipment, i.e. welding and refrigeration support will 

be performed under the direct supervision of a medical equipment maintainer. 

 (2) Medical equipment repairs will be completed IAW the manufacturer’s 

literature, 10/20 standards, and Maintenance Allocation Chart (MAC). All equipment 

should be 100% fully mission capable (FMC) upon completion of repair services. 

 (a) Perform electrical safety testing after repairs or modifications have 

been made to the equipment's electrical or electronic circuitry. 

 (b) Verify calibration after replacement of any circuit boards or when 

repairs or adjustments have been made to the electronic circuitry. 

2-2. Equipment management. 

 a. Equipment management is a command responsibility. Each commander 

must provide for the maintenance of equipment issued to or under the responsibility 

of his/her unit to include the efficiency of programs established for this purpose. 

 b. The maintenance of medical equipment includes: 

 (1) Equipment operator PMCS, and medical equipment repairer PMCS, 

electrical safety inspections and tests, and CVC services. 

 (2) Remedial maintenance (unscheduled repairs). 

 (3) Overhaul and rebuild will be preformed at MRMC Medical Maintenance 

Divisions or at associate maintenance activities designated by USAMMA. 

 

2-3. Levels of maintenance. 

 a. The levels of maintenance are defined in AR 750-1. Organizational leadership 

must continuously emphasize a comprehensive medical equipment maintenance 

program. The keystone to any successful unit maintenance program is effective 

equipment operator maintenance. Operator level maintenance includes thoroughly 

checking the operation of the equipment and all accessories. A disciplined operator 

level maintenance program will ensure operators maintain familiarity with their 

equipment and that all equipment and accessories are available for use during times 

of deployment. 

 b. Unit level maintenance – The unit’s medical maintenance activity 

(comprised of assigned medical equipment repairers (MOS 68A)) perform maintenance 

on their unit’s medical equipment. Unit level maintenance includes cyclically scheduled 

maintenance and limited unscheduled/repair services. Extent of maintenance services, 

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as well as limitations, for each type/item of equipment that should be performed by 

the maintenance activity is identified in the maintenance allocation chart (MAC). 

 c. Direct support level maintenance - Medical maintenance activities perform 

direct support maintenance on medical equipment in the possession of their supported 

activities. Supported activities include: 

 (1) Medical teams/units/elements (i.e. Forward Surgical Team, Eye 

Surgery Team, Pathology Medical Team, etc..) augmented to the organization; 

 (2) MTOE organizations authorized medical equipment located within their 

geographical area of responsibility IAW MACOM directives. 

 d. Depot level maintenance. The refurbishment or restoration of medical 

equipment to like-new condition for return to the wholesale supply system. 

2-4. Automated medical equipment maintenance management database. 

 a. TOE medical maintenance activities will use the authorized medical 

maintenance management automation system. Standardization of automation is 

critical for instilling familiarity with equipment and maintenance management 

procedures, as well as providing visibility of medical equipment mission capability 

status throughout the chain of command to the national level. 

 b. Include all medical equipment authorized and on hand at the organization. 

Medical equipment and quantities authorized are identified in the MTOE either as 

distinct items by LIN or as components of medical equipment or medical materiel sets 

(MES/MMS). MES/MMS (Unit Assemblage (UA) Listings may be obtained from 

USAMMA. 

 c. Include all medical equipment requiring calibration services. Appendix H 

identifies types of equipment requiring calibration services. Calibration services 

should be scheduled and completed IAW the criteria listed in the manufacturer’s 

literature or the equipment’s -20 standard and MAC. 

 d. All equipment listed in the equipment master data file will be included in the 

automated maintenance management system. The maintenance manager has the 

responsibility of making the determination as to what additional items are included in 

the equipment database. Consider the following when determining inclusion into your 

database. 

 (1) Consider all electrical equipment. 

 (2) Consider all equipment intended for use in critical patient care areas. 

 (3) Include all equipment that the manufacturer recommends, or has 

written procedures for the performance of routine periodic calibrations or verifications. 

 (4) Include any equipment item you feel could pose a risk to a patient's 

safety or health. This would ensure maintenance tracking if an incident occurred. 

 (5) Include any equipment item you deem should have a separate 

maintenance history. 

 e. Cyclic maintenance schedules 

 Establish service intervals consistent with the published TM, MAC, or 

manufacturer’s literature. When determining the service intervals for medical 

equipment, utilize the most stringent. 

 (1) PMCS – minimum Annual; 

 (2) Safety – minimum Annual; 

 (3) CVC – minimum Annual. 

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2-5. Performance standards. 

 a. The performance objective for scheduled service is to complete 100 percent 

of those services scheduled during each maintenance period. Minimum acceptable 

performance levels are: 

 (1) PMCS - 95 percent. 

 (2) CVC - 95 percent. 

 (3) Electrical Safety - 95 percent. 

 b. Chapter 5 of this publication contains additional guidance concerning the 

performance of scheduled services. 

2-8. Medical materiel complaints. 

 a. Report medical equipment determined to be harmful or defective to the 

extent that use has caused or may cause serious injury, serious illness, and/or death 

as a medical materiel complaint IAW AR 40-61. Also report equipment that is 

unsatisfactory because of malfunction, design, defects (attributable to faulty 

materials, workmanship, and/or quality control), or performance. Submit an SF 380 

to the Defense Supply Center Philadelphia (DSCP). 

 b. Medical maintenance will assist medical staff in the completion of 

appropriate actions to meet the requirements of the Safe Medical Devices Act (SMDA) 

of 1990 (See Appendix Q). 

2-9. Modification, alteration, and fabrication of medical equipment. 

 a. Modification or alteration of Army materiel is forbidden, except as 

authorized IAW AR 750–10. Modification of equipment outside of the factory must be 

accomplished via a documented, official Modification Work Order (MWO). 

Commanders will not allow their equipment to be modified except under the provisions 

of a valid MWO. 

 b. Forward suggested medical equipment modifications directly to the 

commodity manager IAW MACOM regulations. Local commanders will not implement a 

suggested modification until the suggestion is reviewed and approved by the AMEDD 

National Maintenance Point (NMP). 

 c. Medical maintenance activities will not modify equipment that results in the 

equipment being altered to perform a function for which it is not designed or 

advertised by the original equipment manufacturer (OEM). 

 d. Medical activities will not fabricate, without prior approval, any item of 

medical equipment or component to be used on existing medical equipment. Forward 

requests for approval, based on unique one-time requirements, to the AMEDD NMP. 

Section II. WORKLOAD CONTROL 

2-10. Scheduling and deferring maintenance. 

 a. The authorized automated system will produce a listing of monthly 

scheduled services work orders to be performed. Resources should be allocated as 

required to perform the scheduled maintenance services. 

 b. When available resources are inadequate to complete all required services, 

contact the regional manager (CONUS – USAMMA MMODs Hill, Toby, Tracy; Europe – 

USAMMCE; Korea – 16th MEDLOG) responsible for your geographic location. Adequate 

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planning should allow you to forecast personnel shortages far enough in advance to 

ensure arrangement of appropriate direct support assistance. 

 c. While deployed to an area of operation / theater of operation (AO/TO), the 

priority/focus changes from that of performing scheduled services to completing repair 

services and returning broken or non-mission capable equipment to a fully mission 

capable (FMC) status. Contact the MEDLOG battalion/company responsible for 

providing support within your AO/TO to request manpower augmentation or support. 

 d. To the maximum extent possible, service all critical or lifesaving equipment 

first. Typically, these items will also require calibration services. 

 e. As a last resort, deferment of maintenance may be required due to 

non-availability of manpower due to personnel shortages or other extenuating 

circumstances. 

2-13. Equipment priorities. Priorities are based on: 

 a. Equipment Readiness Code (ERC) Code. Refer to Appendix B. 

 b. Commander’s guidance. 

Section III. FORMS AND RECORDS MANAGEMENT 

2-16. General. 

 a. TOE medical maintenance activities will use the approved automated 

system or the manual system IAW DA Pamphlet (PAM) 738-750 to manage their 

medical equipment maintenance. See appendix E for specific guidance on 

maintenance management forms required when an automated system is available. 

 b. AR 25-30, chapter 3, prohibits the creation of a form for a purpose for 

which a higher echelon form exists. Maintenance activities will use existing DA, DOD, 

and Food and Drug Administration (FDA) forms and labels. 

2-18. Automated outputs.(needs to be evaluated) 

 a. The automated report equivalent to the DA 2406 report will be forwarded to 

the Commander monthly. 

 b. Maintenance managers will ensure that copies of the latest outputs, 

applicable to equipment maintenance management, are on hand and available to 

maintenance personnel. Automated reports should be maintained for a period of one 

year or until superseded. 

 c. Reconcile the work order register at least monthly. Physically account for all 

maintenance requests on the register and establish entries for those work orders on 

hand and not on the register. 

2-19. Maintenance requests. 

When utilizing the manual maintenance management system, DA Form 2404 

(Equipment Inspection and Maintenance Worksheet)or DA Form 2407 (Maintenance 

Request) may be utilized to request maintenance services. See Appendix E for 

guidance when STAMIS is available. 

 a. Complete a maintenance request for each scheduled and unscheduled work 

item performed. 

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 b. Complete manual maintenance requests (DA Form 2407 & DD Form 2404) 

IAW TB 38-750-2, this bulletin, and local procedures when automated maintenance 

procedures are not available. 

 c. Maintenance activities will keep a copy of all maintenance request forms for 

one year following the close date. 

Section IV. SHOP SAFETY 

2-20. Shop safety procedures. 

Each maintenance activity will practice safe operating procedures, ensuring a safe 

environment for the repairer. Important points of shop safety are: 

 a. Following general safety procedures as outlined by AR 385-10, MACOM 

directives, and the activity safety program. 

 b. Prevention of electrical shock by noting and labeling hazards and following 

safe repair procedures. 

 c. Following safe handling and disposal rules for items containing radioactive 

or toxic material. Safe handling and disposal rules are identified in the Material Safety 

Data Sheet (MSDS) received from the manufacturer with the hazardous materiel. 

 d. Being knowledgeable of fire protection rules, plans, and evacuation routes. 

 e. Ensuring compliance with the activities respiratory protection program while 

performing any task where the use or productions of toxic materials, fumes, or mists 

occur. 

 f. Making available those items of occupational foot protection and protective 

clothing authorized by common table of allowance (CTA) 50-900. 

 g. Following radiation health protection procedures as outlined by AR 40-14 

and TB MED 521. 

 h. Preventing eye and skin injuries by noting and labeling hazards and using 

protective devices. Optical sources such as arc lamps (mercury, xenon, etc.), lamps 

with quartz envelopes (since they can emit ultraviolet rays), infrared and germicidal 

lamps, welding arcs, and lasers can pose a hazard. 

 i. Complying with microwave radiation procedures as outlined in TB MED 523. 

 j. Complying with lockout/tagout procedures IAW OSHA Regulation 29 CFR, 

Part 1910, Control of Hazardous Energy Sources (Lockout/Tagout). 

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CHAPTER 3 

MAN-HOUR ACCOUNTING 

Section I. GENERAL INFORMATION 

3-1. General. 

 a. Supervisors are responsible to ensure manpower utilization is documented 

and accurate. 

 b. Man-hour accounting provides a uniform system to identify and account for 

the utilization of duty hours for assigned medical repairers. 

3-2. Use of direct labor worksheet. A direct labor worksheet and instructions for 

completing the worksheet are provided in figures 3-1 and 3-2. 

 a. Use the Individual Direct Labor Man-hours Worksheet or an equivalent 

method to capture man-hours expended by assigned personnel. 

 b. Maintenance managers will ensure that all direct labor personnel are familiar 

with and understand these instructions. 

3-3. The following instructions should be followed when preparing the individual 

direct labor man-hours worksheet. 

 a. Assigned Hours – Eight hours per normal working day (Monday thru 

Friday); five days per week less holidays. Applies to 91A/68A Medical Equipment 

Repairers assigned to the unit. 

 b. Overtime Hours – Man-hours expended in excess of eight hours per day. 

 c. Borrowed Hours – Man-hours borrowed from another unit i.e. support from 

a MEDLOG, IMSA, or USAMMA medical maintenance operations division. 

 d. Loaned Hours – Man-hours loaned outside of the maintenance 

shop/activity. Examples include commander’s driver; reenlistment, training, or NBC 

NCO; or some other permanent or semi-permanent duty or detail. 

 e. Nonproductive – Unable to perform medical maintenance functions due to 

uncontrollable circumstances or restricted from performing medical equipment repairs 

and/or services by persons or conditions beyond your control. 

 f. Productive Indirect Labor – Alert duty, maintenance meeting, maintenance 

shop or activity cleaning and policing. 

 g. Duty Absence – Military training, organizational or installation duties, TDY – 

training, or personnel processing. 

 h. Non-Duty Absence - See figure 3-2. 

 i. Travel - See figure 3-2. 

 j. MEDCASE – Non-applicable. 

 k. Miscellaneous – All other documented direct labor man-hours expended but 

not otherwise mentioned. 

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CHAPTER 4 

REPAIR EXPENDITURES 

Section I. REPAIR ELIGIBILITY AND EVACUATION 

4-1. Cost elements. 

 a. There are four elements of cost that must be identified to job orders. The 

elements of cost for estimating the cost of repair are: 

 (1) Direct labor; 

 (2) Direct materiel; 

 (3) Packaging and freight; 

 (4) Miscellaneous. 

 b. Include all required repairs in the cost estimate to prevent expending 

essential resources maintaining uneconomically reparable equipment. Do not defer or 

omit repairs to reduce the total estimated cost. 

 c. Do not charge the following elements to an item of equipment as part of a 

repair, or when performing repair cost estimates: 

 (1) The labor cost of applying manufacturer directed modifications to 

eliminate hazardous or unsuitable conditions. 

 (2) Operating and user expense (operator replaceable) items; e.g., 

electrocardiograph paper; electrosurgical apparatuses electrodes; medical equipment 

filters; routine service items, etc. 

 (3) Preventive and periodic services to include calibration or verification of 

medical equipment. 

 (4) Man-hours expended in the technical inspection (TI) and condition 

coding of the medical equipment. 

 (5) Equipment installation. 

 (6) Replacement of components that are normally considered to be usedup during normal operation. These items include: 

 (a) X-ray tubes. 

 (b) Batteries, rechargeable or non-rechargeable (not from bench stock). 

 (c) Light bulbs (not from bench stock). 

 (d) Heat sealer heating elements (not from bench stock). 

 (e) Sieve beds and product tanks for oxygen concentrators. 

 (7) Dental handpieces. 

 (8) Bench stock. 

 d. For additional guidance identifying the elements of cost and estimating the 

cost of repair, see TB MED 7, chapter 3. 

4-3. Responsibility of a Medical Equipment Repairer. 

 a. A primary responsibility of the MER, is inspection of materiel to determine 

repair eligibility. 

 (1) MERs are required to perform a TI to determine specific repair 

requirements before repairs are started. 

 (2) MERs are required to accomplish a mental condition coding before 

starting repairs. 

 b. The MER must included all cost elements when estimating the cost of 

repair, or when condition coding equipment. 

 c. Do not include the cost of the items listed in paragraph 4-1c this bulletin 

when determining repair eligibility. 

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 d. An important aspect in determining economic reparability of equipment is 

the MER's individual judgment. In the absence of valid historical data, the MER will 

completely inspect the item and use his/her best judgment in making the reparability 

determination. 

4-4. Repair eligibility. 

 To assist in determining repair eligibility, use figure 4-1 (where is it?) to ensure 

that fundamental steps are not overlooked. 

4-5. Historical information. 

 Establish local procedures, either the authorized automated maintenance 

management system (STAMIS) or manual procedures (DA PAM 738-750) that ensures 

equipment historical records are available to the MER. Basic historical data required to 

determine repair eligibility are: 

 a. Date put in service. 

 b. Current unit price. 

 c. Life expectancy. 

 d. Maintenance expenditure limit. 

4-6. Appearance of medical equipment. 

 a. Medical equipment is an essential element of the healthcare delivery 

system. As such, it must operate effectively, and its appearance must reinforce and 

support the high military standards for patient care. 

 b. Consider equipment used in patient care or treatment areas for 

refurbishment if its appearance has deteriorated. 

 c. Include the costs associated with refinishing an item of medical equipment 

when determining the repair cost estimate for the item. 

4-7. Uneconomically reparable equipment. 

 Do not repair unserviceable, uneconomically reparable equipment without a 

waiver IAW TB MED 7, and Section III of this chapter. 

4-8. Evacuating equipment. 

 a. Organizations evacuating equipment to support maintenance activities 

and/or MRMC’s Maintenance Operations Divisions will ensure that adequate packaging 

and packing methods are applied to prevent loss or damage. 

 b. End items evacuated to support maintenance activities and/or MRMC's 

Maintenance Operations Divisions will include all major components and accessories 

required for the equipment to perform its designed functions (include operator and 

maintenance literature). 

 c. End items evacuated to support maintenance activities and/or MRMC's 

Maintenance Operations Divisions for repair and return will adhere to any special 

instructions required by the support element’s external standard operating 

procedures. 

 d. The unit evacuating the equipment will establish procedures to ensure 

equipment accountability is maintained. The activity will ensure a signature is 

obtained from the shipper when evacuating equipment to another activity. 

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Section II. MAINTENANCE EXPENDITURE LIMITS (MEL). 

4-9. General. 

 a. TB MED 7 contains guidance to determine Maintenance Expenditure 

Limits (MEL) for medical materiel. 

 b. Subsequent paragraphs in this publication explain equipment repair 

eligibility and the requirement for determining the MEL. 

 c. Maintenance is not authorized when the estimated repair cost of a repair 

would exceed the MEL, unless the servicing maintenance activity has obtained a 

waiver IAW TB MED 7 and this bulletin. 

4-10. Computing maintenance expenditure limits. 

 a. The MEL is based on a percentage of the current acquisition price based on 

life expectancy remaining. 

 b. Use the MEL factor graph and the factor computation formula located in TB 

MED 7 to assist in determining whether unserviceable medical equipment is 

economically reparable. 

 c. Computations of MEL are based on the current acquisition price of an item 

of medical equipment. The current acquisition price may be obtained from the Army 

Master Data File (AMDF). 

 d. The percentage of current acquisition price for medical equipment ranges 

from 65 percent to 10 percent for those items not having an indefinite life. 

 (1) Determine the percent of useful life remaining for each item by 

applying the following formula. Years should be converted to months for simplicity. 

LIFE REMAINING IN MONTHS 

LIFE EXPECTANCY IN 

MONTHS 

= PERCENT OF USEFUL LIFE REMAINING 

Or 

60 MONTHS 

120 MONTHS = .50 OR 50% USEFUL LIFE REMAINING 

 e. Medical equipment that has reached or exceeded its life expectancy will 

have a maintenance expenditure limit of 10 percent of the current unit price. This will 

remain constant regardless of its age. 

 f. Do not include expenditures for the following when calculating the MEL: 

 (1) Scheduled services; 

 (2) Modifications; 

 (3) TIs; 

 (4) Warranty actions at no expense to the Government. 

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4-11. Indefinite life factors. 

 a. Use a factor of 90 percent of current acquisition price, regardless of the 

item's age, when computing the MEL on the following items: 

 (1) Dental and surgical hand pieces. 

 (2) Fiber optic scopes (flexible and rigid). 

 b. Use a factor of 80 percent of current acquisition price when computing the 

MEL on the following items, regardless of the item's age: 

 (1) Hospital furniture (nurses' desks, narcotics and/or medicine cabinets, 

stainless steel surgical stands, tables, and stools, etc.). 

 (2) Basic electrical, mechanical, or electro-mechanical materiel 

(mechanical beds, over-bed tables, gooseneck lamps, etc.). 

Section III. WAIVERS 

4-12. Policies. 

 a. The basic philosophy of the waiver policy is to ensure the best use of 

Government funds when equipment repair costs exceed normal repair limits, to 

provide controls to preclude the routine expenditure of resources for uneconomically 

repairable equipment, and to maintain command visibility of resource expenditures 

that are exception to established directives. 

 b. The unit commander may approve a waiver to exceed the MEL for TOE 

medical materiel when it is determined that: 

 (1) An urgent need for the medical equipment item exists to save life or 

limb or prevent distress, and that a replacement item will not be available to satisfy 

the professional requirement; 

 (2) The unit’s readiness will be significantly impacted by the equipment 

shortage and a replacement item is not available. 

 c. Exceptions to standard waiver procedures and these guidelines for medical 

equipment must be approved by USAMMA. 

 (1) USAMMA may grant “blanket” and or one time repair waivers for 

designated equipment types, i.e. specific make and model X-ray apparatus or 

particular equipment items depending on circumstances. Circumstances include: 

 (a) Specific equipment items that may no longer be in production with no 

replacement item identified; 

 (b) Equipment item is Other Procurement Army (OPA) funded for which the 

unit does not receive funding, thus the unit is unable to obtain a replacement; 

 (c) Immediate availability of a replacement item to support a National 

Emergency does not exist; 

 (d) Further guidance concerning USAMMA waivers may be obtained by 

contacting the AMEDD’s National Maintenance Point (NMP). 

 d. In an Area or Theater of Operation AO/TO, the designated MEDLOG 

operating in the capacity of the single integrated medical logistics manager (SMLIM) 

is the authority on the ground for approving deviations to these guidelines and limits. 

4-13. Responsibility for requesting waivers. 

 a. The Medical Maintenance section has the responsibility for condition coding 

medical equipment and notifying the user (ward, clinic, service, etc.) when the item is 

uneconomical to repair. 

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 b. Responsibility for obtaining a waiver rests with the equipment user and/or 

hand receipt holder. They have knowledge of the clinical requirement and are in the 

best position to justify why the item should be repaired. 

 c. When maintenance has determined an item of equipment is uneconomical 

to repair, the following actions are required: 

 (1) The MER annotates the work accomplished section of the maintenance 

request by following the example at figure 4-2: 

 (a) Estimated parts cost to return the item to a serviceable condition. 

 (b) Estimated man-hours to complete the repair. 

 (c) Annotate a supply condition code of “H”. 

 (2) The senior maintenance manager will: 

 (a) Verify and authenticate the condition code assigned by the MER by 

placing his/her signature on the maintenance request. 

 (b) Notify the user and/or hand receipt holder by initiating a memorandum 

(sample provided at figure 4-3). 

 (c) Attach a copy of the Maintenance Historical Record and applicable work 

request to the memorandum. 

 (d) Close the maintenance request regardless of the user's intent to acquire 

a waiver. Include repair costs incurred up to the point of making the determination 

that a waiver was required to complete the repairs. 

 (3) The user/hand receipt holder (ward, section, service, etc.) will: 

 (a) Consult and coordinate with the PBO and maintenance manager. 

 (b) Prepare an endorsement to the commander when a waiver is 

requested and provide the necessary justifications. If it is determined that repair is not 

desired, endorse the memorandum back to the maintenance branch indicating that 

disposal action is desired. 

 (4) The commander will endorse the memorandum back through the user 

(requester) to maintenance indicating approval or disapproval. 

 (5) Upon receipt of an approved waiver, the maintenance activity will 

initiate an unscheduled work order with action code WA. 

 (6) The PBO will arrange for proper disposal if a waiver has not been 

approved. 

4-14. Waiver file. 

 Establish and maintain a waiver file in the Medical Maintenance Branch. 

 a. The file will contain the original of the waivers authorizing exceeding of the 

MEL. 

 b. Destroy the waiver file when the equipment item is disposed of by the PBO. 

Section IV. LIFE EXPECTANCY 

4-15. Life expectancy of medical equipment. 

 a. The life expectancy classifications for medical materiel are, indefinite life, 

definite life, and exempt materiel. TB MED 7 defines these classifications. 

 b. TB MED 7, appendix B, lists life expectancies for medical equipment with a 

definite life. The predetermined life expectancy in years is based on an average 

normal usage. 

 c. The life expectancy for medical equipment begins on the date the item is 

placed in service at the unit. All medical equipment is considered in service when the 

item is ready for use in the care and treatment of patients. 

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CHAPTER 5 

SCHEDULED SERVICES (PMCS, CVC, ELECTRICAL SAFETY) 

Section I. GENERAL 

5-1. Policy. 

 a. While in garrison, the performance of scheduled preventive maintenance 

services on medical equipment will take priority over routine repairs. 

 b. While deployed in an AO/TO (combat operations), repair of non-mission 

capable lifesaving equipment will take priority. 

 (1) Scheduled preventive maintenance services will be completed as the 

mission and time permits. 

 (2) Assistance should be requested from the supporting MEDLOG activity 

when maintenance requirements exceed manpower capability. 

5-2. Performance standards. 

The performance objective for scheduled preventive maintenance service is to 

complete 100 percent of those services scheduled during each maintenance period. 

Minimum acceptable performance levels are: 

 a. PMCS - 95 percent. 

 b. CVC - 95 percent. 

 c. Electrical Safety - 95 percent. 

5-3. Automated medical maintenance documentation. 

 a. The authorized STAMIS must be accessed in order to automatically 

generates requirements for the performance of scheduled services. 

 (1) Schedules for services are contingent on the base date and 

maintenance interval the maintenance activity keys in to the database. 

 (2) A Monthly Scheduled Services Work Order Listing is generated during 

the monthly performance report cycle (usually the 15th) of the month prior to the 

scheduled month. 

 (3) Record the completion of scheduled services using the generated 

monthly scheduled work order (listing). 

 (4) Maintenance managers should adhere to the generated schedule for 

performing scheduled services. 

 b. Maintenance managers must ensure that scheduled services are completed 

in a timely manner and entered into the automated database. 

 (1) Minimal repair requirements (approximately 15 minutes) discovered 

during scheduled services deemed necessary to ensure the equipment is 100% FMC 

will be completed as part of the scheduled service. 

 (2) Maintain the scheduled service work order listing completed by the 

MER and signed by the activity serviced until superseded. 

 c. Provide a copy of the Monthly Scheduled Service Work Order Listing to the 

hand receipt holders to ensure they have their equipment readily available when the 

maintenance personnel arrive. 

 (1) Give the hand receipt holder a copy of the completed Monthly 

Scheduled Work Order Listing. These listings document the completion of scheduled 

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services or the maintenance managers written explanations for nonperformance. The 

hand receipt holder should retain their copy for 1 year or until provided with an update 

by Medical Maintenance Branch. 

 (2) The hand receipt holder will sign the maintenance copy acknowledging 

the MER's performance of the scheduled services. This acknowledges equipment not 

located or equipment requiring repairs. 

Section II. PREVENTIVE MAINTENANCE CHECKS AND SERVICES 

5-4. Frequency 

Initially inspect all medical equipment prior to use (pre-issue inspection/TI). Medical 

equipment should then receive a PMCS at a minimum semiannually. In the event the 

manufacturer’s literature specifies a more stringent maintenance criterion, use the 

more stringent criterion. 

5-5. Equipment operator preventive maintenance checks and services. 

 a. An effective operator maintenance program is critical to a successful unit 

level maintenance program. Equipment operators must be trained and proficient on 

all equipment for which they are responsible. Operators must be: 

 (1) Capable of performing before, during, and after operation PMCS 

requirements; 

 (2) Familiar with all accessories and expendables used during the 

operation of the equipment. Defective accessories should be identified during 

operator maintenance services. 

 b. The unit training program should include an operator level training 

requirement to ensure operators are proficient in the operator check out procedures 

and operation of the equipment. Local procedures will determine who provides this 

training. 

5-6. Repairer preventive maintenance checks and services 

 a. Medical equipment repairers will perform equipment services in accordance 

with the manufacturer’s literature, USAMMA published technical manuals and 

maintenance allocation charts, and the guidelines of appendix K this publication. 

 b. Maintenance services should be performed with the components and 

accessories designated to the item being serviced. 

Section III. CALIBRATION/VERIFICATION/CERTIFICATION (CVC) SERVICES 

5-7. General. 

 a. CVC services are defined as the comparison of a medical system or medical 

device of unverified accuracy to a measurement system or device of known accuracy 

to detect, and correct if necessary, any deviations from required performance 

specifications of the medical system or medical device. This comparison may be 

accomplished using one or more of the following measuring systems: 

 (1) An instrument or device, the accuracy of which is directly traceable 

back to the National Institute of Standards and Technology (NIST). This would include 

all authorized TMDE with a valid calibration. 

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 (a) All Test, Measurement, and Diagnostic Equipment (TMDE) used to 

calibrate or service medical equipment will have a DA Label 80 or manufacturer’s label 

certifying the last time the TMDE calibration was certified and when it is due again. 

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 (b) TMDE which has exceeded its calibration interval or for which a 

calibration interval cannot be verified will not be used to calibrate medical equipment. 

 (2) A natural physical constant such as the oxygen content of air at 

normal pressure and temperature. 

 (3) Other material with known performance characteristics. An example is 

oxygen of 100 percent purity. 

 b. The CVC services on medical equipment will be IAW Federal requirements, 

manufacturer's recommendations, and other applicable guidance. At a minimum, 

maintenance activities will include the medical equipment listed at appendix H for CVC 

services. 

 c. Review the manufacturer's literature for the requirement to perform CVC 

services. When so indicated, annotate the applicable STAMIS record and schedule the 

item for service. 

 d. The CVC services, except those services restricted to designated general 

support (GS) units, will normally be performed as unit maintenance. 

 e. Attach DD Form 2163 (Medical Equipment Verification/Certification) to the 

calibrated equipment upon completion of CVC services. TB 38-750-2 contains 

instructions for the use and completion of DD Form 2163. 

 f. Schedule CVC services IAW the MAC or manufacturer’s recommendation. 

The minimum interval for calibration schedules is annually. 

5-8. Defibrillators. 

 a. Evaluate and performance test defibrillators semiannually using a 

defibrillator analyzer. 

 b. Use DA Form 5624-R (DC Defibrillator Inspection Record) located in TB 38-

750-2 to record the results of the evaluations. Maintain the completed form on file for 

6 months pending the next CVC service or until superseded. 

 c. Affix a DA Label 175 (Defibrillator Energy Output Certification) to the 

control panel upon completion of the CVC. A DD Form 2163 is not required. 

5-9. X-ray equipment. 

Chapter 6 of this bulletin describes the calibration requirements for diagnostic x-ray 

systems. 

Section IV. ELECTRICAL SAFETY 

5-10. General. 

 a. Make a continued effort at all levels to provide an electrically safe 

environment within the hospital or medical unit. 

 b. Establish an electrical safety program in accordance with AR 40-61, NFPA 

99, and this bulletin. 

 (1) After the initial testing, test medical equipment intended or likely to 

come into contact with a patient semiannually. Test all other medical equipment 

annually. 

 (2) The STAMIS entries documenting the completion of an electrical safety 

test are sufficient documentation for equipment that passes safety testing. 

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 (3) Do not use commercially procured labels, stickers, or forms to 

document or record the performance of safety tests. Use only those forms listed in TB 

38-750-2. 

 c. The following actions are required for any item or system not passing the 

required safety test. 

 (1) Complete medical equipment electrical safety forms 

(DA Form 5622-R). The forms will document defects, recommendations, and actions 

taken. See TB 38-750-2 for form use. 

 (2) Affix a DD Form 1577 (Unserviceable (Condemned) TAG - Materiel) to 

the equipment noting the safety defect. Do not remove the tag until the defect has 

been corrected. 

 (3) Notify the user/hand receipt holder of the potential hazard. 

 (4) The Medical Maintenance Branch initiates a repair maintenance 

request to correct the defect. Upon completion of the repair, attach a copy of the 

completed maintenance request to the appropriate DA Form (see paragraph 5-10c(1) 

above). Maintain these forms in the maintenance section for 1 year. 

 (5) When the safety defect has been corrected, initiate an unscheduled 

safety work order to document the passing of the safety test on the item's 

maintenance record. 

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CHAPTER 6 

MANAGEMENT AND CONTROL OF DIAGNOSTIC X-RAY 

Section I. MAINTENANCE AND CALIBRATION 

6-1. Calibration/verification/certification requirements. 

 a. Calibrate x-ray systems at the frequency specified by the manufacturer. 

Use a frequency of annual if the manufacturer does not specify an interval. 

 b. X-ray systems will be calibrated/verified IAW the manufacturer's 

specifications. 

 c. Only MERs will accomplish x-ray equipment calibration. They will be 

knowledgeable of the specific requirements of the Radiation Control for Health and 

Safety Act. 

 d. Invasive or noninvasive type TMDE may be used to perform x-ray CVC. 

6-2. Calibration/verification/certification records requirements for diagnostic x-ray 

systems. 

 a. Use DD Form 2164 (X-Ray Verification/Certification Worksheet) to record 

the results of CVC for all x-ray equipment, including computer tomography (CT). 

 b. Complete DD Form 2164 IAW TB 38-750-2 and the following: 

 (1) A separate sheet of paper will be attached to the DD Form 2164 to 

indicate the manufacturer, model, serial number, and date of calibration expiration of 

all items of TMDE used to perform the CVC. 

 (2) Maintain the completed DD Form 2164 in the RPPF for 1 year pending 

completion of the next x-ray calibration. 

 c. When performed by a contractor, file the contractor's calibration worksheet 

(which specifies actual services performed) and associated service report in the x-ray 

RPPF for 1 year pending completion of the next x-ray calibration. 

 d. Individuals performing the CVC service, whether contractor or DA 

personnel, will complete DD Form 2163 and display it prominently on the system. 

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CHAPTER 7 

TECHNICAL INSPECTION FOR ISSUE 

Section I. GENERAL 

7-1. Purpose. 

This chapter provides guidance required for compliance with AR 40-61, AR 750-1, AR 

725-50, TB MED 7, and MACOM directives and discusses performing TIs for issue. 

7-2. Objectives. 

The overall objectives of condition coding are to ensure that units receive equipment 

that is either serviceable or reparable. 

7-3. Implementation. 

Maintenance managers will take immediate action to implement the contents of this 

chapter into shop procedures. All MERs perform TIs and classification of medical 

equipment; therefore, the requirement exists that each MER have a thorough 

understanding of this directive. 

Section II. TECHNICAL INSPECTIONS 

7-4. General. 

Medical equipment must be fully mission capable (FMC), with all necessary 

components and accessories prior to being issued to the patient care provider/hand 

receipt holder. Section III of this chapter discusses inspection standards used in 

performing serviceability inspections. 

 Only MERs (91A/68A & 670A) will perform a TI on medical equipment. 

7-5. Pre-issue technical inspection. 

 a. Perform a pre-issue inspection (TIs) of all medical equipment before 

acceptance and issue into the healthcare delivery system per the requirements of AR 

40-61. Figure 7-1 provides a flow chart for accomplishing the inspection. 

 b. MERs will perform a TI of all new medical equipment to ensure the 

equipment is operational and safe prior to patient use. 

 c. Perform a TI on medical equipment, either new or returned from 

depot/commercial activities, before being issued to the using activity. 

 d. Inspect equipment for: 

 (1) Appearance (external damage). 

 (2) Completeness (accessories, manufacturer's literature, etc.) 

 (3) Internal condition (damage, leaks, broken parts, etc.). 

 (4) Proper performance. 

 (5) Compliance with provisions of the contract under which the item was 

requested. 

 e. Consider having the hand receipt holder pick up new equipment directly 

from the medical maintenance activity. The PBO must have completed all receipt 

procedures and ensured accountability before pick up. 

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Section III. SERVICEABILITY INSPECTION CHECKLIST 

7-9. Inspection standards. 

 a. Medical equipment must meet the equipment manufacturer’s serviceability 

and performance standards to be suitable for patient care and use. The 

manufacturer's literature and published technical manuals will be used by the medical 

equipment repairer when performing a TI for condition coding/repair eligibility. 

 b. Make use of the following forms when performing a TI: 

 (1) DA Form 2404 (Equipment Inspection and Maintenance Worksheet). 

 (2) DA Form 2407 (Maintenance Request) or automated maintenance 

request. 

 (3) DA Form 2407-1 (Maintenance Request -Continuation Sheet) or 

automated maintenance request. 

 (4) DA Form 2409 (Equipment Maintenance Log (Consolidated)), or 

automated maintenance record. 

7-10. Categories of inspection. 

 a. Use the appropriate category of inspection when performing a TI of medical 

equipment. 

 (1) Category A - All items. 

 (2) Category B - Hydraulic/mechanical. 

 (3) Category C - Positive/negative pressure. 

 (4) Category D - Heating/cooling/mixing. 

 (5) Category E - Electrical/electronic. 

 (6) Category F - Electric motors. 

 b. Appendix K contains a generic checklist for each category. These checklists 

are not intended to be complete and may vary depending on type and manufacturer of 

the equipment as determined by the TI. 

 c. One or more of the categories may be needed during the TI of an item or 

system. 

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CHAPTER 8 

TECHNICAL INSPECTION FOR TURN-IN OR TRANSFER 

Section I. GENERAL 

8-1. Purpose. 

This chapter provides guidance required for compliance with AR 750-1, AR 725-50, 

and TB MED 7, and discusses: 

 a. Performing Technical Inspection (TI) for turn-in of _______; 

 b. Using proper condition coding procedures; and 

 c. Disposing of hazardous excess medical equipment. 

8-2. Objectives. 

The overall objectives of condition coding are to: 

 a. Preserve the integrity of the lateral transfer redistribution system and 

ensure that units receive equipment as originally coded; 

 b. Ensure serviceability or reparability of an item removed from service by one 

user for re-entry into the supply system; 

 c. Prevent the wasteful movement of unserviceable medical equipment; 

 d. Standardize coding procedures; and 

 e. Ensure proper coding of equipment sent to the DRMO or the USAMRMC 

Cannibalization Point. 

8-3. Implementation. 

 Maintenance managers will take immediate action to implement the contents of 

this chapter into shop procedures. All MERs perform TIs and classification of medical 

equipment; therefore, the requirement exists that each MER have a thorough 

understanding of this directive. 

Section II. TECHNICAL INSPECTIONS 

8-4. General. 

 Standardized coding procedures must be followed to ensure condition coding of 

medical equipment is accurately annotated and only quality equipment is retained for 

medical use and patient care Section III of this chapter further discusses inspection 

standards used in performing serviceability inspections. 

 a. Only technically qualified MERs (91A/68A or 670A) will perform a TI on 

medical equipment. 

 b. The TI is used to: 

 (1) Determine the extent of maintenance effort and resources required to 

make the item fully mission capable. 

 (2) Classify the item as either economically or not economically reparable. 

 (3) Prevent the loss of equipment to the Army solely on the basis of age. 

8-5. Technical inspection procedures. 

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 a. Ensure the equipment user has adequately decontaminated the equipment, 

i.e., removed of all chemicals/chemical residue and potentially infectious substances. 

 b. Visually inspect and operationally test equipment needing repair or overhaul 

to the extent possible as part of the inspection evaluation before repair or evacuation 

to the next higher echelon of maintenance. 

 c. Make the greatest use of diagnostic techniques and available test 

equipment to isolate defective parts. Do not unreasonably disassemble equipment just 

to check serviceability of parts, components, or assemblies. 

 d. Inspect equipment for: 

 (1) Appearance (external damage). 

 (2) Internal condition (damage, leaks, broken parts, etc.). 

 (3) Proper performance. 

Section III. SERVICEABILITY INSPECTION CHECKLIST 

8-6. Inspection standards. 

 a. Medical equipment must meet the equipment manufacturer’s serviceability 

and performance standards to be suitable for patient care and use. The 

manufacturer's literature and published technical manuals will be used by the medical 

equipment repairer when performing a TI for condition coding/repair eligibility. 

 b. Make use of the following forms when performing a TI: 

 (1) DA Form 2404 (Equipment Inspection and Maintenance Worksheet). 

 (2) DA Form 2407 (Maintenance Request) or automated maintenance 

request. 

 (3) DA Form 2407-1 (Maintenance Request -Continuation Sheet) or 

automated maintenance request. 

 (4) DA Form 2409 (Equipment Maintenance Log (Consolidated)), or 

automated maintenance record. 

8-7. Categories of inspection. 

 a. Use the appropriate inspection criteria, IAW Appendix K, based on the 

different categories of equipment that apply when performing a TI of medical 

equipment. 

 (1) Category A - All items. 

 (2) Category B - Hydraulic/mechanical. 

 (3) Category C - Positive/negative pressure. 

 (4) Category D - Heating/cooling/mixing. 

 (5) Category E - Electrical/electronic. 

 (6) Category F - Electric motors. 

 b. The checklist identified in Appendix K is generic for each category and may 

vary depending on manufacturer and type of the equipment. 

 c. One or more of the categories may be applicable to an item or system. 

Section IV. CONDITION CODING MEDICAL EQUIPMENT 

8-11. Supply condition code. 

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 a. Supply condition codes are one position composed of an alphabetic 

character and used to classify materiel. They identify the degree of serviceability, 

condition, and completeness in terms of readiness for issue and use, or to identify 

actions underway to change the status of materiel. 

 b. Medical maintenance activities are responsible for assigning the supply 

condition code. 

 c. Use the following supply condition codes when assigning condition codes to 

medical equipment: 

 (1) A - Serviceable medical equipment with life remaining in excess of 6 

months. 

 (2) B - Serviceable medical equipment with less than 6 months life 

expectancy remaining, or has reached or exceeded its life expectancy. 

 (3) F - Unserviceable, economically reparable medical equipment. 

 (4) H - Unserviceable, uneconomically reparable medical equipment that 

does not meet the criteria to justify repair; i.e., exceeding the MEL. Equipment for 

which repair parts or manufacturer's repair services are no longer available also 

qualifies for assignment of this condition code. 

8-12. Condition coding requirements. 

 a. USAMMA determines that specific excess items need not be returned to the 

stock record account rather be turned in at the local DRMO. 

 (1) During a new equipment fielding when medical equipment items are 

replaced or modernized. 

 (2) The organization’s MTOE authorization quantity changes, making 

equipment excess. 

 b. Condition coding, other than mental (this can’t be right!) coding by the 

MER, is not required for routine Repair and Return services. However, if during the 

process of equipment inspection and evaluation it is determined that repair costs 

would exceed the MEL, assign a supply condition code of H. 

8-13. Responsibility for requesting condition coding. 

 a. The PBO is responsible for submitting maintenance requests to the medical 

maintenance activity when it becomes necessary to condition code excess medical 

equipment. 

 b. If the unit receives disposition that directs the equipment be disposed of 

through the DRMO, the request will state, Request TI for Disposal to DRMO. Recoding 

is not required if the item was originally condition coded within 120 days from the date 

of the item is being disposed of through DRMO. 

8-14. Accuracy and assignment of proper condition codes. 

a. Condition coding must be accurate to ensure proper disposition of equipment. 

Improper coding may result in disposal of economically reparable equipment or incur 

unnecessary costs for transportation, storage, and handling of items that should have 

been disposed of through DRMO. 

b. The assignment of a true and factual supply condition code for items turned in 

to DRMO will ensure the highest net return to the Government for items sold. 

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c. To assist in preventing the assignment of the wrong condition code, refer to the 

MEL factor graph and factor computation located in TB MED 7. 

d. The senior maintenance managers assigned to the medical unit will review, 

verify, and authenticate all condition codes being assigned by placing his/her signature 

on the maintenance request. This will ensure credibility and confidence in coding 

procedures. 

 (1) Before authorizing disposal of equipment, the PMO and maintenance 

managers will ensure such action is in the best interest of the organization and the 

Army. 

 (2) The immediate and/or continuing requirement for medical equipment 

deemed uneconomically repairable should be further considered to determine if a 

waiver is warranted. 

 (3) See chapter 4, section III this publication for additional information 

concerning waivers. 

8-15. Recoding medical materiel. 

 a. Recode equipment when the assigned condition code is older than 120 

days, regardless of the equipment's destination. 

 b. Recode equipment when the equipment is not available for shipment in the 

condition originally reported. 

8-16. X-ray equipment disposal. 

 X-ray equipment will be disposed of as directed by USAMMA guidance. 

Please fill out all of the following information below and submit it to your unit’s 

medical supply section for processing. Please keep in mind that if any of the items 

with an asterisk by them are left blank the request will not be submitted. 

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CHAPTER 9 

REPAIR PARTS MANAGEMENT, TOOL CONTROL 

Section I. PARTS PROCEDURES 

9-1. Medical equipment parts requisitions. 

 a. Medical maintenance activities (MMA) will requisition repair parts through 

their unit medical supply section. Requests for repair parts will be in accordance with 

the unit’s requisition standard operating procedures for manual or automated 

processes. 

 See Appendix E for parts ordering procedures utilizing approved STAMIS. 

 b. MMAs will maintain document register; automated when available or 

manual (DA Form 2064) for all repair parts requisitions. A document register is used 

to: 

 (1) Assist in accurately tracking the status of requisitions; 

 (2) Anticipate annual budget requirements for repair parts. 

9-2. Medical repair parts inventory management. 

 a. Commanders may authorize a limited stock of expendable repair parts and 

supplies to ensure speedy accomplishment of the medical maintenance mission. 

 (1) Units that are authorized maintenance personnel, tools, and test 

equipment to perform maintenance will normally keep maintain a Prescribed Load List 

(PLL)n inventory of parts. 

 (2) Units that regularly support other units without maintenance 

capabilities will include the supported unit’s equipment in their parts PLL stockage 

computations. 

 b. Manage all repair parts IAW the guidance provided in this bulletin AR 40-

61, AR 710-2, DA Pam 710-2-1, this bulletin, and local procedures. 

 c. Medical maintenance activities are authorized four types of maintenance 

related supplies: 

 (1) Demand supported (DS); 

 (2) Bench stock (BS); 

Mission essential (ME); 

 (4) Minimum order (MO). 

 d. Annotate repair parts used in the course of completing a repair on the 

associated work order. 

 e. Annotate repair parts used when performing scheduled services (e.g., 

filters) on DA Form 2404 or automated maintenance capability. These parts are not 

bench stock and are usually unique to an end item of medical equipment. 

9-3. Demand supported. 

 a. Selection of items for stockage is based on three demands within a control 

period (CP). Control periods are 180 days for Active Army and 360 days for ARNG and 

the USAR. 

 b. At least one demand must have occurred within subsequent control periods 

to retain a repair part on stock after initial stockage. 

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 c. When sufficient demands accrue to qualify a part for stockage, calculate the 

requisitioning objective (RO) and reorder point (ROP) using procedures identified in 

DA Pam 710-2-1. 

 d. Records and inventory of the medical PLL parts inventories must be 

reviewed every 180 days (USAR and ARNG: 360 days). The review includes an 

inventory of the PLL arts on hand. Make the review and inventory as follows: 

 (1) Compare the storage location of each item with the location 

listed. Correct any differences. 

 (2) Count all items listed and change the balance on hand if necessary. 

 e. The MTF commander or his designee approves and signs the shop stock 

inventory and authorization listing annually. Maintain the approved listing in the 

maintenance shop until superseded. The approved listing is the authorization for 

stockage of repair parts. 

9-4. Bench stock. 

 a. Bench stocks are low cost, high use items used by maintenance personnel 

at an unpredictable rate. 

 (1) Bench stock includes items such as common hardware (nuts, bolts, 

washers), wire, tubing, hose, rope, webbing, thread, sandpaper, gasket material, 

sheet metal, seals, oil, grease, and repair kits. 

 (2) Class VIII repair parts kits are considered bench stock when they are 

purchased using one ordering catalog number and purchased as an advertised kit. An 

accumulation of repair parts developed by the maintenance activity is not considered a 

repair kit. 

 (3) Bench stock does not include repair parts unique to an end item of 

equipment, with the exception of those parts that may be in a repair parts kit. 

 b. Bench stock will not exceed a 30-day supply. Stock those items issued in 

standard packs that exceed a 30-day supply and reduce through attrition. 

 c. Manage and account for bench stock in accordance with DA PAM 710-2-1 2 

and the authorized STAMIS. 

 d. Account for bench stock parts on individual work requests to provide an 

audit trail. 

 (1) Identify bench stock parts, used in the completion of a work order, as 

bench stock on the work order (except common hardware and bulk materiel like nuts, 

bolts, etc.). 

 (2) Annotate the parts cost column of the work order with N/C to indicate 

No Charge. No costs entry is required on the authorized STAMIS or manual 

maintenance record for bench stock. 

 e. The maintenance officer reviews, approves, and signs the authorized 

STAMIS automated bench stock listing semiannually. This becomes the medical 

maintenance activity's authorization to maintain bench stock items. 

9-5. Mission essential repair parts. 

 

 a. Mission essential repair parts (MERP) are repair parts unique to an item of 

equipment, essential to the medical maintenance mission, and do not qualify for shop 

stock. The MERP are required to: 

 (1) Ensure the functioning of life saving equipment. 

 (2) Support equipment for which the manufacturer will no longer supply 

parts. 

 (3) Support new equipment until demand data can be established. 

C-32 
SB 8-75-11 

 b. Parts requiring periodic replacement during the performance of scheduled 

services qualify as MERP. These parts are usually identified in the –20 manual, MAC 

Charts, and manufacturer's literature as requiring replacement on a time or usage 

schedule. 

 c. Maintenance managers are responsible for using discretion in the selection 

of those items deemed mission essential. Although many parts may be purchased 

locally and available within a short time span while in garrison, consideration should 

be given to the availability of these items on the battlefield. 

 d. Keep quantities of individual MERPs to a minimum, normally enough to 

support 10 percent of a medical equipment items in the supported inventory. Enter 

this minimum quantity as the operating level into the appropriate STAMIS or manual 

procedures. 

 e. Review and inventory MERPs every 180 days. Document the completion of 

inventories using the appropriate STAMIS or manual procedures. 

 f. The commander, or his designee, approves and signs the appropriate 

STAMIS automated MERPs listing annually. Maintain the approved listing in the 

maintenance shop until superseded. 

9-6. Minimum order (MO). 

 a. MO quantities are those which are in excess of the stockage objective or are 

not demand supported. 

 b. Repair parts issued in unit pack quantities, or purchased as a result of MO 

requirement, are authorized to be retained in shop stock and reduced through 

attrition. 

 c. Indicate the MO and the minimum dollar order required from the vendor 

(e.g., MO $100.00) on the expendable repair parts master record. 

 d. Document MO repair parts that do not qualify for DS, ME, or BS by using a 

repair parts management code of MO. 

9-7. Operator replacement items. 

 a. It is the responsibility of the equipment operator/hand receipt holder 

(wards, clinics, etc.) to requisition operator replacement items and accessories, and 

not a responsibility of the supporting maintenance activity. 

 b. DA Pam 710-2-1 states that expendable supplies and repair parts issued to 

medical equipment maintenance shops are maintained only to support the 

maintenance activity. The primary purpose of these stocks is to give quick supply 

response to the repairer and to avoid repair delays. Shop stocks are only for internal 

shop support and are not a supply source for the maintenance activity customers. 

 c. The following are examples of operator replacement items: 

 (1) Transducers. 

 (2) Patient leads. 

 (3) Batteries accessible to the operator. 

 (4) Oxygen fuel cells accessible to the operator. 

 (5) Light bulbs. 

9-8. Turn-in of expendable and durable supplies. 

 a. Turn in excess serviceable expendable and durable supplies to the unit S-4 

within 10 days of the shop stock review. DA Pam 710-2-1 contains turn-in 

C-33 
SB 8-75-11 

procedures. The Army Master Data File reflects RCC Codes for recoverable repair 

parts. 

 b. Primary batteries requiring special handling and disposal are treated as 

recoverable items but not necessarily reparable and are identified with a recoverability 

code (RCC) of A. 

 (1) Dispose of batteries with a RCC of A through the local DRMO. Army 

SBs 11-6 and 11-30 contain specific guidance on disposal. Accomplish coordination for 

turn-in to DRMO through the SSA. 

 (2) Batteries containing hazardous materials, i.e. lithium or mercury are 

classified for disposal purposes as hazardous waste by the Environmental Protection 

Agency (EPA). 

 (3) Magnesium batteries have been determined to be non-hazardous solid 

waste for disposal purposes; however, they are not to be accumulated and disposal 

must be controlled. 

 (4) There are other batteries also holding a RCC of A that require special 

handling and disposal. They are zinc, silver chloride, certain lead acid batteries, and 

certain nickel cadmium (NICAD) batteries. 

C-34 
SB 8-75-11 

ANNEX A 

REFERENCES 

A-1. Army Regulations. 

AR 25-1 The Army Information Resources Management Program 

AR 25-30 The Army Integrated Publishing and Printing Program 

AR 25-400-2 The Modern Army Record Keeping System 

AR 40-5 Preventive Medicine 

AR 40-61 Medical Logistics Policies and Procedures 

AR 190-51Security of Unclassified (Sensitive and Non-sensitive) Army Property 

AR 310-25 Dictionary of United States Army Terms (Short Title: AD) 

AR 385-10 Army Safety Program 

AR 700-4 Logistics Assistance Program 

AR 700-15 Packaging of Materiel 

AR 700-68 Storage and Handling of Compressed Gases and Gas Liquids in 

Cylinders, and of Cylinders 

AR 708-1 Cataloging and Supply Management Data 

AR 710-2 Supply Policy Below the Wholesale Level 

AR 725-50 Requisitioning, Receipt, and Issue System 

AR 735-5 Policies and Procedures for Property Accountability 

AR 750-1 Army Materiel Maintenance Policy and Retail Maintenance Operations 

AR 750-43 Army Test, Measurement and Diagnostic Equipment (TMDE) Program 

A-2. Pamphlets. 

DA Pam 710-2-2 Supply Support Activity Supply System: Manual Procedures 

DA Pam 738-750 The Army Maintenance Management System (TAMMS) 

A-3. Technical bulletins. 

TB MED 1 Storage, Preservation, Packaging, Packing, Maintenance and 

Surveillance of Materiel -Medical Activities 

TB MED 7 Maintenance Expenditure Limits for Medical Materiel 

TB MED 521 Occupational and Environmental Health Management and Control of 

Diagnostic, Therapeutic, and Medical Research X-Ray Systems and Facilities 

TB MED 523 Control of Hazards to Health from Microwave and Radio Frequency 

Radiation and Ultrasound 

TB MED 524 Control of Hazards to Health from Laser Radiation 

TB 38-750-2 Maintenance Management Procedures for Medical Equipment 

TB 43-180 Calibration and Repair Requirements for the Maintenance of Army 

Materiel 

TB 750-25 Maintenance of Supplies and Equipment: Army Test, Measurement, 

and Diagnostic Equipment (TMDE) Calibration and Repair Support Program 

C-35 
SB 8-75-11 

A-4. Supply bulletins. 

SB 8-75 Series Medical Logistics Supply Bulletins 

A-5. Technical manuals. 

TM 8-6500-001-10-PMCS Operator's Preventive Maintenance Checks and 

Services for Reportable Medical Equipment (consolidated) 

A-6. Miscellaneous publications. 

MEDCOM Reg 10-1 Organization and Functions Policy TO&E ??? 

MEDCOM Reg 40-21 Health Service Regions/Health Service Areas 

A-7. Referenced forms. 

DA Form 2062 Hand Receipt/Annex Number 

DA Form 2404 Equipment Inspection and Maintenance Worksheet 

DA Form 2407 Maintenance Request 

DA Form 2407-1 Maintenance Request Continuation Sheet 

DA Form 2409 Equipment Maintenance Log (Consolidated) 

DA Form 3161 Request for Issue or Turn-In 

DA Form 3318 Records of Demands - Title Insert 

DA Form 3953 Purchase Request and Commitment 

DA Form 5519-R Tool Sign Out Log/Register 

DA Form 5624-R DC Defibrillator Inspection Record 

DA Label 80 U.S. Army Calibrated Instrument 

DA Label 175 Defibrillator Energy Output Certification 

DD Form 1155 Order for Supplies or Services 

DD Form 1577 Unserviceable (Condemned) TAG - Materiel 

DD Form 2163 Medical Equipment Verification/Certification 

DD Form 2164 X-ray Verification/Certification Worksheet 

To obtain copies of these publications visit the USAMMA website 

C-36 
SB 8-75-11 

ANNEX B 

MEDICAL EQUIPMENT REPORTING PROCEDURES Ref: Automation Reports 

B-1. Purpose 

 a. Summarizes policy and procedures for collecting and reporting the status of 

the physical condition of Army medical materiel IAW AR 700-138, Army Logistics 

Readiness and Sustainability. 

 b. The Materiel Condition Status Report (MCSR) provides commanders with 

information to analyze and predict equipment readiness and availability and the 

equipment status of their supported equipment. 

 c. Unit equipment readiness goals. The Army equipment readiness goal is 90 

percent fully mission capable (FMC). 

B-2. Reporting requirements. 

 a. LINs in appendix B have been designated mission-essential equipment and 

systems. 

 b. IAW AR 700-138, all Active Army and RC units operating equipment listed 

in appendix B, AR 700-138 will submit materiel condition status reports. 

 c. Commanders may use the DA Form 2406 for local use. Any items of 

equipment required for reporting through local commands that are not identified in 

AR 700-138, appendix B must be reported separately from the required DA 

Form 2406 entries. 

B-3. Frequency of report 

 a. All Active Army units will make a monthly report on DA Form 2406 covering 

a 1-month period ending the 15th day of each month. 

 b. USAR and ARNGUS (including mobilization and training equipment sites 

(MATES) units will make a quarterly report on DA Form 2406 covering a 3-month 

period ending 15 January, 15 April, 15 July, and 15 October. 

 c. All equipment LINs authorized on the MTOE/TDA and/or on-hand on the last 

day of the report period and on the unit property book that are listed in appendix B 

will be reported on DA Form 2406. 

 d. If authorization documents are changed before modernization equipment is 

available for fielding, commanders will designate equipment on-hand as "in lieu of" the 

newly required equipment for materiel condition status reporting purpose. The "in lieu 

of" policy will apply only when the equipment is in lieu of modernization equipment. 

The "in lieu of" equipment should be listed in SB 700-20, appendix H, as an authorized 

substitute. If the item is not listed in SB 700-20, it is the unit commander's 

responsibility to initiate the process to incorporate the "in lieu of" item. In lieu of or 

substitute equipment will be reported on DA Form 2406, only if it is listed in appendix 

B, or has been authorized by HQDA change message to appendix B. 

 e. A substitute item is an item authorized for issue instead of or in place of an 

authorized standard item of like nature and quality. SB 700-20, appendix H, identifies 

items and procedures for making substitutions. 

 f. Items that are substitutes (SB 700-20, app H) or in lieu of appendix B 

items WILL NOT be reported if they are NOT listed in appendix B, or have NOT been 

authorized reportable by HQDA. 

 g. Equipment borrowed from another unit will not be reported by the using 

unit (see paragraph 2-6a, AR 700-138). 

C-37 
SB 8-75-11 

 h. Equipment on loan is reported by the unit that has the equipment on its 

property book. When equipment is on loan, the borrowing unit keeps a duplicate 

DD Form 314. The borrowing unit will give not mission capable supply (NMCS)/not 

mission capable maintenance (NMCM) data to the owning unit at the end of the report 

period. The duplicate DD Form 314 goes with the equipment when it is returned to its 

owner. Both units must ensure that the owner gets the duplicate DD Form 314 when 

the loan is completed. (See DA Pam 738-750 for instructions for DD Form 314.) 

 i. Assets at mobilization and training equipment sites (MATES), unit training 

equipment sites (UTES), or equipment concentration sites (ECS) are not loaned 

equipment. The MATES keeps the DD Form 314 for ARNG units. Only the owning USAR 

or ARNG unit will report this equipment. 

 j. Equipment on a DA Form 2407 (Maintenance Request) or DA FORM 5990-E 

(Maintenance Request) at a support unit/activity is reported NMC only if it has an NMC 

fault. It is counted FMC when the support unit/activity notifies the owning unit that the 

equipment has been repaired and is awaiting pick-up. 

 k. Equipment that is in a depot or at a depot level repair organization for 

repair or overhaul and return stays on the unit's property book. That equipment will 

be reported as NMC for support maintenance. 

 l. List equipment on the DA Form 2406 in LIN order. 

 m. When only one model is on-hand under a LIN, use one line in columns 9a 

through 9f to report it. If two or more models are on-hand under a LIN, use more than 

one line. The first line (the authorized line) shows the totals for all models under a 

LIN. Columns 9a through 9e will show the total for all models authorized for that LIN. 

The model field is left blank. Then on separate lines beneath that LIN, show the 

information for each model. Leave the authorized column blank on the model lines 

(see figure 2-1). 

 n. For models listed in appendix B, match the model number exactly. For 

example, more than one tank has an M1 model number. Appendix B gives each 

configuration a slightly different number such as M1IP, M1A1, or M1A2. 

 o. Units (AA or property book level) that are operating under more than one 

MTOE/TDA will combine reportable equipment on a single DA Form 2406. Do not 

submit separate reports for MTOE equipment and TDA equipment under the same UIC 

and utilization code. If TDA equipment is carried under a UIC that ends in "99", a 

separate report is required. A separate report is required for each utilization code. 

 p. The EIC is a three-position equipment code for supply use. The code is put 

on DA Form 2407 and supply requests for items listed in appendix B. AR 710-2, DA 

Pam 710-2-1, DA Pam 710-2-2, and AR 725-50 explain when and how to use the 

codes for supply purposes. 

 q. Materiel Condition Status Report, DA Form 2406. The following briefly 

explains the entries required for completing DA Form 2406, Materiel Condition Status 

Report: 

B-4. 2406 Example: 

 a. (Block 1) Period of report. When more than one day is covered, put the 

Julian date of the first day in the "FROM" space and the last day after "TO". The period 

of the monthly report is always 28-29-30-31 days. The period of the quarterly report 

submitted by USAR and ARNG units is always 90-91-92 days. 

 b. (Block 2) Date Prepared. Enter the Julian date the report is completed. 

 c. (Block 3) Utilization Code. Put in the Utilization Code from the list below. 

Use the code or codes for the parent unit making the report. 

0--Active Components (except as otherwise listed). 

4--Operational Readiness Float (ORF). 

7--Army National Guard, except MATES. 

C-38 
SB 8-75-11 

8--Army National Guard (MATES). 

A--Army Reserve units. 

H--U.S. Army Intelligence and Security Command. 

K--U.S. Army Training and Doctrine Command. 

Q--Service schools. 

W--National training centers. 

Y--Army War Reserve Prepositioned Sets. 

 d. (Block 4a) Page number. Put in the page number in sequence. 

 e. (Block 4b) Number of pages. Put in the total number of the pages in the 

report. Do not put in this number until the report is done. 

 f. (Block 5) To: Enter the complete name and address (with ZIP/APO code) of 

the parent unit. 

 g. (Block 6) From: Enter the complete name and address (with ZIP/APO code) 

of the parent unit (no higher than battalion) making the report. 

 h. (Block 7) Unit Identification Code. Must contain the correct six character 

UIC of the submitting activity (the unit in block 6). This code always begins with a 

"W." 

 i. (Block 8) MTOE/TDA no. Should contain the numeric-alpha MTOE or TDA 

number. 

 j. Availability status (itemized). Includes columns 9a through 9e. Equipment 

goes in columns 9a through 9e in LIN order. 

 k. (Column 9a) Seq. No. Each line is numbered. If only one model is on-hand, 

a one line entry is needed. When more than one model of the same LIN is or was onhand during the report period, make a line entry for each model. Use the same basic 

sequence number with a letter after 1, 1A, lB, etc; the same LIN will be used. Numeric 

entries must not exceed two digits; entries recorded as 1, 2, and 3 through 9 should 

be preceded with zeros (for example, 01, 02, 03). The numbers will start with 01 on 

the first line and will continue in numeric sequence. When alpha characters are added 

to numeric digits, the sequence must be numeric/alpha (for example, 01, 01A, 01B, 

02, 03, 03A). 

 l. (Column 9b(1)) Noun. May contain an entry, not to exceed eight 

characters. 

 m. (Column 9b(2)) EOS code. For those items reported as a system. (medical 

equipment has no systems) 

 n. (Column 9b(3)) Model. Enter the model number. Leave blank if the line is 

an authorized line with separate models below it. Use the exact equipment model 

identification listed in appendix B. Leave blank if on-hand quantity is zero. Note. For 

models listed in appendix B, match the model numbers exactly. 

 o. (Column 9c) ECC-LIN. List the ECC and LIN. The ECC is written first, 

followed by the LIN (app B), but list the equipment in LIN order. 

 p. (Column 9d(1)) Authorized quantity. The number of items shown in column 

9b(1) that are authorized on the unit MTOE/TDA. When more than one line shows 

models on-hand (numeric/alpha in column 9a), the authorization block for the "onhand" line is blank. When an item is on-hand, but not authorized, enter a zero in this 

block. 

 q. (Column 9d(2)) On-hand quantity. Put in the number on-hand and on the 

property book as of the "TO" date in block 1. The day you actually got the equipment 

is considered a day on-hand. The day the equipment is dropped from the property 

book, it is no longer "on-hand", and it will not be recorded 'on-hand' that day. When 

an item is authorized, but not on-hand, enter a zero in this block. 

Note. The total of the quantities on-hand in the "Issue lines" must equal the on-hand 

quantity in the related "authorized line" (for example, total of 2A, 2B, and 2C must 

C-39 
SB 8-75-11 

equal the quantity entered in the on-hand column of line sequence number 2 

(authorized line)). 

 r. (Column 9e(1)) Possible days. Enter the total number of equipment days 

the equipment was on-hand during the report period. A single item or system on-hand 

for one day is one equipment day. Only equipment that was on-hand on the last day 

of the report period is included. You can get the date the item arrived from the 

property book office. An entry in column 9e(1) must equal the entries in columns 

9e(2), 9e(3)(a), and 9e(3)(b). If column 9d(2) on-hand-quantity is zero, enter zero in 

column 9e(1). 

 s. (Column 9e(2)) Available days. Enter the total number of days the 

equipment was FMC. (Available days equal the possible days minus nonavailable 

days.) FMC percent = Total available days divided by total possible days x100. The 

entry in this column must equal the entry in column 9e(1) minus the sum of the 

entries in columns 9e(3)(a) and 9e(3)(b). If column 9e(1) entry is zero, enter zero in 

column 9e(2). 

 t. (Column 9e(3)), Nonavailable days. Displays the number of day the 

equipment was down. The sum available days and non-available days must equal the 

possible days. If there are no entries in these columns, the entries in columns, 

Possible Days and Available Days must be equal. 

 u. (Column 9e(3)(a)) Organizational maintenance. Put in the total number of 

days the equipment was NMC at (organization) ORG level for supply (NMCS) and 

maintenance (NMCM) during the report period. This is taken from the DD Form 314. 

 v. (Column 9e(3)(b)) Support maintenance. Put in the total number of days 

the equipment was NMC at support level for supply (NMCS) and maintenance 

(NMCM) during the report period. This number is taken from the DD Form 314. 

 w. (Column 9f(1) through 9f(5)). For field use only. These columns are used 

as a worksheet for the unit status report. Can be used for local management purposes 

or feeder data for DA Form 2715, Unit Status Report. To understand the header 

names, see AR 220-1. Data entered in these columns are not required to be 

forwarded to LOGSA. 

 x. Reverse side of DA Form 2406. The reverse side of DA Form 2406 (block 

10) may be processed using the "R" card format as prescribed in table 2-6. These data 

are for local management purposes only and are not forwarded to LOGSA. 

 y. (Block 10) Non-available status (Itemized). Complete as needed locally. 

 z. (Block 11) Remarks. Use as needed to explain any entries on the form. For 

example, use this block to list: items turned in or issued during the report period, 

items short, substitute items, etc. 

 aa. (Block 12a) Signature. Commander or authenticating officer signs here. 

 ab. (Block 12b) Date. Enter the date the report is signed. 

is signed. 

C-40 
SB 8-75-11 

MATERIEL CONDITION STATUS REPORT

For use of this form, see AR 700-138; the proponent agency is ODCSLOG

Requirement Control Symbol

CSGLD-1042(R4)

1. PERIOD OF REPORT

FROM

2. DATE PREPARED

0348

3. UTILIZATION CODE

0

4a. PAGE NO

1

4b. NO PAGES

5. TO (Address including ZIP Code)

Commander

MAIN SPT BN, LID

6. FROM (Address including ZIP Code)

Commander

MED CO, MSB, LID

7. UNIT IDENTIFICATION CODE

WBOFWV

9. AVAILABILITY STATUS (Iitemized)

a

SEQ

NO.

1

1a

1b

2

3

4

5

6

7

b. NOMENCLATURE

(1)

NOUN

(2)

EOS

(3)

MODEL

DEF ECG

DEF ECG

DEF ECG

EDG MACH

OPER UT

PRC RD

FLM

REF SOL ST

STR SUR DR

XRY AP

DTL

MRL90

Lifepack 10

All Models

2100

MM190

All Models

FX1636

D3152

c

ECC

LIN

OE

D86072

OE

D86072

OE

D86072

OR

E17489

OF

P19377

OD

P63884

OJ

R64126

OM

S39122

OQ

X37050

DA FORM 2406, APR 93 

d. DENSITY e. EQUIPMENT AVAILABILITY

(1)

AUTH

QTY

(2)

ON-HAND

QTY

(1)

POSSIBLE 

DAYS

(2)

AVAILABLE

DAYS

(3) NONAVAILABILITY DAYS

(a) ORG (b) SPT

S M S M

f FOR FIELD USE ONLY

(1)

REQ

QTY

(2)

REQ

DAYS

(3)

FMC

(4)

ER

(5)

ERC

3

1

1

1

5

1

1

3

1

2

1

1

1

5

1

1

90

30

60

30

30

30

150

30

30

82

30

52

26

30

30

144

30

30

4

4

4

4

1

1

2 1

5

8. TOE NO

08297L00000100

EDITION OF OCT 89 MAY BE USED USAPPC V4.00

0306 TO 0336

Figure B-1 

C-41 
SB 8-75-11 

10. NONAVAILABILITY STATUS (itemized)

a.

SEQ

NO.

b. NOMENCLATURE

(1)

NOUN

(2)

MODEL

c

REGISTRATION

OR SERIAL NO.

d

NONAVAILABILITY

REASON

e

DATE

NON-AVAILABLE

f. DATE ADMITTED TO SHOP

(1)

ORG

(2)

MAINTENANCE

SUPPORT

g.

SUPPORT SHOP

JOB OR

RON NO

AND DODAAC

h.

REMARKS NSN OR

PART NO

* NOTE: Indicate reason for nonavailability as follows: A - Modification; B - Parts; C - Malfunction; D - Support maintenance.

REVERSE OF DA FORM 2406, APR 93 USAPPC V4.00

1b

2

5

DEF ECG

EDG MACH

REF SOL ST

Lifepack 10

All Models

All Models

1234567

98765-4

3-665544

B

D

D

0329

0333

0331

0329

0333

0331

0334

0332

03335102

W77EMS

W88BMS

03330004

W88BMS

03320001

Pacing Circuit

physiocontrol22

Motor Smoking

Freon Leak

11. REMARKS 12a. VERIFIED BY (Signature)

12b. DATE

Figure B-2 

C-42 
SB 8-75-11 

ANNEX C 

MAINTENANCE STANDING OPERATING PROCEDURES 

C-1. Each Medical Maintenance activity will publish an internal SOP that, at a 

minimum, addresses the following areas: 

 a. The receipt for items to be repaired, processing, repair, and disposition of 

the equipment, to include work order reconciliation procedures. 

 b. PMCS. 

 c. Medical equipment CVC services. 

 d. Inspection and condition coding of medical equipment. 

 e. Calibration of TMDE. 

 f. Medical equipment electrical safety. 

 g. Shop safety to include ionizing and non-ionizing radiation hazards, use of 

power tools, etc. (Update and approve annually.) 

 h. Repair parts and tool accountability. 

 i. Quality control and assurance. 

 j. Recurring reports. 

 k. Support to satellites. 

 l. Lockout/tagout. 

 m. Procedures, responsibilities, and document work flow pertaining to 

automated reports, to include establishment and maintenance of a database. 

 n. Infection control (bi-annual review and approval). 

 o. HAZCOM. 

 p. Safe Medical Devices Act (SMDA) for reporting equipment incidents. 

C-2. External standing operating procedures SOP should include: 

 a. How the equipment hand receipt holders acquire maintenance services. 

 b. Normal operating hours for receiving equipment for repair and picking up 

equipment which has been repaired. 

 c. Instructions for completing the work request. 

C-43 
SB 8-75-11 

ANNEX D 

DESK REFERENCE MANUALS 

D-1. General. 

 a. At a minimum, three desk reference manuals should be considered. 

 (1) Repairer's Manual. 

 (2) Repair Parts/Tool Room Manual. 

 (3) Work Order / Automated Maintenance System Procedures. 

 b. Desk reference manuals require periodic updating to reflect procedural 

changes. 

D-2. Suggested contents. 

To illustrate those items to consider for a desk reference manual, the following is a 

listing that could make up the desk reference manual for the MER: 

 a. Copy of the shop's SOP. 

 b. Copy of the local commander's maintenance directive. 

 c. A listing of wards and clinics: 

 (1) Telephone numbers. 

 (2) Scheduled services base dates. 

 (3) Area maintenance priorities. 

 (4) Names of NCOs. 

 d. An explanation of codes needed when performing a TI on a new item of 

medical equipment required to complete the local work sheets for AMEDDPAS. 

 e. Copies of appropriate chapters and appendixes of this bulletin. 

 f. Civilian procured repairer handbooks that include formulas, conversion 

factors and tables, electronic symbols, drill and tap sizes, medical terminology, etc. 

 g. Sample forms the repairer will be expected to complete. 

 h. A Julian date calendar. 

 i. Maintenance expenditure limit graph from TB MED 7. 

 j. A good index so the above items can easily be located by the repairer when 

needed. 

C-44 
SB 8-75-11 

ANNEX E 

STAMIS 

E-1 The current authorized STAMIS for DA TOE medical equipment maintenance 

activities are: 

 a. ULLS-G – used for unit level maintenance administration and management. 

 b. SAMS-1 – used at the MEDLOG activity to roll-up supported organizations 

into some type of report to be utilized for analysis of the AO/TO. 

 c. SAMS-2 – used at the MACOM level for reviewing medical equipment 

maintenance posture, requirements, and shortcomings within Department of the Army 

MTOE Medical organizations and organizations with medical equipment. 

E-2. To assist with operating the automated maintenance management system within 

your organization, please see the enclosed ULLS or SAMS (constructed for medical 

application) user manual. 

 a. Use the following automated reports from your ULLS for evaluating medical 

equipment maintenance posture within your organization. 

 (1) Monthly Maintenance Performance Report - SDI Report 

 (2) Scheduled Services Work Order Listing - SDI Report 

 (3) Scheduled Services Completion Report - SDI Report 

 (4) Equipment Non-Mission Capable (NMC) Report - SDI Report 

 b. Use the following automated reports from your SAMS for evaluating medical 

equipment maintenance posture within your AO/TO. 

 (1) Consolidated Monthly Maintenance Performance Report - SDI Report 

 (2) Consolidated Scheduled Services Workorder Listing - SDI Report 

 (3) Consolidated Scheduled Services Completion Report - SDI Report 

 (4) Consolidated Equipment Non-Mission Capable (NMC) Report - SDI 

Report 

C-45 
SB 8-75-11 

ANNEX F 

SAFE MEDICAL DEVICES ACT 

F-1 PURPOSE: To promote the safety of patients, visitors, and staff who, for 

whatever reason, come in contact with the medical facility’s environment of care or 

medical equipment and to comply with Safe Medical Device Act of 1990. 

 a. POLICY: 

 (1) Appropriate corrective action will be taken to protect the safety of all 

patients, visitors, and staff of the medical facility whenever information on a product 

related hazard or potential hazard is brought to the attention of the organization’s 

staff. 

 (2) The Safe Medical Device Act of 1990 requires that medical device 

users report to the manufacturer and/or the F.D.A. incidents that reasonably suggest 

that there is a probability that a medical device has caused or contributed to the death 

of a patient, serious injury or illness or a patient. 

 (3) Serious illness or injury as defined by the Act is an illness or injury 

that is life threatening or that either results in permanent impairment of bodily 

function or permanent damage to a bodily structure or necessitates immediate 

medical or surgical intervention to preclude permanent impairment of a bodily function 

or permanent damage to a bodily structure. 

 (4) Medical devices include but are not limited to ventilators, monitors, 

dialyzers, and any other electronic equipment, thermometers, components, parts, 

accessories and related software. 

 (5) In accordance with Safe Medical Device Act of 1990, the Department 

of the Army has established methods for reporting these events as described. In 

cases involving medical devices where patients are injured or become seriously ill, a 

report must be filed within 10 working days to the manufacturer, the FDA if the 

manufacturer is unknown, and USAMMA. 

F-2 PROCEDURE for filing Report: 

 a. When any device failure or user error has had an adverse outcome, the 

medical personnel who are aware of the incident will complete an incident report and 

forward it to the Risk Manager and Medical Maintenance within (24) hours. The 

investigation of the incident will include the following information: 

 (1) Patient’s name 

 (2) Room and bed number 

 (3) Name of attending physician notified 

 (4) Product name 

 (5) Location of product 

 (6) Equipment identification number 

 (7) Serial number of product 

 (8) Model number 

 (9) Name of manufacturer, if known 

 (10) Brief description of incident 

 b. Immediately retain all packaging materials and disposable supplies. 

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 c. Control settings, and any observed physical damage will be noted. Device 

will be impounded and shall be tagged, bagged and sequestered including identifying 

number and date. Device shall be logged into an impound log with all pertinent data 

recorded to show a "chain of evidence". 

 d. Investigation of incident shall be conducted to determine if a device failed 

or if there was a user error. This investigation shall be carried out by medical 

maintenance section. 

 e. Device failure investigation shall be carried out as appropriate before repair 

work is conducted. 

 f. All written communication submitted to the FDA, manufacturer, or USAMMA 

shall be reviewed by the facility Risk Manager prior to submittal. The Risk Manager will 

determine the appropriateness and that the submitted communication meets the 

requirements of the Safe Medical Device Act of 1990. 

 g. Any additional communications with the manufacturer or vendor shall be 

carefully and completely documented. Written acknowledgments will be requested for 

all verbal responses given by the manufacturer. 

 h. Copies of all written communications will be forwarded to the facility Risk 

Manager. 

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ANNEX G 

Battery Maintenance Program 

G-1 Critical equipment battery replacement 

 a. It is essential to take a proactive approach to maintaining critical items of 

medical equipment. Defibrillators, patient monitors, and other lifesaving medical 

equipment must receive vigilant attention. 

 b. Battery (typically Nickel Cadmium (NiCad)) operated medical equipment 

may start malfunctioning, at or around the 24-month point, due to battery failure. To 

ensure that critical equipment items function when needed, consider instituting one of 

the following battery maintenance procedures. 

 (1) Remove batteries from the service and deep cycle semiannually using 

a medical battery conditioner and tester. Replace batteries every 36 months 

regardless of condition. 

 (2) Completely discharge the batteries semiannually by draining the 

battery through equipment operation and then fully recharge. Replace the batteries 

every 18 months regardless of condition. 

 c. The maintenance internal SOP should include one of the above procedures 

and the method used to identify the date of the last battery installation. Activities may 

use DA Form 2409 to track battery replacements. 

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ANNEX H 

EQUIPMENT REQUIRING CALIBRATION/VERIFICATION/CERTIFICATION 

Amalgamator 

Analyzer, Blood Gas/pH/Pulmonary Function/Nitrous Oxide/Oxygen 

 

Anesthesia Apparatus (all) 

Angiographic Injector 

Apnea Monitor 

Balance, Electronic/Mechanical 

Blood Cell Counter 

Blood Gas Analyzer 

Centrifuge (All) 

Chromatography Equipment, Gas 

Counter, Blood Cell 

Defibrillator 

Defibrillator/Monitor 

Diathermy Unit 

Electrocardiograph 

Electrosurgical Apparatus 

Fetal Heart Detector/Monitor 

Hemodialysis Unit 

Hood, Chemical/Fume/Laminar Air Flow/Microbiological 

Hypo/Hyperthermia Unit 

Incubator, Infant 

Infusion Pump 

Injector, Angiographic 

Laser, Argon 

Laser, Nd:YAG 

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Lithotripter, Ultrasonic 

Monitor, Apnea/Fetal Heart/Physiologic/Pressure/Pulse/Respiration 

Nitrous Oxide Analyzer 

Oxygen Analyzer 

pH Analyzer 

Physiologic Monitor 

Pulmonary Function Analyzer 

Pulse Oximeter 

Radiographic Units (all) 

Spectrometer, Mass 

Spectrophotometer 

Spirometer 

Stimulator, Nerve 

Treadmill 

Ultrasonic Unit, Diagnostic 

Ultrasonic Unit, Therapeutic 

Ventilator 

Warmer, Blood 

X-ray Apparatus (all) 

C-50 
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ANNEX I 

WARRANTY/CONTRACT PROGRAM 

I-1 All Warranty / Contract issues or concerns will be addressed to USAMMA. 

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ANNEX J 

TEST, MEASUREMENT, AND DIAGNOSTIC EQUIPMENT (TMDE) 

J-1. Test, Measurement, and Diagnostic Equipment (TMDE) are those devices used to 

evaluate the operational condition of an end item or system, or to identify and/or 

isolate actual or potential malfunctions. 

 a. TMDE-Special Purpose (TMDE-SP) is any device, which is unique to 

particular items or types of equipment. Examples of TMDE-SP are: 

 (1) Defibrillator Analyzer 

 (2) Infusion Pump Analyzer 

 (3) Electrosurgical Apparatus Analyzer 

 b. TMDE-General Purpose (TMDE-GP) is common TMDE used throughout the 

Army. Examples of TMDE-GP are: 

 (1) Multimeter 

 (2) Oscilloscope 

(C) Medical equipment that displays, measures, or indicates a physiological 

parameter is not TMDE. 

J-2. References are: 

 a. AR 40-61, para 6-17, Medical Logistics Policies and Procedures. 

 b. AR 750-43, para 6-20, Army Test and Diagnostic Equipment Program. 

 c. TB 43-180, Calibration and Repair Requirements for the Maintenance of 

Army Materiel. 

J-3. TMDE requirements and authorizations 

 a. Requirements and authorizations for TMDE are controlled in accordance 

with the unit’s MTOE. 

 b. Exceptions are based on new medical equipment fielded to an organization, 

for which appropriate TMDE has not yet been documented on the unit’s MTOE. 

 c. A Memorandum of Authorization (MOA) published by the Major Command 

(MACOM) i.e. FORSCOM, PACOM, EUCOM approving a temporary authorization until 

the Basis of Issue Plan (BOIP) and documentation are completed is the only 

authorized exception. 

 d. Initial issue of authorized TMDE-SP is provided by the materiel developer, 

USAMMA. For TMDE-GP issues see your unit supply. 

J-4. Each unit that is authorized TMDE will designate a TMDE Coordinator. The 

coordinator will act as a central point of contact for all TMDE calibration and repair 

issues concerning unit organic TMDE. The coordinator will be responsible and have 

authority for monitoring the unit TMDE management program. This program will be 

consistent with AR 750-43, AR 750-1, DA Pam 738-750, and TB 750-25. 

J-5. TMDE used in the repair of medical equipment will be calibrated at the proper 

intervals. Proper intervals for type classified TMDE calibration are identified in TB 43-

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180. TMDE not identified in TB 43-180 will be calibrated in accordance with the 

manufacturer’s literature. TMDE not having a current calibration (DA Label 80 or 

manufacturer’s calibration label) will not be used to perform Calibration, Verification, 

or Certification (CVC) services on medical equipment. 

J-6. Calibration of Test, Measurement, and Diagnostic Equipment (TMDE) 

 a. TMDE-SP that is type-classified and listed in TB 43-180 with an "f" level 

indicated in the calibration responsibility column will be calibrated at one of 

USAMRMC’s TMDE-SP calibration sites. 

 (1) USAMMA has primary responsibility to provide repair and calibration 

support services for type classified medical TMDE-SP for MTOE units. Units not

located in Europe (US, Korea, etc.) will have their TMDE-SP shipped to the following 

FREIGHT address: 

 Medical Maintenance Operations Division 

 Defense Distribution Center, Tracy Site 

 Building T-255 

 Tracy, CA 95376-5050 

 DODAAC: W62SEV 

 (2) USAMMCE is the designated alternate source to provide repair and 

calibration support within the European Command (EUCOM) and Central Command 

(CENTCOM). Units located in the Europe or in an AO/TO supported by Europe will 

have their TMDE-SP shipped to the following FREIGHT address: 

 CDR, USAMMCE 

 ATTN: Clinical Engineering Division 

 Husterhoh Kaserne, Geb. 4136 

 66953 Pirmasens, GE 

 (3) The TMDE-SP items shipped must be accompanied by a DA Form 2407 

(Maintenance Request) completed as specified in accordance with TB 38-750-2 

(Maintenance Management Procedures for Medical Equipment). All TMDE shipped will 

include appropriate accessories, technical manuals, and/or manufacturer’s literature. 

 b. MEDLOG organizations responsible for providing support operations to 

maintenance activities deployed to an AO/TO should consider establishment and 

utilization of a TMDE-SP exchange program. An exchange program in theater will 

preclude organizations with scarce quantities of TMDE from going extended periods 

without the appropriate maintenance capacity. 

 c. TMDE-SP items that are not type classified will be repaired and calibrated in 

accordance with TB 43-180 or by contractual maintenance support provided by the 

user/owner. 

 d. The TMDE Support Coordinator will coordinate with the local Area TMDE 

Support Team (ATST) or Area Calibration Laboratory (ACL) to receive maintenance 

and service of TMDE-GP. In the event there is not an ATST or ACL available within the 

geographical location, coordination may be made with MMOD Tracy to provide 

maintenance and calibration services of TMDE-GP. 

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J-7 TMDE calibration documentation 

 a. All TMDE (GP & SP) will be included in the TMDE Management Information 

System (TEMIS) database managed and maintained by local ATST or ACL. This 

automated reporting system assists unit TMDE coordinators with TMDE calibration 

tracking and scheduling. The report includes the TMDE specifications, as well as, the 

date last calibrated and the date the next calibration is due. 

 b. It is the responsibility of the Unit TMDE coordinator to ensure that the 

results of any maintenance and calibration services performed by an alternate 

calibration capability are forwarded to the ATST or ACL for proper documentation to 

the TEMIS database. 

J-8 Questions concerning TMDE should be directed to the Materiel Acquisition 

Directorate at USAMMA, MCMR-MMM, DSN 343-4382 or Commercial 301-619-4382. 

C-54 
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ANNEX K 

PREVENTIVE MAINTENANCE INSPECTION CHECKLISTS 

K-1. Category A - all items. This checklist should be applied to determine the 

condition of all items. 

 a. The overall appearance and finish of the item will be up to organizational 

standards. 

 b. Interior and exterior of the item will be free of rust, corrosion, solutions, 

dirt, lint, and deposits. 

 c. Doors, drawers, panels, shelves, catches, latches, hinges, stops, door pulls, 

handles, knobs, and casters will be properly tightened or adjusted to operate 

smoothly. 

 d. Component holders, clips, and receptacles will be intact and properly 

adjusted. 

 e. Control knobs, mechanical locks, and levers will be securely attached to the 

driven element and properly indexed. 

 f. Nuts, bolts, screws, and other hardware will be tight and in good condition. 

 g. Operator's manual will be on hand in the organizational element utilizing 

the item. 

K-2. Category B - hydraulic/mechanical. This checklist will be used as a guide to 

determine the condition of items which employ chains, gears, belts, bearings, levers, 

and/or hydraulic systems. 

 a. All gears will be free of excessive backlash. 

 b. All chains, gears, bearings, and bearing surfaces will be free of excessive 

wear and properly adjusted. 

 c. Axles, shafts, and levers will be free of excessive wear and play, and 

properly lubricated. 

 d. Belts, pulleys, and levers will be free of excessive wear and properly 

adjusted and aligned. 

 e. Hydraulic systems with their trips, locks, stops, and release mechanisms 

will be free of excessive wear and properly adjusted, fluid level will be proper and the 

system free of leaks. 

 f. Casters will be checked and lubricated with general purpose lubricant. 

K-3. Category C - positive/negative pressure. This checklist will be applied to 

determine the condition of items which involve positive or negative pressures or the 

use of one or more medical gases, such as oxygen and nitrous oxide. 

 a. Where applicable, rubber parts, components, and fittings will exhibit 

original elasticity and shape. They will be free of cracks, splices, punctures, and faulty 

fittings. When equipment is used in a flammable location, conductivity will be verified 

in accordance with NFPA 99. 

 b. High pressure tubing will conform to the above and be free of leaks and 

frayed covering. All fittings and connectors will be in good condition and securely 

attached to hose ends. 

 c. All controls, regulators, flowmeters, and flush valves will be properly 

adjusted to accurately regulate flow of gas. All temperature indicators will be checked 

to ensure accuracy. 

C-55 
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 d. Glass and plastic covers on meters, inspection ports, and containers will be 

free of cracks and chips. They will be clean and properly positioned for leak-free 

operation. 

 e. Safety and pop-off valves will be in proper operating condition. 

 f. Air evacuation systems will be capable of maintaining the desired vacuum 

within design limitations. 

 g. Grounding systems will be of the approved type and properly installed. 

K-4. Category D - heating/cooling/mixing. This checklist will be applied to determine 

the condition of items which heat, cool, regulate, mix, pump, or circulate water and/or 

produce steam. 

 a. All water and steam chambers will be free of excessive rust, corrosion, and 

lime deposits. 

 b. All gasket material (such as rubber, cork, and composition type) will be free 

of breaks or wear which might result in an improper seal. 

 c. Door and lid closing mechanisms will operate freely and be adjusted to 

ensure a proper seal. 

 d. There will be no leaks (steam or water) in the plumbing, valves, valve 

packing, regulators, boiling chamber, tanks, or pumps. 

 e. All valves, regulators, controls, steam traps, and vacuum breakers will 

operate properly. 

 f. The heating system (electrical, fuel, or steam) will provide the proper 

temperature and/or pressure in the prescribed time under normal operation. 

 g. Low water cutoff and boiling point cutoff switches will function properly. 

K-5. Category E - electrical/electronic. This checklist will be applied to determine the 

condition of items which employ electrical or electronic components. 

 a. Electrical connectors (jacks, receptacles, or plugs) will be of approved type, 

free of cracks or breaks, and properly attached to the line cord or cable. Mechanical 

indexing mechanisms to prevent improper alignment or mating of plugs and 

receptacles will be free from wear or damage. 

 b. Cables, cords, and internal wiring will be of an approved type and of proper 

wire size to safely carry the required current. In addition, all cables, cords, and 

internal wiring will be of sufficient length and free of unsafe or unsightly splices and of 

frayed, cracked, abraded, or brittle insulation. 

 c. Cables, clips, studs, and terminals will be free of dirt, rust, corrosion, and 

other deposits. 

 d. Switches, circuit breakers, relay points, and selectors will not be dirty, 

corroded, excessively worn, or pitted. 

 e. Grounding systems will be of an approved type and properly installed. 

 f. All electrical components (relays, transformers, capacitors, electron tubes 

and resistors) will operate without overheating. 

 g. Heating elements will produce and maintain the temperature rise required 

for proper operation. 

 h. Electrical meters will respond to the appropriate control and indicate 

properly. 

 i. Electrical components (such as connectors or switches) on explosion proof 

equipment will conform to the requirement of the NFPA 99. 

 j. Batteries will be properly charged and free of cracks, breaks, or leaks. 

Electrolyte of wet cell batteries will be at the proper level. 

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 k. Electrical leakage currents shall be within acceptable limits IAW NFPA 99. 

Unless specified otherwise, frequency and procedures for testing leakage current shall 

be as prescribed by AR 40-61, NFPA 99, and this bulletin. 

K-6. Category F - electric motors. This checklist will be applied to determine the 

condition of items which employ electric motors. 

 a. The electric motor will operate under load without excessive variation, 

hunting (varying speed), or noise. 

 b. The electric motor will operate without excessive temperature rise when 

operated at the rated duty cycle and mechanical load. 

 c. The mechanical linkage between motor and load (belts, pulleys, chains, 

gears, and shafts) will be adjusted for proper drive and be free of excessive wear. 

 d. Oil and grease seals of rotating and reciprocating members will be in place 

and there will be no evidence of excessive leaks. 

 e. Brushes, brush rigs, and commutators will be clean and free of excessive 

wear. Brushes and brush rigs will be properly adjusted and free of excessive arcing 

during operation. 

 f. The bearings of the motor and mechanical load will be clean, free of 

excessive wear, and properly lubricated. 

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ANNEX L 

(Sample) CSH Standard Operating Procedures 

 HOSPITAL 

 MEDICAL MAINTENANCE 

 INTERNAL SOP 

Section I. General 

1-1. PURPOSE: This SOP establishes basic principles, policies and procedures to be 

used as a standard guideline for the efficient operation of the Hospital Medical 

Maintenance Section. 

1-2. SCOPE: This SOP applies to all personnel assigned or attached to the Hospital 

Medical Maintenance Section. 

1-3. REFERENCES: 

 a. AR 40-61 

 b. AR 750-1 

 c. TB 38-750-2 

 d. TB MED 750-2 

1-4. RESPONSIBILITIES: 

 a. Chief, Medical Maintenance Section will ensure that: 

 (1) Basic concepts, objectives, and policies are met for the maintenance of 

medical equipment. 

 (2) The maintenance of Hospital medical equipment is effectively 

performed throughout its lifecycle. 

 (3) Maintenance programs for repair, calibration/verification/certification, 

and electrical safety testing services are implemented and performed consistent with 

available resources. 

 (4) Planning, guidance, and assistance are provided to other organizational 

elements which impact on the medical maintenance mission. 

 (5) Guidance is provided to the S-2/3 in the development of educational 

and training programs in maintenance for equipment operators and medical 

equipment repairers. 

 (6) Commander and staff are frequently updated on the status of medical 

equipment maintenance and associated programs. 

 (7) A master file copy of both operator and maintenance manuals has been 

established in the maintenance section for all equipment on hand. 

 (8) Assigned Medical Equipment Repairers are utilized for medical 

maintenance and not assigned additional duties which may adversely affect the 

maintenance of medical equipment. 

 b. NCOIC, Medical Maintenance Section works under the general supervision 

of the Branch OIC and will ensure that: 

 (1) Programmed scheduled/unscheduled workloads are assigned to 

individual repairers commensurate with their training and in accordance with this SOP. 

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 (2) His/her counterparts and hospital staff are apprised and informed of 

any issues concerning medical equipment maintenance services. 

 (3) Knowledge and application of maintenance service procedures are in 

accordance with military and/or manufacturer's instructions. 

 (4) Required administrative records are maintained in accordance with 

applicable regulatory guidance. 

 (5) Soldiers are recognized for outstanding performance of duties. 

Conversely, disciplinary problems or additional training requirements should also be 

documented and brought to the attention of the appropriate level of command. 

 (6) Property accountability and security procedures are in place IAW 

regulations and directives governing security, accountability, and control of tools, 

TMDE, and other Army property. 

 (7) Safety procedures are strictly adhered to during maintenance 

operations. 

 c. Medical Equipment Repairers work under the general supervision of the 

Branch NCOIC and will ensure that: 

 (1) Documentation on work orders and associated maintenance forms is 

legible and in compliance with this SOP and other applicable directives. 

 (2) Safety procedures are strictly adhered to during maintenance 

operations. 

 (3) Preventive maintenance is performed in accordance with applicable 

Technical Manual or Manufacturer’s Literature. 

 (4) Safety inspection/testing is performed in accordance with AR 40-61, 

TB MED 750-2, and NFPA 99. 

 (5) Personal responsibility is assumed for individual training and career 

development. 

 (6) Unsafe equipment is brought to the attention of user/operator 

personnel and their supervisory personnel. 

 (7) All maintenance related problems are communicated to their 

supervisors. 

Section II. 

Maintenance Policies 

2-1. SCHEDULED SERVICES PROGRAM. 

 a. Scheduled maintenance is all actions performed in an attempt to retain an 

item in a specified condition by providing systematic inspection, detection, and 

prevention of incipient failures. Scheduled maintenance includes Preventive 

Maintenance Checks and Services (PM), Calibration/Verification/Certification (CL), and 

Electrical Safety Testing (ST). 

 (1) PM - the care, servicing, inspection, detection, and correction of 

minor faults before these faults cause serious damage, failure, or injury. The 

procedures and the category of maintenance to perform PMCS are in the –10 and –20, 

equipment technical manuals, and lubrication orders. 

 (2) CL - the comparison of a medical system or medical device of 

unverified accuracy to a measurement system or device of known accuracy (which is 

directly traceable back to the National Institute of Standards and Technology (NIST)) 

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to detect and correct if necessary, any deviations from required performance 

specifications of the medical system or medical device. 

 (3) ST - the preservation of an electrically safe environment for patients 

and staff through the evaluation and assessment of medical equipment to identify and 

correct electrical safety hazards that may exist in health care facilities. 

 b. Scheduled maintenance will be performed in accordance with AR 40-61, 

TB MED 750-2, and the equipment manufacturer’s literature with regard to frequency 

of services. 

 c. All services will be documented on a DA Form 2404 using the format 

specified in TB 38-750-2 with the following exceptions: 

 (1) Column b - Responsibility for the performance of corrective action will 

be annotated as being either equipment operator (OM) or Medical Maintenance Section 

(MM). 

 (2) Column c - Nomenclature, serial number and MMCN number of each 

item serviced in that section. 

 (3) Column d - When corrective action is to be accomplished by the 

equipment operator, the corrective action required will be indicated (e.g. clean, 

replace, order etc.). 

 (4) Any deficiencies listed on the operator DA Form 2404 that require 

operator level replacement components, parts, or accessories must have the NSN 

and/or the manufacturer’s part number for the items and the document number 

confirming the item was ordered, recorded in the corrective action column (column d). 

 d. During the performance of scheduled services, minor repairs beyond the 

capability of the operator will be performed by medical equipment repairer. Upon 

completion of these minor repairs, the medical equipment repairer performing the 

repairs will initial the corrected block on the operator DA Form 2404. 

 e. When equipment repairs are expected to exceed 10/15 minutes, the 

corrective action will be to submit a work order. (When the corrective action is to 

submit a work order, ensure the hand receipt holder or designated representative 

responsible for the equipment is aware of the status of their equipment). 

 f. Upon completion of scheduled services within each section, items that did not 

receive services will be identified along with the reason services were not performed. 

A memorandum identifying the items unavailable for services along with a copy of the 

medical maintenance DA Form 2404 will be provided to the hand receipt holder and 

the Commander. For equipment that did not receive services due to not being 

located, the memorandum will be forwarded to the Property Book Officer listing these 

items so that appropriate property accountability actions are taken. One copy of all 

medical maintenance documentation will be provided to the hand receipt holder. The 

hand receipt holder must sign the completed documentation acknowledging receipt 

and understanding of his or her responsibilities. 

 g. Medical Maintenance personnel performing scheduled services in each 

section will consult with equipment operators to ensure operators are familiar with the 

unit medical maintenance policies and procedures. 

2-2. Calibration/Verification/Certification (CVC) Services 

 a. CVC services will be performed IAW applicable TM or manufacturers 

literature and any other applicable guidance. 

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 b. Upon receipt of new equipment, the TM or manufacturers literature will be 

researched to determine if CVC services are required. When so indicated, the 

appropriate manual and automated records will be initiated and the equipment placed 

on the scheduled services program. 

 c. Upon completion of CVC services, the affixed DD Form 2163 will be 

annotated. See TB 38-750-2 for instructions. In addition to annotating the DD Form 

2163, ensure the completion of CVC services performed are documented on the 

equipment’s manual and automated maintenance history. 

 d. When performing CVC services for X-ray equipment, in addition to 

annotating the affixed DD Form 2163, a DA Form 2164 (X-ray Verification/ 

Certification Worksheet) must be completed IAW TB 38-750-2. A separate sheet of 

paper will be attached to the DD Form 2164 to indicate the manufacturer, model, 

serial number and date of calibration expiration of all items of TMDE used to 

perform the calibration. All documentation will be maintained in file 738-750i pending 

completion of the next X-ray calibration. 

 e. Defibrillators will receive CVC services semiannually, using a defibrillator 

analyzer. A DA Form 5624R (DC Defibrillator Inspection Record) will be used to record 

the results of the calibration service. In addition, a DA Label 175 (Defibrillator Energy 

Output Certification Label) will be affixed to the unit. The DA Form 5624R will be 

maintained on file 6 months pending the next CVC service. 

 f. In reference to calibration of scales, TB 43-180 does not require calibration 

of scales other than those scales used at the local medical treatment facility 

(MEDDAC) that are designated as the official scales for weight determination. Upon 

request from the Hospital staff, a courtesy inspection of scales used for screening 

purposes within the unit may be performed, but a DD Form 2163 will not be affixed to 

the scales. 

2-3. Electrical Safety 

 a. A continued effort will be made to provide an electrically safe environment 

within the Hospital. Protecting the patients and staff from electrocution and electrical 

hazards is essential. 

 b. All medical equipment will receive an electrical safety test after repairs or 

modifications are performed. Completion results of all electrical safety tests will be 

documented on appropriate maintenance forms. 

 c. If equipment does not meet required limits, the following steps will be 

taken: 

 (1) DA Forms 5621-R (Leakage Current Measurements, General) or 

DA Form 5622-R (Leakage Current Measurements, EKG), as appropriate, will be 

prepared for the item or system. The forms will document defects, recommendations 

and actions taken. Refer to TB 38-750-2 for completion of these forms. 

 (2) A DD Form 1577 (Unserviceable (Condemned Material) Tag) will be 

affixed to the equipment. 

 (3) A work order must be initiated to correct the defect. Upon completion 

of the repair, a copy of the completed work order will be filed and attached to the 

appropriate Current Leakage Form in medical maintenance for a period of one year. 

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2-4. Unscheduled Services Program 

These services include emergency and routine repair of medical equipment. These 

repairs may be performed either in shop or on site at equipment location. Other 

forms of unscheduled services are technical inspections and equipment installation or 

assembly. Unscheduled services should be submitted utilizing a work order from the 

requesting section. 

2-5. Direct Support Maintenance 

 a. The local MEDCOM Installation Medical Supply Activity (IMSA) has 

responsibility for providing Direct Support level maintenance to TOE medical units as 

stated in AR 40-61. When the availability of maintenance support from the IMSA is 

resource constrained, contact USAMMA to coordinate maintenance support. 

 b. All efforts to accomplish medical maintenance missions at unit level 

will be exhausted prior to request for support. Examples of need for support are 

lack of personnel or TMDE. 

 c. All medical equipment submitted to Direct Support will be submitted on a 

work order with the receipt copy being maintained in Medical Maintenance along with 

original work order from equipment hand receipt holder. 

Section I I I 

Safety Program 

3-1. Shop Safety 

General shop safety rules will be practiced in the Hospital medical maintenance section 

at all times. Important points of shop safety are: 

 a. Prevent electrical shock by identifying hazards and following safe repair 

procedures; 

 b. Follow safe handling procedures for medical equipment that may be 

contaminated; 

 c. Be familiar with fire protection rules, plans and evacuation routes; 

 d. Ensure there is proper ventilation for respiratory protection while 

performing any task where toxic materials, fumes, mists, or vapors are used or 

produced. 

 e. When working on x-ray equipment, ensure proper radiation safety 

procedures are followed at all times. Safety procedures for operation of X-ray 

equipment includes wearing of X-ray film badges, posting of warning signs making 

others aware that an X-ray unit is in use, and ensuring proper shielding requirements 

from radiation source are met. 

 f. When using power equipment, proper eye and hearing protection devices 

are worn. 

 g. All staff members must be familiar with proper operation and location of fire 

extinguishers and eye wash system located within the medical maintenance shop. 

Section IV 

Material Maintenance Management 

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4-1. General 

 a. Maintenance management is the process of establishing objectives to carry 

out maintenance responsibilities. Maintenance management consists of those 

continuing actions of planning, organizing, controlling and evaluating the use of 

manpower, funds, and facilities to accomplish missions and tasks. 

 b. A prime objective of the medical maintenance supervisor is to ensure 

optimal management and control of critical maintenance resources. Accomplishment 

of this objective is assisted by utilizing a management data collection system to 

monitor the performance of the medical maintenance section in relation to established 

performance standards. 

 c. The medical maintenance section will use the maintenance automation 

system (see TB MED 750-2, Appendix E) authorized to MTOE organization for 

management of medical equipment maintenance and repair parts within the Hospital. 

4-2. Work Load Management 

 a. The NCOIC of medical maintenance must analyze requirements and direct 

resources toward the accomplishment of maintenance operations. The NCOIC must 

forecast requirements for PMCS and unscheduled services using information available 

from the authorized maintenance automation system outputs (see appendix E). 

 b. Workload control priorities are defined in AR 40-61, which states that 

scheduled services take precedence over all other services except emergency repairs. 

While in garrison, emergency repairs are any repairs required to restore on 

DA Form 2406 reportable medical equipment to a fully mission capable condition. 

When deployed, an emergency repair work order is any work order submitted on 

priority 01-03 equipment, which must be signed by the Chief or NCOIC of the medical 

maintenance section. 

4-3. Man-Hour Accounting 

 a. A man-hour accounting system will be used by the medical maintenance 

section to identify the use of duty hours for each direct labor person within the 

Hospital Medical Maintenance Section. Medical Maintenance supervisors must ensure 

that all direct labor personnel are familiar with the following terms when completing 

individual time sheets: 

 (1) Reporting period. Each month consists of one reporting period. The 

reporting period is from the first day of the month to the last day of the month. 

 (2) Overtime. Overtime will be based upon a 40-hour week (8 hours per 

day for each duty day) within the report period. Man-hours expended in excess of this 

standard will be considered overtime. 

 (3) Assigned man-hours. This is the number of hours available based on 

the number of duty days multiplied by 8 hours per day during the report period. 

 (4) Available man-hours. These are man-hours available for production of 

direct or indirect labor. 

 (5) Direct labor. This is labor expended on equipment either performing 

scheduled or unscheduled services. 

 (6) Indirect labor. This is labor expended performing duty within the 

medical maintenance section that is not directly related to performing services on a 

piece of equipment. 

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 (7) Duty absence. All time expended performing military training, 

inspections, parades, guard duty, offensive maneuvers, formations and time away 

from the section due to any other military requirements. 

 (8) Non-duty absence. These are man-hours spent during duty time 

such as official leave, sick call, passes and excused personal time to take care of 

personal business. 

Section VI 

Maintenance Shop Stock/Tool Control Procedures 

5-1. Repair Parts Management 

 a. Standard and nonstandard repair parts will be managed IAW the guidance 

provided in AR 40-61, AR 710-2, TB MED 750-2, and this SOP. 

 b. Shop stock (demand supported stock), mission essential, bench stock and 

minimum order repair parts are authorized IAW AR 40-61. The authorized 

maintenance automation system (see appendix E) will be used to manage and account 

for repair parts. 

5-2. Shop Stock 

 a. Selection of items for stockage will be based on three demands within a 

180-day period. Once a repair part has met the criteria for initial stockage, at least 

one demand within a 180-day period must occur to retain it as a stockable item. 

 b. Computation of the requisitioning objective (RO) and reorder point will be 

IAW AR 40-61 and AR 710-2.. 

5-3. Mission essential 

 a. The HCA commander may authorize a stocks of parts based solely on the 

premise that these items are deemed essential to support the mission. These repair 

parts will normally be associated with: 

 (1) Lifesaving equipment. 

 (2) Equipment for which the manufacturer no longer supply parts. 

 (3) New equipment until demand data can be established. 

5-4. Bench Stock 

 a. Bench stock is defined in AR 710-2. Bench stock will not include repair 

parts unique to an end item of equipment. 

 b. Bench stock will be managed IAW AR 710-2, and DA Pam 710-2-2. 

 c. Bench stock replenishment tags (DA Form 1300-4) are not required. The 

authorized maintenance automation system (see TB MED 750-2, Appendix E) 

generated bench stock listing provides all of the information required on the 

replenishment tag. The bench stock listing will be reviewed semi-annually by the 

maintenance officer. 

 d. Bench stock costs are not included in the cost of repair; however 

accounting for bench stock parts is required in order to provide an audit trail. Work 

orders will include all parts used, to include bench stock parts (except common 

hardware and bulk material such as nuts, bolts, etc.). Bench stock parts used will be 

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identified on the work order. Column 20 k of the work order will indicate "n/c" 

meaning there is no charge. 

5-5. Minimum Order - Shop stocks purchased as a result of minimum order 

requirements which are in excess of the stockage objective or not demand supported 

are authorized to be retained in shop stock and reduced through attrition. The 

DA Form 3318 for these items will be annotated to indicate that the item from the 

vendor is MO and the minimum dollar order (e.g., MO $100.00). Repair parts 

procurements requiring a minimum order should be ordered through the USAMMA. 

Under the auspicious of the AMEDD Centralized Repair Parts Program (ACRPP), 

USAMMA will incur all additional costs associated with minimum order requirements. 

 a. The Hospital has been designated as a Force Activity Designator (FAD) 

XXXX unit. The medical maintenance section can use one of three priorities when 

requisitioning parts. These priorities are 02, 05, and 12. 

 b. The maintenance officer and NCOIC are the only authorized personnel that 

can initial off on 02 and 05 repair part requisitions. 

 c. The individual certifying 02 and 05 requisitions will place their initials in 

column h of the document register (DA Form 2064) for each request submitted. 

5-5. Request for Repair Parts 

 a. The work order may be used to request repair parts that are known to be 

stocked in shop supply. All requests for repair parts will be reviewed, approved and 

initialed by the NCOIC or the maintenance officer. 

 b. A DA Form 3161 will be used to order repair parts that are not stocked in 

shop supply. The DA Form 3161 will be attached to the work order and filed in the 

awaiting parts file once the repair part has been ordered. 

 c. All repair part requisitions will be ordered on a DA Form 2765-1 for 

standard repair parts or a DA Form 1348-6 for parts that are non-standard and must 

be local purchased. All class VIII-repair parts will be ordered through the Hospital 

medical supply section. All class 9-repair parts will be ordered through the motor pool 

TAMMS/PLL clerk. 

 d. Once the repair part has been ordered, it must be logged on the document 

register with the applicable document number. The demand must also be annotated 

on the DA Form 3318 with the document number and entered into authorized 

maintenance automation system as a due in (see TB MED 750-2, Appendix E). 

5-6. Tools Accountability 

 a. AR 735-5 states that all tools with a unit price greater than $5 are classified 

as durable property that must be controlled and responsibility assigned using a DA 

Form 2062. 

 b. Durable items that are components of sets, kits or outfits will be controlled 

using hand receipt annexes or component lists. The senior maintenance person will 

sign for tool kits and individual tools from the property book officer and issue the tool 

or kit by sub-hand receipt to the individual repairperson. 

 c. Durable items that are not components of a set, kit, or outfit will be 

controlled using hand receipts and sub-hand receipts. These items may also be 

controlled using tool room procedures described below: 

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 (1) Tools issued for one day or less will be issued using an internal log or 

temporary hand receipt. 

 (2) Tools issued for longer than one day but less than 30 days will be 

issued on a temporary hand receipt. Hand receipts (DA Form 3161) will be completed 

in duplicate. The original will be filed in the medical maintenance section and the copy 

will be given to the individual signing for the tool or tools. Once the item or items has 

been returned, both copies of the temporary hand receipt must be destroyed. 

5-7. Inventory of Tools 

 a. All tools will be inventoried on a quarterly basis. Lost or damaged tools will 

be annotated on a DA Form 2062 shortage annex. 

 b. Tools that are lost due to negligence on the part of the responsible 

individual must be replaced by that individual either by direct replacement or a 

statement of charges. 

 

Section VII 

Shop Operations 

6-1. Retention/Disposition of Medical Maintenance Records 

 a. The Hospital medical maintenance section uses the authorized maintenance 

automation system (see TB MED 750-2, Appendix E) to manage all maintenance 

information for medical equipment. DA Pam 738-750 is for manual operations and 

does not apply when a authorized maintenance automation system (see TB MED 750-

2, Appendix E) generated document provides the same information as an Army 

standard manual document (example: DA Form 2409) need not be maintained 

because authorized maintenance automation system (see TB MED 750-2, Appendix E) 

provides all scheduled and unscheduled service data on the automated maintenance 

history for each piece of medical equipment. However, all applicable manual records 

must be established on each piece of maintenance significant equipment which are to 

be used in the event of an extended automated system (authorized maintenance 

automation system (see TB MED 750-2, Appendix E) failure or downtime. 

 b. AR 25-30, Chapter 3, is specific in that the creation of a form for a purpose 

for which a higher echelon form exists is prohibited. Accordingly, the Hospital medical 

maintenance section will use existing forms (i.e., Work order, DA Form 3161) for 

managing maintenance requests and repair parts rather than a variety of locally 

devised forms. Likewise, the use of commercially procured labels, stickers or forms to 

document performance of safety tests or CVC services is prohibited. Only those forms 

listed in TB 38-750-2 will be utilized. 

 c. Retention/Disposition of completed work order (Maintenance Request) will 

be filed in work order number sequence by close date and kept on file for a period of 

one year following the close date. 

 d. Retention/Disposition of automated forms will be IAW the procedures 

consistent with TB MED 750-2, Appendix E. 

 (1) Automated MMCN Listing will be maintained for a period of 90 days 

with a current listing being produced and filed on a monthly basis. 

 (2) Automated Maintenance Performance Report will be maintained for a 

period of one year with a current report being reviewed and filed weekly. 

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 (3) Automated Maintenance History for all medical equipment will be 

generated on a quarterly basis and maintained until the next quarter at which time it 

will be disposed of. Individual maintenance histories will be produced in duplicate for 

equipment that is turned in. One copy will be turned in with the equipment and one 

copy will be filed for a year. 

6-2. Priorities 

 a. The complexity, density and the availability of maintenance resources 

requires the establishment of priorities for the repair and/or performance of scheduled 

maintenance services. The priority system developed at the CSH Medical Maintenance 

Section requires strict adherence. 

 b. The significance of each area within the hospital to the overall delivery of 

medical care must be evaluated to determine each section's priority. The following is 

the list of hospital sections and their priority: 

 (1) Critical Care Areas: 

 (a) OR 1/2/3 Priority 02 

 (b) ICU 1/2/3/4 Priority 02 

 (c) EMT Priority 02 

 (2) Critical Support Areas: 

 (a) MS 1/2/3 Priority 05 

 (b) Labs Blood/General Priority 05 

 (c) X-ray Priority 05 

 (3) Other areas: 

 (a) ICW 1-8 Priority 12 

 (b) MCW 1-10 Priority 12 

 (c) Clinics/Dental Priority 12 

 (d) Pharmacy Priority 12 

 (e) Misc. Non Patient care areas Priority 24 

 c. The basic section priority will be assigned to all equipment maintenance 

requests received from that area with the exception of critical or lifesaving equipment. 

Any exception to this policy must be approved and initialed on the work order by the 

maintenance officer or NCOIC. 

 d. Selected priorities will be used for critical or lifesaving medical equipment. 

These pieces of equipment will receive a higher priority than the section priority. For 

example: A defibrillator in an ICW with a priority of 12 would be a priority 01 because 

it is a lifesaving critical piece of equipment. 

 e. In garrison, the highest priority will be 02. Priority 02 is reserved for 

DA Form 2406 reportable items in a non-mission capable status. 

6-3. Scheduling and deferring maintenance 

 a. AR 40-61 states that medical equipment in field medical units will be 

completed annually. The exception to this being defibrillators, which should be tested 

semi-annually. The maintenance officer may increase other equipment items to a 

semi-annual schedule. During prolonged exercises or missions involving patient 

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treatment, scheduled safety testing of electrically operated medical equipment 

designated for use in critical care areas will be performed on a semi-annual basis. 

 b. Due to the maintenance resources available and the configuration of 

DEPMEDS, a cyclic scheduled maintenance program is necessary. This means that 

100% of the medical equipment in the hospital must be accomplished over a 12-

month period. In order to accomplish this requirement, a certain number of sections 

or wards must be serviced each month. Determination as to which areas will be 

serviced during a particular month will be coordinated between the medical 

maintenance staff and Department of Nursing. 

 c. There will be times when a scheduled area will not receive services due to 

mission requirements or a shortage of maintenance personnel or resources. When 

scheduled maintenance is deferred, the action must be documented. The reason 

services were not performed will be annotated on the scheduled maintenance listing 

and initialed by the OIC or NCOIC of the Medical Maintenance Section. A copy of 

services not performed will be forwarded to the Chief Wardmaster who will coordinate 

with the medical maintenance NCOIC as to when the deferred services can be 

accomplished. 

6-4. Equipment Management 

 a. Items of equipment requiring an individual historical record will be assigned 

an MMCN number. These items will be determined by maintenance managers based 

on item cost and type. 

 b. Items of non-technical equipment or equipment that does not require a 

maintenance history will be considered a group managed item. Group managed items 

will not have an individual MMCN number but a group managed MMCN number will be 

assigned to each area of the hospital to record scheduled and unscheduled services on 

group managed items within each area. 

 c. The performance of scheduled services will be recorded using the 

authorized maintenance automation system (see TB MED 750-2, Appendix E) 

generated scheduled service listing. Base dates for areas may be changed to adjust 

the workload or to have the services scheduled when desired. Priorities, scheduled 

service requirements and performance times must be reviewed periodically. 

 d. When an individual piece of equipment is transferred from one area to 

another, the scheduled service base dates must be changed to the base date of then 

new location. This action should be initiated upon notification from the property book 

officer or unit supply, that a piece of equipment has been moved. 

 e. Scheduled services performed that are not on the authorized maintenance 

automation system (see TB MED 750-2, Appendix E) scheduled service listing must be 

recorded using the unscheduled work order transactions as appropriate (i.e. PM, CL, 

ST). 

 f. Scheduled services accomplished as a portion of a repair, action code RE, 

will not be recorded as separate actions. All actions necessary to restore defective 

equipment to a fully mission capable status are considered part of the repair, to 

include electrical safety and any required calibration/ verification. Total man-hours 

expended for all actions performed will be included in the RE total. 

 g. The NCOIC will ensure that copies of the latest authorized maintenance 

automation system (see TB MED 750-2, Appendix E) outputs applicable to 

maintenance management are on hand and available to all maintenance personnel. 

The equipment density listing should be manually updated as changes occur (i.e. 

additions, deletions, MMCN, serial number, model number, etc.). 

 h. The automated work order register will be reconciled at least monthly. All 

work orders listed on the register must be accounted for, those work orders on hand 

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and not on the register must be entered into the system. Work orders on the register 

that are not located must be researched and the appropriate action taken. 

 i. When items of medical equipment due scheduled services cannot be 

located, a reasonable effort should be made to locate the item, but excessive time 

should not be spent locating the item. If the equipment operator/user is unable to 

locate the equipment, the required scheduled service will be closed out and identified 

as not being located. 

 j. The NCOIC must ensure that the scheduled services are completed in a 

timely manner and entered into the authorized maintenance automation system (see 

TB MED 750-2, Appendix E) data base. 

6-5. Maintenance Request (Work order) 

 a. All Maintenance requests (Work order) once processed in authorized 

maintenance automation system (see TB MED 750-2, Appendix E) , will be controlled 

by the NCOIC. The NCOIC will assign each work order to a technician in order of 

priority. 

 b. Maintenance requests will be filed in priority sequence by work order 

number and issued to a technician in the same order. Once a work order is assigned 

to a technician, the NCOIC will ensure the work is started in a timely manner. 

 c. Upon completion of repair the technician will return the work order to the 

NCOIC for review and close out on the work order register. The NCOIC or senior 

technician must inspect the completed work and initial in the inspected block of the 

Work order. 

 d. Once completed and processed, the work order will be placed in the 

awaiting pick up file. The equipment will be placed in the designated area for 

equipment pick up. The NCOIC will call the section NCOIC to inform them that the 

equipment is ready to be picked up. 

 e. Work orders that require parts to be ordered will be handled in the following 

manner: 

 (1) The work order with DA Form 3161 for required parts will be 

submitted to the NCOIC. 

 (2) The NCOIC will verify parts request and priority of requisition. The 

requisition will then be ordered through the appropriate class of supply and work order 

status updated on authorized maintenance automation system (see TB MED 750-2, 

Appendix E) to indicate that the work order is awaiting parts. 

 (3) Once completely processed, the work order and attached 

DA Form 3161 will be filed in the awaiting parts file in priority and work order 

sequence. 

 (4) Upon receipt of requested parts, the work order will be placed in the 

parts received file. The NCOIC will issue the parts and work order to the technician 

who ordered the parts. 

 (5) Once the parts are installed and the work order has been completed, 

the work order will be given to the NCOIC for processing. The NCOIC will ensure that 

the work order is closed out in authorized maintenance automation system (see TB 

MED 750-2, Appendix E) and all costs posted to the maintenance history for the 

repaired item. The work order will be placed in the awaiting pick up file and the owner 

will be notified. The equipment will be placed in the designated awaiting pick up area. 

6-6. Modification and Alteration of Medical Equipment 

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 a. Modification and alteration of medical equipment will only be performed 

when directed by USAMMA. 

 b. Suggested modifications should be forwarded directly to USAMMA and will 

not be implemented until the suggestion has been approved. 

6-7. Test, Measurement and Diagnostic Equipment (TMDE) 

 a. The NCOIC or designated representative in the medical maintenance 

section will ensure that TMDE used in the repair and calibration of medical equipment 

is calibrated at the proper interval. 

 b. Calibration requirements for TMDE are listed in TB 43-180. The unit TMDE 

coordinator will notify the section when an item is due for calibration. The item will be 

submitted on AMXTM Form 34A to the local TMDE Support Center. 

 c. Medical specialty TMDE that is not supported by the local TMDE Support 

Center must be sent to the DEPMEDS TMDE Support Lab at Tracy Depot. These items 

include, patient simulators, defibrillator analyzers, electrical safety analyzers, 

electrosurgical analyzers and any other medical TMDE that cannot be calibrated 

locally. 

 d. TMDE that is submitted for calibration or repair must be clean and complete 

with all accessories and cables etc. that are required to perform calibration of the 

equipment. TMs or manufacturers literature will also be submitted with each item and 

documented on the Form 34A as being turned in with the equipment along with any 

accessories. 

 e. TMDE that does not require calibration must have a DA Label 80 attached 

with the letters CNR stamped on the label identifying them as TMDE that does not 

require calibration. 

6-8. Maintenance of Support Equipment 

 a. Maintenance of support equipment is essential to the readiness of the 

Medical Maintenance Section. The primary items of equipment are the medical 

maintenance ISO shelter and the Environmental Control Unit (ECU). 

 b. Maintenance on the ISO shelter will be performed on a monthly basis. A 

monthly DA Form 2404 will be completed and PMCS performed IAW the Technical 

Manual. The DA Form 2404 will indicate all deficiencies noted with part numbers and 

document numbers listed for parts that are needed. 

 c. Operator Maintenance of the ECU will be performed on a weekly basis. A 

weekly DA Form 2404 will be completed IAW the Technical Manual and will list all 

needed repair parts and document numbers that are needed. The DA Form 2404 will 

be submitted to the motor pool upon completion of the weekly PMCS. Repair part 

status will be requested and updated on a weekly basis. Assistance will be provided to 

the utilities section when the equipment is due for scheduled services. 

 d. A copy of each DA Form 2404 will be filed in the medical maintenance 

section for all support equipment. An individual file will be maintained for each item. 

 e. For man-hour accounting purposes, time will be carried as productive 

indirect time. 

Section VIII 

Technical Inspections (TI) on Medical Equipment 

7-1 Types of Technical Inspections 

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 a. TI for Issue. This is an inspection of newly procured equipment prior to 

issue. Equipment will be inspected for: 

 (1) Appearance (external damage). 

 (2) Completeness (accessories, manuals, etc.). 

 (3) Internal condition (damage, leaks, broken parts, etc.). 

 (4) Proper performance. 

 b. Part of the TI for Issue is to complete all manual and automated 

maintenance records on maintenance significant items. Non-technical or nonmaintenance significant medical equipment must also receive a technical inspection, 

but do not require maintenance records. 

 c. Information as to the recipient or hand receipt holder for the equipment 

must be provided by unit supply or the PBO. The equipment hand receipt holder and 

the location must be provided prior to the equipment leaving the shop. This is 

necessary to ensure maintenance records accurately reflect equipment location and 

proper base date to receive scheduled services. 

 d. TI for turn in. This is an inspection of medical equipment, maintenance 

significant or non-maintenance significant that is excess. 

 e. The TI for turn in work order must come from the PBO. If the equipment is 

maintenance significant item with an assigned MMCN number, all maintenance records 

must be closed out as part of the TI. 

 f. All equipment that receives a TI for turn in must be tagged with a DD 

Form 1577 (Material Condition Code Tag) prior to being returned to the PBO. 

7-2. Condition Coding of Medical Equipment 

 a. Upon performing a technical inspection for turn in on a piece of medical 

equipment, a supply condition code must be determined. The following supply 

condition codes will be used when condition coding medical equipment: 

 (1) Code "A" - To serviceable medical equipment with over 6 months 

remaining life expectancy. 

 (2) Code "B" - To serviceable medical equipment which has reached or 

exceeded its life expectancy. 

 (3) Code "F" - To unserviceable , economically repairable medical 

equipment. 

 (4) Code "H" - To unserviceable , uneconomically repairable medical 

equipment which does not meet the repair criteria; i.e. exceeding the Maintenance 

Expenditure Limit (MEL). 

 b. To assist in assignment of condition codes, a Maintenance Expenditure Limit 

graph is located in TB MED 7. 

 c. Condition coding is not required by the technician for repair services. 

However, if in the process of the inspection and evaluation of the equipment, it is 

determined that repair costs will exceed the MEL, then a supply condition code "H" will 

be assigned. When this situation occurs, the following actions are required: 

 (1) The technician will annotate on a work order the following: 

 (a) Estimated parts and parts cost to return the equipment to a 

serviceable condition. 

 (b) Estimated man-hours to complete the repair. 

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 (c) A supply condition code. 

 (2) The senior maintenance manager will: 

 (a) Verify and authenticate the condition code assigned by the 

technician by placing his or her signature on the Work order. 

 (b) Notify the hand receipt holder by memorandum (Figure 8-2). 

 (c) Attach a copy of the maintenance history and work order to the 

memorandum. 

 (d) A copy of the memorandum will be filed in a suspense file 

pending decision on the waiver. 

 (3) The hand receipt holder is responsible to: 

 (a) Consult with the maintenance NCOIC or OIC and unit 

supply/PBO. 

 (b) Prepare an endorsement to the hospital commander if a waiver is 

requested and provide the necessary justification, i.e. equipment is essential to the 

unit readiness or mission. 

 (c) If the hand receipt holder decides that repair of the equipment is 

not desired, the memorandum will be returned to medical maintenance indicating that 

the equipment is not to be repaired. Upon receipt of the memorandum, the 

equipment will be returned to the hand receipt holder. The hand receipt holder will 

then notify unit supply or the PBO. 

 (4) The PBO is responsible to: 

 (a) Prepare turn in documents when disposal action is required. 

 (b) Arrange for pick-up and transportation of equipment to DRMO. 

 (c) Make appropriate adjustments to the hand receipt and property 

book. 

 (5) The commander is responsible to: 

 (a) Endorse the memorandum back thru the hand receipt holder to 

medical maintenance indicating approval or disapproval. 

 (b) An approved waiver must be signed by the hospital commander. 

 (6) Upon receipt of an approved waiver, the medical maintenance section 

will complete the repairs necessary and attach the approved waiver to the Work order. 

 (7) The medical maintenance OIC must sign all work orders that condition 

coded equipment for turn in.. 

 -signedChief, Medical Maintenance 

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COMBAT SUPPORT HOSPITAL 

MEDICAL MAINTENANCE BRANCH 

CUSTOMER ASSISTANCE MANUAL (External SOP) 

“FORWARD AND READY!” 

Date of Publication 

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COMBAT SUPPORT HOSPITAL 

Fort Anywhere, Florida 12345-6789 

 

10 January 2006 

 

CUSTOMER ASSISTANCE MANUAL 

MEDICAL MAINTENANCE 

1. PURPOSE. This SOP supplements the instructions contained in AR 40-61, 

AR 750-1 and TB MED 750-2 detailing procedures to be followed in completing 

equipment maintenance, and prescribes disposition. It further provides guidance to 

clinical staff in proper operator level preventive maintenance, Scheduled Services, and 

established general maintenance policies and responsibilities. 

2. SCOPE. The procedures outlined herein are applicable to all personnel 

assigned or attached to the Combat Support Hospital. 

3. RESPONSIBILITIES. The Medical Maintenance Branch is responsible for the 

installation, repair, and preventive maintenance and calibration procedures necessary 

to insure proper functioning of all medical and dental equipment used in the Combat 

Support Hospital. 

4. MANUAL REVIEW. All personnel will review this CUSTOMER ASSISTANCE SOP 

within 30 working days after reporting for duty and annually thereafter. Upon 

completion of this review, individuals will print their name, date and initial the cover 

sheet designated for this purpose. 

5. DETAILED INFORMATION. Instruction on the various policies, are contained in 

the enclosed example memorandums. 

6. Point of contact for the manual is the undersigned at (123) 456-7890. 

 Super Warrant Officer 

 CW2, Medical Service 

 Chief, Medical Maintenance Branch 

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TABLE OF CONTENTS 

1. PURPOSE 4 

2. SCOPE 4 

3. MISSION 4 

4. REFERENCES 5 

5. LOCATION AND CONTACTING US 5 

(a) Points of Contact 5 

(b) Business Telephone Numbers 5 

6. HOURS OF OPERATION 6 

7. AVAILABLE EQUIPMENT SERVICES 6 

8. RESPONSIBILITIES OF UNIT COMMANDERS, SUB-HAND RECEIPT 

HOLDERS AND CLINICAL STAFF 6 

(a) Delegation of Authority Cards (Signature Cards) 6 

(b) User Level Maintenance 7 

(c) Training 7 

(d) Equipment Storage and Use 8 

(e) Life Cycle 8 

9. ORGANIZATION MAINTENANCE PROCEDURES OVERVIEW 8 

(a) Technical Inspections (TI) for equipment Issue 8 

(b) Scheduled Services, (PMCS) 8 

(c) Unscheduled Services or Repairs, (RE) 9 

(d) Technical Inspections (XI) for equipment Turn-in 9 

(e) Special Services 10 

(f) Equipment Evacuation for DS/GS Support 10 

(g) Staff Assistance Visits 10 

10. MEDICAL STANBY EQUIPMENT PROGRAM (MEDSTEP). 11 

 Mister Enforcer III 

 MAJ, MS 

 Executive Officer 

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1. PURPOSE. 

 To provide medical equipment management guidance to clinical staff within the 

organization and non-organizational medical elements requiring maintenance support 

or assistance from the Combat Support Hospital. 

2. SCOPE. 

 These procedures are applicable to all sections or activities requesting 

maintenance service from the CSH Medical Maintenance Branch. 

3. MISSION. 

 To ensure all medical equipment belonging to the Combat Support Hospital is 

fully mission capable. The Medical Maintenance Branch will provide unit level medical 

equipment maintenance services for all sections within the organization. The 

following table depicts the different Medical Materiel and Medical Equipment Sets 

associated with an MRI configured Corps level Combat Support Hospital. 

PAR LIN ERC SET SET TITLE QTY PAR LIN ERC UAC NOMENCLATURE QTY

305 M23673 B 249 MES CHEM AGENT/2000 2 204 M25865 B 258 MES CHEM AGENTS PATIENT DECON 2

305 M25865 B 258 MES CHEM PATIENT/2000 1 204 M23673 B 249 MES CHEM AGENT PATIENT TRTMNT 3

305 M72084 A M523 MMS MED MNT 84 BED CO 1 204 M72152 A M725 MMS MED MAINT; 164 BED 1

306 M73050 P M308 MMS TRIEMT PREOPDEP/M 1 204 M14585 A M783 MMS MED SUP; 164 BED 1

307 M08417 P M302 MMS CENTRAL MAT SER/M 1 205 M73050 P M308 MMS TRIAGE/EMERGENCY/PRE-OP 1

307 M13428 A M542 MMS CMS SP AUG 84 BED 1 206 M72936 P M301 MMS OR 2

307 M72936 P M301 MMS OP ROOM DEPMEDS/M 1 206 M08417 P M302 MMS CMS 2

310 M09576 P M309 MMS POST-OP ICU DEP/M 2 206 M32074 A M417 MMS ORTHO SURG AUG 1

312 M08599 A M310 MMS INTMDCARE WDDEP/M 1 206 M08951 A M742 MMS CMS AUG: 164 BED 1

313 M73254 A M506 MMS PHARMACY 84 BED 1 208 M72050 A M312 MMS PT/OT 1

314 M73482 A M503 MMS LAB (GEN) 84 BED 1 208 M31824 A M316 MMS OB-GYN 1

314 M73732 A M504 MMS LAB (LIQ BLD) 84B 1 208 M72868 A M314 MMS ORTHO CAST 1

315 M73175 A M334 MMS XRAY LOWCAP DEP/M 1 208 M72355 A M713 MMS MED SVC; 164 BED 1

315 M86675 P M305 MMS XRAY DEPMED/M 1 209 D43882 A M374 DENTL MTL SET DENTAL X-RAY 1

209 D65926 A M370 DENTL MTL SET GEN DENT 1

PAR LIN ERC SET SET TITLE QTY 209 D43836 A M476 DENTAL MTL SET DENTAL HYG 1

317 M14517 A M583 MMS MED SUP: 84 BED 1 211 M09576 P M309 MMS POST-OP/ICU WARD 2

318 M72868 A M314 MMS ORTHO CAST CLINIC 1 212 M08599 A M310 MMS INTERMED CARE WARD 7

318 M72423 A M513 MMS MEDICAL SVC CLINIC: 84 BED 1 213 M73186 A M706 MMS PHARMACY: 164 BED 1

318 M31824 A M316 MMS OB-GYN CLINIC 1 214 M13275 A M703 MMS LAB (GENERAL): 164 BED 1

319 M08599 A M310 MMS INTERMEDIATE CARE WARD 2 214 M08849 A M704 MMS LAB (LIQ BLD BNK): 164 BED 1

215 M73175 A M334 MMS X-RAY LOW CAP PORT 1

215 M72300 P M307 MMS X-RAY 1

08547AB 40 BED AUGMENTATION

08960A 84 Bed Company

08547AA Early Entry Hosp

08945A COMBAT SUPPORT HOSPITAL CORPS (MRI)

08948AB 164 Bed Company

C-76 
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4. REFERENCES. 

 a. AR 40-61 Medical Logistics Policies and Procedures 

 b. AR 220-1 Unit Status Reporting 

 c. AR 700-138 Army Logistics Readiness and Sustainability 

 d. AR 710-2 Inventory Management Supply Policy Below the Wholesale 

Level 

 e. AR 725-50 Requisitioning, Receipt, and Issue System 

 f. AR 750-1 Army Materiel Maintenance Policy and Retail Maintenance 

Operations 

 g. DA PAM 710-2-1 Using Unit Supply Systems (Manual Procedures) 

 h. TB 38-750-2 Maintenance Management Procedures for Medical 

Equipment (Forms) 

 i. TB MED 750-2 Medical Maintenance for MTOE Units 

5. LOCATION AND CONTACTING US. 

 a. Medical Maintenance is located in BLDG 1234, Productivity Lane, 

Fort Getitdone, NY. 

 b. Points of Contact 

 (1) OIC: CW2 Super Warrant, warrants@garrison.army.mil, (123) 456-7890 

 (2) NCOIC: SSG Tough Stuff, stufft@garrison.army.mil, (123) 456-6789 

 (3) 91A/68A, MER Technician: SPC Fred G. All 

 (4) 91A/68A, MER Technician: SPC Jane D. Snuffy 

 (5) 91A/68A, MER Technician: SPC Joe Q. Brain 

 c. Maintenance Shop Telephone Numbers 

 Commercial (123) 456-7890/6789; DSN: 444; FAX: 5678 

6. HOURS OF OPERATION. 

 Garrison Hours for medical equipment maintenance are: 

 Monday 0900-1700 

 Tuesday 0900-1700 

 Wednesday 0900-1700 

 Thursday 1300-1700 

 Friday 0900-1700. 

7. AVAILABLE EQUIPMENT SERVICES. 

 a. Technical Inspections (TI) for issue of new equipment 

 b. Scheduled Services for Medical Equipment 

 c. Remedial Maintenance and Repairs for Medical Equipment 

 d. Technical Inspections (TI) for turn-in of old equipment 

 e. Special Services (SS) 

 (1) Training on Set-up and Use of Medical Equipment 

 (2) Staff Assistance Visits (SAVs) 

 (3) Waiver of Maintenance Expenditure Limit (MEL) 

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8. RESPONSIBILITIES of Unit Commanders, Sub-Hand Receipt Holders, and Clinical 

Staff. 

 a. Delegation of Authority Cards (Signature Cards): 

 Unit commanders must provide a copy of their Assumption of Command orders 

to the Medical Maintenance Branch. Unit Commanders must ensure that all sub-hand 

receipt holders of medical equipment provide a completed DA Form 1687, Notice of 

Delegation of Authority or (Signature Card). The Delegation of Authority card 

establishes authorized chain of custody for equipment submitted to and retrieved from 

the branch. 

 b. User Level Maintenance (DA Form 2404 or 5988E or Automated Form): 

 (1) Section NCO(s), clinical staff, and equipment operators are an integral 

part of the maintenance process. Operator maintenance is the keystone to an 

effective medical equipment maintenance program and is essential for keeping all 

clinical equipment in peak operating condition. Unit commanders must place sufficient 

emphasis and allocate adequate time for unit personnel to perform user level 

maintenance for medical equipment. Commanders must ensure that medical 

equipment maintenance is included in the unit’s training schedule. Section NCO(s) 

and Clinical Staff must ensure proper maintenance is performed on a regular basis. 

Use DA Form 2404 or 5988E to record medical equipment deficiencies identified during 

operator/user level maintenance. 

 (2) Medical equipment operators must perform routine inspections to ensure 

that equipment is ready for use and reliable for its intended mission. Operator 

maintenance includes: 

 (a) Cleaning exterior surfaces and accessories; 

 (b) Accountability of operator manuals; 

 (c) Confirming accessories and supplies required for equipment 

operation are available and functioning; 

 (d) Inspecting, oiling or lubricating moving parts; 

 (e) Replacing blown light bulbs and minor accessories; 

 (f) Replacing worn rubber tubing or broken bottles; 

 (g) Seeking help from the medical maintenance branch for medical 

equipment problems that exceed user level maintenance authority. 

Note: While directing operator maintenance, supervisors and staff need to beware of 

the clinic handyman (every clinic has one)! Only trained medical equipment repairers 

are authorized to perform repairs that involve taking the equipment apart.

 (3). Operator/user replaceable parts. The operator’s manual or technical 

manual normally clarifies operator's maintenance tasks. Generally, components, 

accessories, and parts that are easily accessible and don't require tools, test 

equipment or complex technical skills should be taken care of by the operator. 

 c. Training: It is the senior persons responsibility to ensure that all equipment 

operators are trained on the use of all equipment in their section. Each ward master 

and/or section supervisor must always be cognizant of the following: 

 (1) Availability of operator’s manuals and TM(s) for reference. If an 

operator's manual is missing, contact the equipment manufacturer to order the 

C-78 
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appropriate manual. If there are any questions or concerns about the proper version 

or issue of the manual, contact medical maintenance for assistance. 

 (2) Are operators trained to use the equipment? Ensure all operators are 

familiar with all equipment they may be required to use during patient care. The 

section NCO, clinical staff expert, or most experienced member of the section should 

train them as soon as possible. The Medical Maintenance Branch is available to assist 

with training on the proper operation of medical equipment items; this however does 

not include the clinical or diagnostic application of the equipment. Please provide a 

written request for equipment training well in advance so that medical maintenance 

staff (91A/68As) may program training time into the training schedule and prepare to 

provide you with quality training. 

 d. Equipment Storage and Use: Equipment must be stored in a manner that 

prolongs its life and allows for safe retrieval, use, and/or shipment of all components 

or accessories at any given time. It is essential that when medical equipment is 

needed to save a soldier’s life that all required components, accessories, and 

consumables are readily available. If your area has more than one make and model 

of the same equipment, keep the accessories separated and labeled. Using the wrong 

parts or accessories can result in equipment damage and/or patient injury. It is the 

clinic or section’s responsibility to ensure that the correct types and quantities of 

supplies are readily available. Please consult the Organization Medical Supply Activity 

or Company Supply NCO for initial supply and re-supply procedures. (This is covered 

in the unit’s Command Supply Discipline Program) 

 e. Life Cycle Management: The Medical Maintenance Branch will continue to 

support medical equipment so long as the means to repair the equipment are 

available. Periodically, medical equipment manufacturers discontinue product lines 

and eventually the availability of repair parts and accessories from the manufacturer 

cease to exist. If your medical equipment can’t be repaired by our branch and we are 

unable to coordinate maintenance support through either DS/GS maintenance or 

USAMMA’s depot level maintenance activities, it may be necessary to condition code 

(Code “H”) your equipment and recommend replacement. Should this happen, the 

unit commander and hand receipt holder will be notified by memorandum of the 

branch’s recommendations. Once a condition Code “H” is given to equipment, it is up 

to the hand receipt holder, Unit Commander and BN S-4 to arrange for replacing the 

equipment with a new one. 

 f. Remember: when medical equipment requires repair, make sure a 

maintenance request is initiated and broken equipment is taken to the Medical 

Maintenance Branch in a timely manner. We can't repair something if we don't know 

it's broken. 

9. ORGANIZATION MAINTENANCE PROCEDURES OVERVUE. 

 a. Technical Inspections (TI) for equipment Issue 

 New equipment requiring a technical inspection (TI) for Issue must have a 

Maintenance Request as well as a completed DA Form 3161, IAW DA PAM 710-2-1. 

The DA Form 3161 will let Maintenance Staff know which official hand receipt holder 

and to which section the equipment belongs allowing for inclusion of the item in the 

scheduled maintenance program. 

 b. Scheduled Services 

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 (1) As the title depicts, scheduled services will be managed and performed on 

a scheduled basis. The purpose of routinely scheduling maintenance services is to 

preclude equipment failures that may be costly, both in resources and at the expense 

of the patient. Scheduled maintenance will be performed during the month it is 

scheduled. The Annual Scheduled Services Summary Report is published and 

reviewed with Unit Commanders for inclusion in the training schedule. 

 (2) Preventive Maintenance Checks and Services (PMCS) will be performed 

IAW equipment TM(s) or Original Equipment Manufacturer (OEM) literature. 

Scheduled Services include the following types of inspections: 

 (a) Preventive Maintenance Checks and Services, (PM) 

 (b) Electrical Safety Test, (ST) 

 (c) Calibrations or Calibration Verification and Certification (CL) 

 (3) The medical maintenance branch will notify unit commanders and section 

supervisors of upcoming scheduled maintenance requirements during maintenance 

meetings one month prior to the month their services are scheduled. If after the 1st

week, availability of the equipment is not determined or provided for scheduled 

services by the hand receipt holder or designated representative, a memorandum with 

a list of all equipment not available for service will be sent to the appropriate hand 

receipt holder(s) and the appropriate Company Commander, notifying the responsible 

parties that services are due and that the equipment is considered misplaced or not 

located if it’s not made available. 

 (4) Hand receipt holders are suspensed by the 15th of the month services are 

due to make the equipment available to the Medical Maintenance personnel. Every 

effort should be made to comply. A written explanation must be provided to the 

Chief, Medical Maintenance Branch if there are extenuating circumstances for which 

the suspense cannot be met. After the suspense period, the Company Commander, 

BN S4 and CSH Executive Officer will be informed so that appropriate administrative 

actions may be initiated IAW AR 735-5. At this point the hand receipt holder has had 

45 days fair notification to determine the equipments location and make the 

equipment available for scheduled services. Records will be appropriately documented 

to annotate historical patterns of failure to comply and inconsistencies in property 

maintenance and accountability. The action code NL will be documented to the 

maintenance history for not located equipment. 

 (5) Scheduled services are documented using a Scheduled Services Planning 

Report When scheduled services are completed the department/section staff will be 

provided copies of documentation identifying the extent of services performed and the 

status of their equipment. A copy of all documentation will be retained on file in the 

Medical Maintenance Branch. 

 c. Unscheduled Service or Repairs, (RE) 

 

 (1) Equipment requiring remedial repair will be reported to the medical 

maintenance branch as soon as the equipment is determined to be in the state of 

disrepair. 

 (2) The clinical staff is responsible for ensuring equipment is cleaned and 

disinfected before submitting a maintenance request for repair or service. Equipment 

not meeting cleanliness standards may not be accepted. 

 (3) Unscheduled work requests will be assigned a work order number and the 

receipt copy of the work order will be returned to the section NCO or delegated 

representative. The receipt copy of the work order is the property accountability 

document for portable equipment brought to the medical maintenance shop and must 

C-80 
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be surrendered when the equipment is picked up. If the receipt copy is lost, a 

memorandum from the hand receipt holder or delegated representative is required 

prior to picking up the equipment. 

 (4) When the maintenance service is completed, a copy of the work order will 

be provided documenting the extent of services performed and the status of the 

equipment. Retain this in your section’s files for 1 year. 

 d. Technical Inspections (TI) for equipment turn in 

 Medical equipment that is excess, being replaced, or determined to be no 

longer required must be technically inspected by medical maintenance personnel to 

determine the proper condition code prior to being turned in through the supply 

system. In order to properly evaluate the serviceability and condition of the 

equipment, all components and accessories (i.e. kits, cables, transducers, battery 

packs, manufacturer’s literature, etc.) needed to operate the equipment are will be 

required to be included when submitted to maintenance. 

 e. Special Services (SS) 

 

 (1) TIs for Re-issue or Lateral Transfer 

 (2) Waiver of Maintenance Expenditure Limit (MEL) 

 (3) Staff Assistance Visits SAV(s) 

 f. Equipment Evacuated for DS/GS Support 

 Unserviceable but economically reparable equipment beyond our capabilities may 

need to be evacuated to the next higher level of maintenance. The U.S. Army Medical 

Materiel and Research Command has four depot level operations that also function as 

regional medical equipment maintenance management cells. When support 

coordination is necessary, maintenance will contact the regional manager associated 

with our support region to determine the best available support. Dental hand pieces, 

microscopes, x-ray tubes and high tension cables will automatically be sent to the 

appropriate Maintenance Operation Division (MOD) for repair and return. 

Un-economically reparable equipment will be condition coded IAW AR 725-50. 

 

 g. Staff Assistance Visits 

 The medical maintenance branch is available to provide Staff Assistance Visits 

(SAV) upon the sections request. It is in the best interest of the organization to 

ensure leadership personnel are familiar with maintenance policies and procedures. 

Please notify the medical maintenance branch so the appropriate time and resources 

may be scheduled. 

10. MEDICAL STANDBY EQUIPMENT PROGRAM (MEDSTEP). 

 

 a. To assist in preserving the availability of critical medical equipment, the 

AMEDD has established a Medical Standby Equipment Program (MEDSTEP). The 

program involves positioning end items, components, assemblies, and sub-assemblies 

with deployed DS/GS maintenance organizations (typically MEDLOGs) to support 

theater operations. 

 b. When the medical maintenance supervisor determines repair of a critical 

equipment item requires extensive time or resources, the medical maintenance 

branch, on a case-by-case bases, may coordinate to obtain MEDSTEP assets from the 

C-81 
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supporting DS/GS medical maintenance organization. MEDSTEP is ordinarily DX’d to 

reduce transportation requirements. 

 c. MEDSTEP will only be DX’d for repairable medical equipment. MEDSTEP will 

not be provided for uneconomically repairable equipment, nor will it be provided to 

modernize a unit. 

 d. Medical Maintenance will contact DS/GS or Depot support to confirm 

availability of MEDSTEP. MEDSTEP is a “supply” item for the Support Activities and 

remains on the Stock Record Account until required by a supported Unit. Once 

MEDSTEP is DX’d, the unit must provide the DA FORM 3161 to the PBO for a serial 

number change. Your PBO will do the Administrative Adjustment Report (AAR) to 

document changes to Property Records and your Hand Receipt. Retain the DA FORM 

3161 and AAR in your HR folder. 

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MEDICAL MAINTENANCE SCHEDULED SERVICES SUMMARY BY MONTH 

08960A 84 Bed Company 

08547AA Early Entry Hosp 

LIN SET SET TITLE MONTH MONTH2 POC 

M23673 249 MES CHEM AGENT/2000 JAN SSG Sarin 

M23673 249 MES CHEM AGENT/2000 JAN SSG Mustard 

M25865 258 MES CHEM 

PATIENT/2000 JAN SSG Compound 

M73050 M308 MMS TRIEMT 

PREOPDEP/M APR SSG Prepare 

M08417 M302 MMS CENTRAL MAT 

SER/M OCT SSG Sterile 

M13428 M542 MMS CMS SP AUG 84 

BED OCT SSG Sanitary 

M72936 M301 MMS OP ROOM 

DEPMEDS/M FEB AUG SSG Cutter 

M09576 M309 MMS POST-OP ICU 

DEP/M MAR SEP SSG Healer 

M09576 M309 MMS POST-OP ICU 

DEP/M MAY NOV SSG Helping 

M08599 M310 MMS INTMDCARE 

WDDEP/M JUN SSG Hurtone 

M73254 M506 MMS PHARMACY 84 BED OCT SSG Quaalude 

M73482 M503 MMS LAB (GEN) 84 BED JUN SSG Protein 

M73732 M504 MMS LAB (LIQ BLD) 84B JUN SSG 

Hemophilic 

M73175 M334 MMS XRAY LOWCAP 

DEP/M APR OCT SSG Roentgen 

M86675 M305 MMS XRAY DEPMED/M APR OCT SSG Emission 

08547AB 40 BED AUGMENTATION 

LIN SET SET TITLE MONTH MONTH2 POC 

M14517 M583 MMS MED SUP: 84 BED OCT SSG Procure 

M72868 M314 MMS ORTHO CAST 

CLINIC JUL SSG Bone 

M72423 M513 MMS MEDICAL SVC 

CLINIC: 84 BED JUL SSG Bender 

M31824 M316 MMS OB-GYN CLINIC JAN SSG Childs 

M08599 M310 MMS INTERMEDIATE 

CARE WARD JAN SSG Heart 

M08599 M310 MMS INTERMEDIATE 

CARE WARD JUL SSG Raitt 

In accordance with the FORSCOM Hospital Optimization Standardization 

Program (HOSP) the 164-Bed Company, TOE 08948AB, of the Combat Support 

Hospital (CSH) has been located to Sierra Army Depot for storage until required to be 

deployed. Maintenance of the 164-Bed Co will be conducted on an annual basis during 

the month of ???. The maintenance schedule for this portion of the CSH will be 

implemented once FORSCOM determines the maintenance Month. 

C-83 
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DEPARTMENT OF THE ARMY 

HEADQUARTERS, COMBAT SUPPORT HOSPITAL 

FORT ANYWHERE, FLORIDA 12345 

REPLY TO 

ATTENTION OF

S: 1 October 2004 

MCMR-MMM-MM (40-61i) 10 January 2006 

MEMORANDUM THRU Commander, Medical Company 

FOR NCOIC, Operating Room C (03) 

SUBJECT: Notification of Scheduled Services for October 2004 

1. Reference. TB MED 750-2, dated April 2005, para 6-3j, AR 40-61, dated 25 January 1995. 

2. Medical equipment belonging to Operating Room is scheduled for services during the 

month of October 2004. The enclosed list of equipment requires service to verify accuracy of 

operation. Coordinate with the organization’s Medical Maintenance Branch NCOIC by the 

suspense to have the equipment scheduled for services. Please plan time in your unit’s training 

calendar for equipment services to be accomplished. 

3. Prior to medical maintenance personnel attempting to perform organization level service, 

please ensure the following user/operator level tasks are accomplished. 

 a) Accountability. Ensure the serial numbers for each item matches the number on the 

enclosed list. All accessories that are required to operate the equipment must accompany the 

equipment. Coordinate with medical maintenance personnel to ensure each item is made 

available for scheduled services. 

 b) Operator Maintenance. Perform general cleaning, function checks and operator 

maintenance for each item, documenting deficiencies in the section’s workbook of 

DA Form 2404(s). Initiate a work request for equipment that requires repairs. Note any 

missing or broken accessories that will hinder proper equipment function. 

4. The Medical Maintenance Branch personnel are available to assist with training of clinical 

staff on equipment set-up and capabilities if needed. Please coordinate training requirements in 

advance with the Chief, Medical Maintenance Branch so that training may be properly planned 

and executed. 

5. Maintain this correspondence in the section supervisor’s file. POC is the undersigned at 456-

7890. 

Encl Medical Maintenance Officer/NCO 

As Rank, BS 

Position, Medical Maintenance Branch 

CF: 

Commander, MED CO 

C-84 
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DEPARTMENT OF THE ARMY 

HEADQUARTERS, COMBAT SUPPORT HOSPITAL 

FORT ANYWHERE, FLORIDA 12345 

REPLY TO 

ATTENTION OF 

S: 1 September 2004 

MCMR-MMM-MM (40-61f) 16 August 2004 

MEMORANDUM THRU Commander, Medical Company 

FOR Hand Receipt Holder for 

SUBJECT: Record of Condition Code and Disposition Instructions for Medical 

Equipment 

1. References. AR 725-50 dated 15 Nov 1995 and DOD 4160.21-M Defense Disposal 

Manual 

2. Purpose. To provide a written record of supply condition code of medical equipment and 

provide appropriate disposition instructions for Unit Commander, Hand Receipt Holder, and Unit 

Supply NCO. 

3. The Medical Maintenance Branch has determined that the following medical equipment 

is no longer repairable and must receive a Supply Condition Code “H” designation. 

LIN: M79195, NSN: 6515014235877, NOMENCLATURE: VITAL SIGNS MONITOR 

MODEL: 106EL, SERIAL NUMBER: TB07375, REPAIR COST: $6,300.00, REPLACEMENT 

COST: $8,687.65 

4. The listed equipment must be removed from the hand receipt holder’s records in 

ULLS-S4 and turned-in to DRMO by the Unit Supply NCO. Turn-in to DRMO must take place 

within 120 days from the date on this memo. 

 

5. The Medical Supply Activity must order a brand new item to replace the item that is 

turned-in. Once received, the new item must be place on the hand receipt by the Unit Supply 

NCO, and a technical inspection for issue must be completed prior to pick-up by the section NCO 

for replacement. 

6. Point of contact is the undersigned at 456-7890. 

Medical Maintenance Officer 

Rank, Medical Service, 

Position, Medical Maintenance Branch 

CF: 

S-4, Medical Logistics Officer 

Company Commander, MED CO 

C-85 
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DEPARTMENT OF THE ARMY 

HEADQUARTERS, COMBAT SUPPORT HOSPITAL 

FORT ANYWHERE, FLORIDA 12345 

REPLY TO 

ATTENTION OF 

S: 1 October 2004 

MCMR-MMM-MM (40-61) 19 August 2002 

MEMORANDUM THRU Commander, Medical Company 

FOR Medical Company Platoon Sergeants 

SUBJECT: Delegation of Authority Cards (DA Form 1687) 

1. References. AR 710-2-1 dated 31 Oct 1997, AR 40-61 dated 25 January 1995. 

2. Purpose. To provide guidance for accountability and chain of custody for non-expendable 

medical equipment that is delivered to and picked up from the Medical Maintenance Branch for 

services. 

3. The Medical Maintenance Branch must have an updated delegation of authority card on 

file for each primary hand receipt holder of non-expendable medical equipment. The delegation of 

authority cards will clearly identify who is sub-hand receipted medical equipment and responsible 

for coordinating equipment services for each clinical section within the hospital. This 

responsibility is normally delegated to section supervisors and will be indicated on each DA Form 

1687. 

4. Regulation requires that if a hand receipt holder or sub-hand receipt holder will be away 

from the unit more than 30 consecutive days, a change in hand receipt holder responsibility 

should take place. Whenever there is a change in the primary or sub-hand receipt holder, 

delegation of authority cards will be updated so that the Medical Maintenance Branch can 

coordinate services with the appropriate points of contact. 

5. Each section must provide a DA Form 1687 to the Medical Maintenance Branch by the 

above suspense date. 

Name 

Rank, BS 

Position, Medical Maintenance Branch 

CF: 

CDR 

XO

C-86 
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DEPARTMENT OF THE ARMY 

HEADQUARTERS, COMBAT SUPPORT HOSPITAL 

FORT ANYWHERE, FLORIDA 12345 

REPLY TO 

ATTENTION OF

MCMR-CSH-CDR 10 January 2006 

MEMORANDUM FOR ALL CSH Personnel 

SUBJECT: Medical Equipment Maintenance Program Commander’s Directive 

1. Purpose. To inform leaders and staff within my command of my expectations as it 

pertains to medical equipment readiness and the importance of ensuring that the right medical 

equipment is available for patient care at the right place at the right time. It is critical that all 

medical equipment affiliated with this medical treatment facility be maintained in a fully mission 

capable (FMC) status. 

2. Goal. To implement an effective unit level medical equipment maintenance program that 

includes all medical equipment associated with this organization’s healthcare mission. 

3. An effective unit maintenance program includes three key elements; operator 

maintenance, scheduled PMCS, and remedial maintenance. 

 a. Operator maintenance is the cornerstone to an effective unit level maintenance 

program, hence the most critical element. Section leaders/supervisors will: 

 (1) Ensure all equipment operators/users are trained and familiar with all medical 

equipment with which they may come in contact while performing patient care. 

 (2) Ensure all medical equipment within their charge is accounted for and 

routinely inspected for operability to include verifying cleanliness, availability of all components 

and accessories, and proper storage conditions. 

 b. All medical equipment utilized by this CSH will be included in the medical 

maintenance scheduled services program. The senior medical equipment repairer will: 

 (1) Ensure all maintenance significant medical equipment is documented in the 

Standard Army Management Information System and has a maintenance historical record. 

 (2) Maintain schedules determining when the hospital’s medical equipment is 

scheduled to be serviced by section/hand-receipt. 

 (3) Coordinate the performance of scheduled maintenance services IAW 

established maintenance schedules. Deviations from established PMCS schedules will be 

documented and reviewed at the monthly training briefing. 

 (4) Document performance of services and apprise the Executive Officer and the 

Commander of shortfalls and significant equipment accountability and maintenance issues. 

C-87 
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 c. All personnel will maintain a constant awareness of equipment status and 

ensure that any and all medical equipment utilized for patient care is appropriately serviced and 

functioning correctly. Any equipment that is not functioning correctly will immediately be 

reported to the medical maintenance branch. Medical maintenance will make every effort to 

effect repairs in a timely and efficient manner. 

4. The point of contact is the CSM, XO or the undersigned at 456-7890. 

/- Original Signed by Hospital Commander -/ 

HOSPITAL COMMANDER 

COL, MC 

Commanding 

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ANNEX M 

SAMPLE STANDARD OPERATING PROCEDURE (SOP) MEDICAL COMPANY 

TBD 

C-89 
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ANNEX N 

SAMPLE STANDARD OPERATING PROCEDURE (SOP) MEDLOG COMPANY 

5148th Medlog Company 

Medical Maintenance 

Fort Ready, YourState 

External Standard Operating Procedure 

WXXS-MBT October 2005 

1. Purpose

To provide guidance to units and organizations requesting services from 5148th Medlog Co, 

Medical Maintenance shop at Fort Ready. 

2. Scope

These procedures are applicable to all units and activities requesting support. 

3. Mission

The 5148th Medical Maintenance Shop, provides GS/DS level services and functions in support of 

all field TOE medical equipment assigned to Fort Ready. We have the capability to provide 

scheduled services for units without an organic 91A/68A, repair services, and on-site support. 

4. Hours of Operation

Our duty hours for the Maintenance Division are 0930-1630 on Mondays, 0900-1630 on 

Tuesdays, Wednesdays and Fridays. We are closed on Thursdays for training. If you need 

assistance or service for field TOE medical equipment, please contact the following personnel: 

 Chief 123-456-7891 DSN 123-7891 

 Shop NCOIC 123-456-7892 DSN 123-7892 

 Work Order Clerk 123-456-7893 DSN 123-7893 

 Fax 123-456-7894 DSN 123-7894 

5. Services Available

a. Scheduled services. 

b. Repair of TO&E medical equipment. 

c. Technical inspections. 

d. On-site technical assistance. 

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SAMPLE STANDARD OPERATING PROCEDURE (SOP) MEDLOG COMPANY (cont) 

6. Requesting Services

 a. Scheduled Services 

 1. All units requesting scheduled services should make arrangements according 

to the Maintenance Schedule, see Appendix A. Arrangements should be made to deliver 

equipment within the first ten days of the month scheduled, with the intent of picking up 

equipment at the end of the month. Units with large quantities of equipment to deliver should 

call ahead to arrange for phased delivery. 

 2. The customer is responsible for ensuring that the equipment is cleaned and 

disinfected prior to delivery to the 5148th Medical Maintenance Shop for service. 

 3. Each equipment item must be turned in with the following: 

 (a) All accessories needed to operate, test, and/or calibrate the unit. 

 (b) Manufacturer’s service literature for non-standard items. 

 b. Repair Services 

 1. Turn in equipment for unscheduled services during normal duty hours. For 

equipment requiring higher priority will, units will submit a memo signed by the Commander 

justifying the higher priority. 

 

 (a) All accessories needed to operate, test, and/or calibrate the unit. 

 (b) Manufacturer’s service literature for non-standard items. 

 c. DA Form 2407 containing the following: 

 1. Unit name and address 

 2. DODAAC 

 3. Point of contact 

 4. Telephone/fax numbers 

 5. Priority 

 6. Brief description of the problem or requested service 

 d. Upon receipt of your equipment, an automated work order will 

be generated and given to you. Please reference our work order number regarding all inquiries. 

 e. When services are completed, you will be contacted to pick up your equipment. 

 f. Equipment that is not repairable will be condition coded in accordance with 

applicable regulations. The customer will be notified for disposition instructions. 

 g. For repairs or services that will require funding, units will be contacted and 

information given for purchase or parts or services using their own credit cards. 

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SAMPLE STANDARD OPERATING PROCEDURE (SOP) MEDLOG COMPANY (cont) 

 h. Technical Inspections 

 1. It is essential that all new medical equipment is processed through us before 

patient use. It will also ensure your new equipment is added to our database for proper 

scheduling of PMs and Cals. 

 2. Excess or irreparable equipment must also be turned into us for condition 

coding IAW TB Med 750-1 prior to disposal. 

 i. On-site maintenance support for field TOE equipment is available from our shop and 

should be coordinated with us first to ensure availability of manpower and resources. All 

requests for on-site maintenance support must be through appropriate command channels 

through Commander, 5148th Medlog Company. 

7. Repair Parts for Field TOE Medical Equipment

 

 Repair parts from manufacturers or other commercial sources will not be provided by us. 

We will, however, assist you in purchasing the required parts and will continue to repair 

equipment when the parts have been received. 

 Repair parts for units with organic 91A/68As will be provided by USAMMA. Contact Hill 

AFB at DSN 586-4948 or Tracy Army Depot at DSN 462-4560 for X-ray and X-ray film processor 

parts. 

8. Training

Repair and calibration for training on TOE medical equipment is available. Training is tailored to 

meet your requirements and can be provided in your facility or in the 551st Medical Maintenance 

Shop. 

Chief, Medical Maintenance Shop 

5148th Medlog Company 

Fort Ready, Your State 

C-92 
SB 8-75-11 

SAMPLE STANDARD OPERATING PROCEDURE (SOP) MEDLOG COMPANY (cont) 

ANNEX A 

Maintenance Schedule by Unit and Month 

January / July - 121st Special Forces group / 914th Medical Detachment 

 

February / August - 430th Medical Company / 567th Medical Detachment (PM) 

 

March / September - 877th Medical Company 

 

April / October - 2nd Forward Surgical Team / 444th Medical Company 

 

May / November - 2114th Air Ambulance / 75th Ranger Battalion 

 

June / December - 370th Forward Surgical Team / 5148th Medical Logistics 

C-93 
SB 8-75-11 

ANNEX O 

Medical Standby Equipment Program (MEDSTEP) 

O-1. To assist in preserving the availability of critical medical equipment, the AMEDD 

has established a Medical Standby Equipment Program (MEDSTEP). The program 

provides the capability of positioning end items, components, assemblies, and subassemblies with deployed DS/GS maintenance organizations (typically MEDLOGs) to 

support theater operations. 

O-2. The US Army Medical Research and Materiel Command (USAMRMC) (USAMMA) 

determines MEDSTEP assets required to support theater operations. Until contingency 

operations dictate otherwise, it is MRMC’s responsibility to maintain and account for 

MEDSTEP assets on the stock record account. Upon determination that a DS/GS 

maintenance capability will be established in the AO/TO, MEDSTEP assets will be 

loaned to the deploying MEDLOG organizations with a DS/GS medical equipment 

maintenance mission. 

 a. MEDLOG organizations loaned equipment to support the AO/TO will manage 

and account for the MEDSTEP assets. MEDSTEP assets will: 

 (1) Be maintained and accounted for on the MEDLOG activity's stock 

record account. 

 (2) Be included in the automated maintenance database as maintenance 

significant for scheduling and monitoring of required services. 

 (3) Be provided to the gaining organization on an exchange basis. The 

premise of loaning MEDSTEP to forward deployed organizations only to be exchanged 

again at a later time while in combat is not only impractical but obtuse. 

 (4) Defective medical equipment received from medical organization will 

be repaired and returned to the stock record account. 

 (5) Initiate a DA Form 3318 (Records of Demands - Title Insert) for each 

MEDSTEP asset. Annotate all work request numbers in the user column of the DA 

Form 3318. This data will authenticate justification and required quantities for 

prolonged and future operations. 

 (6) Not typically be used to fill equipment shortages, replace 

uneconomically repairable items, expand operational missions, or satisfy temporary 

loan requirements. The AO/TO senior medical commander or MLMC commander may 

authorize exceptions under emergency or unique conditions. 

 b. Medical organizations requiring MEDSTEP assets will: 

 (1) Notify the supporting MEDLOG or MLMC of urgent situation equipment 

requirements; 

 (2) Exchange with supporting MEDLOG activity economically repairable 

medical equipment incapable of being repaired at the unit level; 

 (3) Account for received equipment on the activity's property book. Once 

MEDSTEP is DX’d, the unit must provide the DA FORM 3161 to the PBO for a serial 

number change. The PBO will perform the Administrative Adjustment Report (AAR) to 

document changes to Property Records. 

C-94 
SB 8-75-11 

O-3. Upon determination that a DS/GS medical maintenance support capability is no 

longer necessary in the AO/TO, all MEDSTEP assets will be returned to USAMRMC. 

Contact the USAMMA to determine the appropriate location for the MEDSTEP assets to 

be returned. 

C-95 
SB 8-75-11 

ANNEX P 

ARMY PREPOSITIONED STOCKS (APS). 

P-1. The Department of the Army has equipment assets pre-positioned in key 

locations throughout the world to support emergency deployment operations. 

 a. APS medical equipment, although belonging to Army Materiel Command 

(AMC), is managed by USAMMA and maintained on an annual basis. APS ranges from 

entire Combat Support Hospitals to medical companies and teams. The APS medical 

equipment, when handed off from the USAMMA Medical Logistics Support Team 

(MLST) to the receiving medical organization, will be in a 100% fully mission capable 

(FMC) status. 

 b. The medical organization that receives APS medical equipment will ensure 

the equipment received is appropriately accounted for and maintained while the 

equipment is in their control. 

 c. Upon completion of contingency operations, APS equipment will be returned 

to USAMMA only after verification that it is 100% Fully Mission Capable (FMC). It is 

imperative that APS is maintained and ready for the next deploying medical 

organization. 

C-96 
SB 8-75-11 

ANNEX Q 

COMMANDER’S MEDICAL EQUIPMENT MAINTENANCE CHECKLIST 

Maintenance POC: INSPECTION 

RATING 

Reviewer: SAT UNSAT N/A

C-97 
SB 8-75-11 

Maintenance POC: INSPECTION 

RATING 

Reviewer: SAT UNSAT N/A

1. Reference: AR 40-61, AR 220-1, AR 700-138, AR 710-

2, AR 750-1, AR 750-43, AR 735-5, DA PAM 710-2-1, DA 

PAM 710-2-2, DA PAM 738-750, DA PAM 750-35, JA PAM 

40-18, TB MED 7, TB MED 521, TB MED 750-2, TB 38-750-

1, TB 38-750-2, TB 43-180, TM 8-6500-001-10, Current 

SB Series, SB 700-20, SC 5180-8-A10, SC 5180-8-A14, 

NFPA 99, SERVICE LITERATURE 

2. Maintenance: Questions for Unit Commanders to 

evaluate the medical equipment maintenance procedures. 

a. Are TM’s or operator and service manuals on hand for 

all medical equipment? AR 40-61 

b. Is all MTOE medical equipment requiring PMCS listed in 

the ULLS or TAMMIS computer? 

c. Is there a valid Equipment Maintenance and Inspection 

Worksheet (5988-E for ULLS) and/or DA 2404 on hand 

reflecting the most recent maintenance service? 

d. Are scheduled maintenance services and calibrations 

being conducted IAW TM’s and/or manufacturer’s 

literature? 

e. Do all equipment requiring calibration services have a 

DD Form 2163 annotated with a valid date and affixed 

on the equipment item? AR 40-61. 

f. Are DA Form 2407s (Maintenance Request) being 

maintained on non-operational equipment and turnins? TB MED 750-2, DA PAM 738-750 

g. Does the defibrillator equipment have a DA Label 175 

annotated with valid data and is there a current and 

completed DA Form 5624-R on file in the maintenance 

shop? TB MED 750-2, TB 38-750-1 

h. Are safety tests being conducted on all medical 

equipment that has been repaired and is it reflected on 

the DA Form 2407? AR 40-61, TB MED 750-2 

i. Does unit have an Operator Maintenance Program? AR 

750-1, TB MED 750-2 

j. Is there a valid Equipment Maintenance and Inspection 

Worksheet, DA 2404 on hand reflecting the most 

recent operator PMCS? 

C-98 
SB 8-75-11 

Maintenance POC: INSPECTION 

RATING 

Reviewer: SAT UNSAT N/A

k. Are the results of the operator PM’s being utilized and 

work orders submitted to Medical Maintenance within 3 

working days? AR 750-1 

l. What organization provides your next level of 

maintenance support? 

3. Maintenance Management: 

 

a. Does the maintenance section have an internal SOP? 

AR 750-1, TB MED 750-2 

b. Does the section SOP cover all the individual subjects 

evaluated in this checklist? 

c. Are the SOP and its annexes written in sufficient detail 

to enable new personnel to comply with the 

procedures? 

d. Has the SOP been updated within the last 18 months? 

TB MED 750-2 

e. Has the Commander published a maintenance directive 

delineating supervisor responsibility and is sufficient 

emphasis placed on equipment and operator 

maintenance per AR 750-1 and TB MED 750-2? 

f. Is the Customer Assistance Guide comprehensive 

enough to describe all customer services to include 

procedures for units to request assistance? 

g. Are DA Form 2406s reviewed monthly to monitor 

readiness and actions taken to assist units when 

necessary? AR 220-1, AR 700-138 

4. TMDE: Questions to ask for proper use and maintenance 

of TMDE 

a. Is there an assigned TMDE coordinator in the 

maintenance section? TB MED 750-2 

b. Is sufficient and modern TMDE available to ensure 

calibration and verification of medical equipment? AR 

750-43 

c. Does all TMDE have a DA Label 80 with current 

calibration dates? TB 43-180 

d. Is there a training program to ensure maintainers are 

C-99 
SB 8-75-11 

Maintenance POC: INSPECTION 

RATING 

Reviewer: SAT UNSAT N/A

familiar with the proper use of TMDE? TB MED 750-2 

e. Are maintenance personnel familiar with the theater 

TMDE support structure? 

f. The point of contact for TMDE-SP calibration support is 

MMOD, Tracy (Nellie Perton) (209) 839-4557; DSN 

462 

5. Tool Control 

a. Have individual tool kits been sub-hand receipted to 

repair personnel? 

b. Is a shortage annex maintained in the toolboxes and on 

file? 

c. Have the tool kits been recently inventoried and being 

inventoried on a semiannual basis? 

d. Have replacement tools been ordered for damaged or 

lost tools? 

e. Has a tool room/crib custodian been appointed in 

writing? TB MED 750-2 

f. Has the activity initiated and maintained DA Form 

5519-R (Tool sign-in and out-register). TB MED 750-2 

C-100 
SB 8-75-11 

Appendix R 

TOOL CONTROL 

R-1. Tool Control Procedures. 

 a. These procedures are for internal control of hand tools once issued to 

the medical maintenance activity. They do not eliminate the responsibility of the PBO 

to properly issue these items IAW AR 710-2. 

 b. MERs will use tools and TMDE authorized in accordance with their unit 

MTOE . This does not preclude civilian contract repairers from using their tools and 

TMDE while performing contractual repairs. 

 c. All tools (Federal supply classes 5110, 5120, 5130, 5133, 5136, 5140, 

5180, 5210, 5220, and 5280) with a unit price greater than $5.00 are classified as 

durable property and will be controlled and responsibility specifically assigned. 

Reference AR 735-5. 

 d. Durable hand tools with a unit of issue containing more than one item 

(e.g., box, package, dozen, etc.), and the cost of a single item (bx, pg, dz) is less 

than $5.00, will be treated as an expendable item at the user level, even though 

coded as durable in the AMDF. 

 e. Control durable items that are components of sets, kits, or outfits using 

hand receipt annexes or component lists. Individual MER tool kits are normally issued 

by the PBO to the senior maintenance manager. The senior maintenance manager 

then issues the tool kits by sub-hand receipt to the individual MER using a component 

hand receipt or a hand receipt annex IAW DA Pam 710-2-1. A tool, shortage annex 

must be maintained to identify shortages. 

 f. Durable items that are not components of sets, kits, or outfits will be 

controlled using hand receipts and sub-hand receipts IAW DA Pam 710-2-1. Control 

these items using the tool room procedures described below: 

 (1). Use a log or temporary hand receipt for issuing tools. 

 (2) Use DA Form 5519-R (Tool Sign Out Log/Register) when a log is 

determined to be the preferred method. All tools issued on a DA Form 5519-R should 

be returned at the end of the day. DA Pam 710-2-1 contains instructions for 

completing the DA Form 5519-R. 

 g. Issue tools for longer than 1 day, but less than 30 days, on a temporary 

hand receipt (DA Form 3161). 

 (1) One copy of the temporary hand receipt should be filed in a suspense 

file and one copy will be retained by the recipient of the tool(s). 

 (2) Destroy all copies of the hand receipt when the tools are returned. 

 h. Issue tools for longer than 30 days on a permanent hand receipt (DA Form 

2062, Hand Receipt/Annex Number). 

R-2. Tool inventory. 

 Inventory all tools on a semiannual basis. Account for lost, damaged, or 

destroyed non-consumable tools issued through a tool room IAW AR 735-5. 

C-101 
SB 8-75-11 

R-3. Tool security. 

 Secure and control hand tools, tool sets, tool kits, and shop equipment 

according to the physical security standards of AR 190-51. 

C-102 
SB 8-75-11 

GLOSSARY 

> ACRONYMS are listed on pages GL-1 through GL-7 

>TERMS/DEFINITIONS are listed on pages GL-9 through GL-11 

Acronyms: 

Abbreviation Definition 

AAALAC American Association for Accreditation of Laboratory Animal Care 

AAC Acquisition Advice Code 

ACSIE&FM Assistant Chief of Staff for Installation, Environment, and 

Facility Management 

ACSIM Assistant Chief of Staff for Installation Management 

ACSLOG Assistant Chief of Staff for Logistics 

ACTEDS Army Civilian Training, Education and Development System 

ADAL Addition or Alteration 

AFR Air Force Regulation 

AIG Address Indicator Group 

IM/IT Information Management/Information Technologies 

AIT Automatic Identification Technology 

AMC Army Materiel Command 

AMDF Army Master Data File 

AMEDD Army Medical Department 

AMEDDC&S Army Medical Department Center and School 

AMEDDPAS Army Medical Department Property Accounting System 

APS Army Pre-Position Stocks 

AR Army Regulation 

ARC Accounting Requirements Code 

ARNG Army National Guard 

ARPL Army Resource Priority List 

ARSAMS Army Reserve Supply and Maintenance System 

ASARDA Assistant Secretary of the Army for Research, Development and 

Acquisition 

ASD/HA Assistant Secretary of Defense/Health Affairs 

ASHE American Society of Healthcare Engineers 

ASIOE Associated Support Items of Equipment 

ASL Authorized Stockage List 

BLAST Blocked Asynchronous Transmission Protocol 

BPA Blanket Purchase Agreement 

BSMC Brigade Support Medical Company 

C, ES Chief, Environmental Services 

CAD Computer-Aided Design/Drawing 

CAIM Customer Area Inventory Management 

CAIM SOS Customer Area Inventory Management Source of Supply 

CANA Convulsive Antidote Nerve Agent 

CAP Council of American Pathologists 

CDDF Contract Data Distribution Form 

CDR Commander 

GL-1 
SB 8-75-11 

Abbreviation Definition 

CEEP Capital Expense Equipment Program 

CFO Chief Financial Officer 

CFR Code of Federal Regulations 

CIF Central Issue Facility 

CIIC Controlled Inventory Item Code 

CLRP Command Logistics Review Program 

CLRT Command Logistics Review Team 

CLS Combat Lifesaver 

CMMS Computerized Maintenance Management System 

COCOM Combatant Commander 

CONUS Continental United States 

COR Contracting Officer’s Representative 

CSH Combat Support Hospital 

CTA Common Table of Allowances 

DA Department of the Army 

DA PAM Department of the Army Pamphlet 

DAAS Defense Automatic Addressing System 

DAB Division and Below 

DAMPL Department of the Army Master Priority List 

DBBS Defense Blood Bank System 

DBPA Decentralized Blanket Purchase Agreements 

DCAM DMLSS Customer Assistance Module 

DCDD Directorate of Combat and Doctrine Development 

DEA Drug Enforcement Administration 

DENCOM Dental Command 

DEPMEDS Deployable Medical Systems 

DFAS Defense Finance and Accounting Service 

DFAS-IN Defense Finance and Accounting Service - Indianapolis Center 

DFP Deployable Force Packages 

DHP Defense Health Program 

DIC Document Identifier Code 

DIN-PACS Digital Imaging Network–Picture Archiving Communications System 

DISC Defense Industrial Supply Center 

DLA Defense Logistics Agency 

DLAM Defense Logistics Agency Manual 

DLAR Defense Logistics Agency Regulation 

DLIS Defense Logistics Information System 

DMFO Defense Medical Facilities Office 

DMLSS Defense Medical Logistics Standard Support 

DMMC Division Materiel Management Center 

DMOC Division Medical Operations Center 

DMS Defense Messaging System 

DMSB Defense Medical Standardization Board 

DMSO Division Medical Supply Office 

DoD Department of Defense 

DoD MMQC Department of Defense Medical Materiel Quality Control 

DODAAC Department of Defense Activity Address Code 

DOL Directorate of Logistics 

DOS Days of Supply 

DPW Directorate/Director of Public Works 

DRMO Defense Reutilization and Marketing Office 

GL-2 
SB 8-75-11 

Abbreviation Definition 

DS Division Surgeon 

DSCP Defense Supply Center Philadelphia 

DSN Defense Switching Network 

DVA Department of Veterans Affairs 

DWCF Defense Working Capital Fund 

EA Executive Agent 

EAC Echelons Above Corps 

ECAT Electronic Catalog 

ECIP Energy Conservation Investment Program 

ECN Equipment Control Number 

ECP Exposure Control Plan 

EEMP Excess Equipment Management Program 

EOQ Economic Order Quantity 

EPA Environmental Protection Agency 

EPR Environmental Program Requirements 

EPR-M Environmental Program Requirements - USAMEDCOM 

ES Environmental Services 

ESL Estimated Storage Life 

ESO Environmental Science Officer 

ESOC Emergency Supply Operations Center 

ESPC Energy Savings Performance Contract 

ETM Equipment and Technology Management 

FAR Federal Acquisition Regulation 

FCI Facility Condition Index 

FDA Food and Drug Administration 

FEDLOG Federal Logistics Record 

FEDSTRIP Federal Standard Requisitioning and Issue Procedures 

FIA Financial Inventory Accounting 

FLCM Facility Life Cycle Management 

FM Facilities Management 

FMB Facilities Management Branch 

FORSCOM United States Army Forces Command 

FPI Federal Prison Industries 

FSC Federal Supply Catalog / Federal Supply Class 

FSM Facility Sustainment Model 

FSMC Forward Support Medical Company 

FSS Federal Supply Schedules 

FST Forward Surgical Team 

FTP File Transfer Protocol 

FY Fiscal Year 

GAM Group Administration Manager 

GCSS-A Global Combat Support System-Army 

GSA General Services Administration 

HA Health Affairs 

HAZMAT Hazardous Materiel 

HCA Health Care Activity 

HFPA Health Facility Planning Agency 

HQIFS Headquarters Integrated Facilities System 

GL-3 
SB 8-75-11 

Abbreviation Definition 

IAW In Accordance With 

IFS-M Integrated Facilities System Mini/Micro 

IM Inventory Management 

IMA Installation Management Activity 

IM/IT Information Management/ and Information Technology

IMMSS Integrated Modular Medical Support System 

IMPAC International Merchant Purchase Authorization Card 

IMSA Installation Medical Supply Activity 

IS Information Systems 

ISP Installation Support Package 

ISSA Inter-Service Support Agreements 

ITO Installation Transportation Office 

JCAHO Joint Commission on Accreditation of Healthcare Organizations 

LAN Local Area Network 

LCC Life Cycle Cost 

LCCA Life Cycle Cost Analysis 

LIN Line Item Number 

LMC Linen Management Committee 

LSU Life Safety Upgrade(s) 

MACOM Major Command (United States Army) 

MB Medical Brigade 

MC4 Medical Communications for Combat Casualty Care 

MCA Military Construction, Army 

MCBRNDM Medical, Chemical, Biological, Radiological, and Nuclear Defense Materiel 

MCN Management Control Number 

MCO Marine Corps Order 

MEDCASE Medical Care Support Equipment 

MEDCAT Medical Catalog 

MEDCEN Medical Center 

USAMEDCOM Medical Command 

MEDDAC Medical Dental Activity 

MEDLOG Medical Logistics 

MEDLOG Bn Medical Logistics Battalions 

MEDSUP Medical Supply 

MEET Mission Essential Equipment Training 

MES Medical Equipment Sets 

MFT Materiel Fielding Team 

MHS Military Health System 

MILCON Military Construction 

MILSBILLS Military Standard Billing System 

MILSTRIP Military Standard Requisitioning and Issue Procedures 

MLMC Medical Logistics Management Center 

MLST Medical Logistics Support Team 

MMBP Military Medical Benefits Property 

MMI Medical Materiel Information 

MMQC Medical Materiel Quality Control 

MMS Medical Materiel Sets 

MNT Maintenance 

MOA Memorandum of Agreement 

GL-4 
SB 8-75-11 

Abbreviation Definition 

MOU Memorandum of Understanding 

MOV Materiel Obligation Validation 

MR/MC Major Repairs/Minor Construction 

MRMC Medical Research and Materiel Command 

MRO Materiel Release Order 

MSC Major Subordinate Commands 

MSDS Materiel Safety Data Sheets 

MSE Mobile Subscriber Equipment 

MSM Multi Service Market

MSMC Main Support Medical Company 

MSO Medical Supply Officer 

MSPC Medical Space Planning Criteria 

MST Medical Support Team(s) 

MTF Medical Treatment Facility 

MTDA Modified Table of Distribution and Allowances 

MTOE Modified Table of Organization and Equipment 

NATO North Atlantic Treaty Organization 

NAVMEDCOMINST Naval Medical Command Instruction 

NAVSUPINST Navy Supply Instruction 

NDC National Drug Codes 

NFPA National Fire Protection Association 

NGB National Guard Bureau 

NICP National Inventory Control Point 

NOSTRA Naval Ophthalmic Support and Training Activity 

NSN National Stock Number 

OCIE Organizational Clothing and Individual Equipment 

OCONUS Outside Continental United States 

OFAB Optical Fabrication Advisory Board 

OFE Optical Fabrication Enterprise 

OFL Optical Fabrication Laboratories 

O&M Operations and Maintenance 

OMA Operations and Maintenance, Army 

OMB Operations Management Bulletin 

OMD Operations and Maintenance, Defense 

OPA Other Procurement, Army 

OPD Other Procurement, Defense 

OSHA Occupational Safety and Health Administration 

OST Order and Shipping Time 

OTSG Office of the Surgeon General 

PARC Principle Assistant Responsible for Contracting 

PBO Property Book Officer 

PBT Pyridostigmine Bromide Tablets 

PBUSE Property Book Unit Supply Enhancement 

PC Personal Computer 

PD2 Procurement Desktop-Defense 

PFD Program For Design 

PM Preventive Maintenance 

PMed Preventive Medicine 

PMBS Precious Metals Bearing Scrap 

GL-5 
SB 8-75-11 

Abbreviation Definition 

PMC Precious Metals Coordinator 

PMI Patient Movement Items 

PMM Precious Metals Monitor 

PMRP Precious Metals Recovery Program 

POU Point of Use 

PPP Power Projection Platform 

PR Purchase Request 

PRV Plant Replacement Value 

PRweb Purchase Request Web 

PSP Power Support Platform 

PT&I Predictive Testing and Inspection 

PV Prime Vendor 

QA Quality Assurance 

QC Quality Control 

RC Reserve Component 

RCHD Reserve Component Hospital Decrement 

RCM Reliability Centered Maintenance 

RDTE Research Development Test and Evaluation 

RIC Routing Identifier Code 

RMC Regional Medical Command 

RMW Regulated Medical Waste 

RPMA Real Property Maintenance Activity 

RO Requisition Objective 

RPS Real Property Services 

SAMS-1 Standard Army Maintenance System Level 1 

SAMS-2 Standard Army Maintenance System Level 2 

SB Supply Bulletin(s) 

SC Supply Catalog(s) 

SCR System Change Request 

SECNAVINST Secretary of the Navy Instruction 

SF Standard Form 

SIMLM Single Integrated Medical Logistics Manager 

SKO Sets, Kits, and Outfits 

SLEP Shelf Life Extension Program 

SMDA Safe Medical Devices Act 

SPBS-RSOS Standard Property Book System - Redesigned Source of Supply 

SRM Sustainment, Restoration, and Modernization 

SRP Soldier Readiness Processing 

SRTS Spectacle Request Transmission System 

SS System Services 

SSA Supply Support Activity 

SSMC Sustainment Support Medical Company 

SSN Social Security Number 

TAMMIS Theater Army Medical Management Information System 

TAMMIS-MEDSUP Theater Army Medical Management Information System - 

 Medical Supply 

GL-6 
SB 8-75-11 

Abbreviation Definition 

TB Technical Bulletin 

TB MED Technical Bulletin, Medical 

TCAM TAMMIS Customer Assistance Module 

TDA Table of Distribution and Allowances 

TEWLS Theater Enterprise Wide Logistics System 

TI Technical Inspection 

TM Technical Manual 

TMDE Test, Measurement, and Diagnostic Equipment 

TMIP Theater Medical Information Program 

TOE Table of Organization and Equipment 

TSG The Surgeon General 

UA Unit Assemblage 

UAL Unit Assembly Listing 

UBL Unit Basic Load 

UDP Unit Deployment Packages 

UDR Universal Data Repository 

UIC Unit Identification Code 

ULLS-G Unit Level Logistics System Ground 

ULLS-S4 Unit Level Logistics System – S4 

UMC Unspecified Minor Construction 

USACHPPM U.S. Army Center for Health Promotion and Preventive Medicine 

USAHFPA United States Army Health Facility Planning Agency 

USAMEDCOM United States Army Medical Command 

USAMISSA United States Army Medical Information Systems and Services Agency 

USAMMA United States Army Medical Materiel Agency 

USAMMCE United States Army Medical Materiel Center Europe 

USAMMDA United States Army Medical Materiel Development Activity 

USAMRMC United States Army Medical Research and Materiel Command 

USAR United States Army Reserve 

USARC United States Army Reserve Command 

USAREUR United States Army Europe 

USARPAC United States Army Pacific 

USPFO United States Property and Fiscal Officer 

VETCOM Veterinary Command 

WAWF-RA Wide Area Work Flow-Receipts and Acceptance 

WRAMC Walter Reed Army Medical Center 

GL-7 (GL-8 blank) 

SB 8-75-11 

Terms: 

Term Definition 

Accountability Obligation to keep records of property, documents, or funds, such 

as item identification data, gains, losses, dues-in, dues-out, and 

balances on hand or in use. (AR 40-61, AR 710-2, AR 735-5, DA 

PAM 710-2-1, DA PAM 710-2-2) 

Accountable officer Person officially appointed in writing to maintain a formal set of 

accounting records of property or funds. This person may or may 

not have physical possession of the property or funds. Two types 

of accountability most common to medical facilities or 

organizations are: 

a. Formal – Stock record accounting for supplies being held 

for issue from time of receipt until, issued, shipped or dropped 

from accountability. (AR 40-61, AR 710-2, AR 735-5, DA PAM 

710-2-1, DA PAM 710-2-2). 

b. Property Book – Accounting for nonexpendable 

organization property upon receipt and until subsequently turnedin, used (consumed) for authorized purposes, or dropped from 

accountability. (AR 40-61, AR 710-2, AR 735-5, DA PAM 710-2-1, 

DA PAM 710-2-2). 

Army Master Data File 

(AMDF) 

An official source of supply management data used in medical 

logistics. The U.S. Army Materiel Command publishes it monthly. 

Army Medical Command An organization that has command over one or more MEDCENs, 

MEDDACs, or medical research activities. Includes U.S. Army 

Medical Command, U.S. Army Medical Research and Materiel 

Command, and 18th Medical Command. 

Bulk (liquid) gases A fixed, central system consisting of a main storage tank that 

pipes oxygen, ethylene oxide, or other gasses to patient care 

areas. 

Capital expense equipment 

program 

Equipment having a unit price less than current OPD threshold. 

Command Surgeons Senior Medical Corps officer who is part of the 

Division/Corps/Theater/MACOM special staff. Keeps the 

commander informed regarding medical aspects of operations. 

Durable item An item of Army property coded with an ARC of “D” in the AMDF or 

DoD Medical Catalog. Durable items do not require property book 

accountability. Durable items are identified with an ARC “D” in the 

AMDF or UDR. Commercial and fabricated items similar to items 

coded “D” in the AMDF or UDR are considered durable items. 

Expendable An item that is consumed or loses its identity in use. Expendable 

items are identified with an ARC of X in the AMDF or UDR. 

Gas analysis A measurement of the percentage of the gas in a sample by 

volume using a battery-operated, portable, hand-held instrument. 

Health Care Activity (HCA) All TOE and TDA facilities that provide medical care and support. 

Includes hospitals, clinics, dental activities, veterinary activities, 

combat stress, preventive medicine, logistics, and evacuation. 

GL-9 (GL-8 blank) 
SB 8-75-11 

Term Definition 

Installation medical supply 

activity (IMSA) 

In CONUS, the SSA for medical materiel for an installation or 

geographic area. In OCONUS, it is normally the primary SSA for 

medical materiel for a designated geographic area. 

Leased Equipment Leased equipment requires legal agreement and accountability. 

Files should contain authorization, lease agreement with applicable 

amendments, and receipt of turn-in/return documentation. 

Loaned Equipment Equipment provided “free of charge” while using vendors’ software 

applications and reagents in the medical arena. This includes 

vendor equipment furnished with established Blanket Purchase 

Agreements. 

Major Subordinate 

Commands (MSC) 

MSCs under USAMEDCOM; includes RMCs, CHPPM, VETCOM, 

DENCOM, AMEDDC&S, and USAMRMC. 

Management level An acceptable range of performance expressed with upper and 

lower control limits. Performance that is not within the acceptable 

range warrants management review. 

Management objective The point of measured performance that is generally attainable 

under normal operating conditions. 

Materiel demonstration Showing, use, or application of an item by the vendor. It does not 

involve any action by Army personnel beyond observing the 

operation of the product by the vendor. 

Medical Care Support 

Equipment (MEDCASE) 

That equipment required in AMEDD TDA fixed health care activities 

that is authorized for acquisition through OPD and MED MILCON 

funding programs. 

Medical materiel Medical materiel includes nonexpendable, durable, and expendable 

supplies used in HCAs, medical research and laboratory facilities 

and other medical related institutions and units in the AMEDD. 

Military Medical Benefits 

Property (MMBP) 

Consists of equipment loaned from a treatment facility to 

authorized personnel when needed for the treatment of injury or 

disease. 

Performance measures A selected indicator that is used as a barometer or gauge to 

compare actual performance against a management objective or 

the parameters of a management level. 

Regulated Medical Items Materiel identified in the AMDF or FEDLOG or UDR with an AAC A. 

Examples would be MES, patient-movement items, and ASIOE. 

GL-10 
SB 8-75-11 

Regulated Medical Waste Includes liquid or semi-liquid blood or other potentially infections 

materials; contaminated items that would release blood or other 

potentially infectious materials in a liquid or semi-liquid state if 

compressed; items that are caked with dried blood or other 

potential infectious materials during handling; contaminated 

sharps; and pathological and microbiological waste containing 

flood or other potentially infectious materials. 

Type I complaint Initiated when materiel (including equipment items) is determined 

by use or test to be harmful or defective to the extent that its use 

has caused or may cause death, injury, or illness. Immediate 

action will be taken to report such items and suspend them from 

use. 

Type II complaint Initiated when medical materiel other than equipment is suspected 

of being harmful, defective, deteriorated, or otherwise unsuitable 

for use. Expeditious action will be taken to report these items and 

suspend them from use. 

Type III complaint Initiated when equipment is determined to be unsatisfactory 

because of malfunction, design, or defects (attributable to faulty 

materiel workmanship and/or quality inspection or performance). 

Does not necessarily require suspension of the item. 

GL-11 (GL-12 blank) 
SB 8-75-11 

2005 CUMULATIVE INDEX - DA SB 8-75 SERIES

 SUBJECT SB 8-75- Page

IN-1 

100Kw Generator and Trailer Refurbishment-----------------------------------------------S4 6-3 

4,000 lb. Rough Terrain Forklift Refurbishment --------------------------------------------S4 6-1 

AAC “W” and “J” Relationships --------------------------------------------------------------S5 13-1 

Acceptance Testing --------------------------------------------------------------------------S5 10-5 

Accountability for: 

- Agent, Patient Treatment, LIN M23673-----------------------------------------------S7 5-4 

- Deployable Force Package (DFP)------------------------------------------------------S7 5-2 

- Installation Support Package (ISP) ---------------------------------------------------S7 5-3 

- Potency & Dated (P&D) MNBCDM in MES Chemical 

Accounting for Implantable Medical Devices -----------------------------------------------11 3-1 

Accounting, Management, and Update of Medical Assemblages --------------------------11 10-1 

Acquisition Advice Code (AAC) ‘W’ and ‘J’ Relationships-----------------------------------S1 4-1 

Additional Information On: 

- APS and SC VIII APS Locations -------------------------------------------------------S7 1-1 

- APS Program Background -------------------------------------------------------------S7 1-1 

- POC for APS Automated Systems -----------------------------------------------------S7 8-1 

- POC for Centrally Managed P&D Program --------------------------------------------S7 4-5 

- POC for Contingency Materiel Programs----------------------------------------------S7 3-1 

- POC for DOD/FDA Shelf Life Extension Program (SLEP)-----------------------------S7 9-1 

- POC for EOC----------------------------------------------------------------------------S7 7-2 

- POC for MNBCDM ----------------------------------------------------------------------S7 3-1, 5-11 

- POC for RCHD Unit Status Report-----------------------------------------------------S7 6-2 

- POC for SC VIII APS Program Management (Assets and Operational Issues)------S7 1-3, 2-2 

Advertising Excess --------------------------------------------------------------------------11 3-1 

Address Indicator Groups (AIGs) Information----------------------------------------------S1 4-1 

Address Indicator Groups (AIGs) Information----------------------------------------------S1 4-1 

AGI (Annual General Inspection (Checklists) - Medical Logistics (NGB) --------------- S10 6-1 

AIG 6690 - Excess Medical Materiel---------------------------------------------------------S1 4-1 

AMEDD Limited Support Items (ALSI) and Nonsupportable/Nonsustainable and 

 Obsolete Items (NNI) ------------------------------------------------------------------S1 3-2 

Analyzer, Hematology, 6630-01-468-9142-------------------------------------------------S6 1-1 

APPMO Responsibilities ----------------------------------------------------------------------S5 10-1 

APS Storage Sites----------------------------------------------------------------------------S7 8-2 

AR ACEL (Army Reserve Acceleration)------------------------------------------------------S4 13-2 

Army Medical Logistics Overview -----------------------------------------------------------S1 4-2 

Army Medical Associated Support Items of Equipment (ASIOE) 

 Refurbishment Program---------------------------------------------------------------S4 6-1 

Army National Guard (ARNG) Responsibilities ------------------------------------------- S10 1-1 

Army National Guard (ARNG) Updates/Information ------------------------------------- S10 All 

Army Transformation and MEDLOG Support (with Figure 4-1)----------------------------S1 4-4 

Army War Reserve Deployment System (AWRDS)-----------------------------------------S7 8-1 

ARNG Class VIII Materiel Management Course------------------------------------------- S10 1-4 

ARNG Maintenance------------------------------------------------------------------------- S10 3-1 

ARNG Sources of Medical Logistics Assistance ------------------------------------------- S10 1-1 

Asset Visibility--------------------------------------------------------------------------------S7 8-2 

Authorized Recipients of Controlled Substances DODAAC Requisitioners (Table 4-1) ---S1 4-7 

Authorized Recipients of Controlled Substances DODAAC Requisitioners (Table 1-1) ---S3 1-4 

Availability of the USAMMA CD-ROM--------------------------------------------------------S1 1-3 

Base X Medical Shelters, NSN 6530-01-508-5638, Model 305--------------------------- S1 4-11 

Book Sets-------------------------------------------------------------------------------------S9 All 

Business Operations Directorate ------------------------------------------------------------S1 2-3 

Business Process Improvements for Military Radiology------------------------------------S5 4-2 
SB 8-75-11 

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 SUBJECT SB 8-75- Page

IN-2 

CARC Listing of Approved Distributors------------------------------------------------------S4 5-3 

CARC Listing of Approved Type I Coatings -------------------------------------------------S4 5-2 

CD ROM, Availability of The USAMMA CD-------------------------------------------------- S1 1-3 

Class VIII Contingency Materiel Program---------------------------------------------------S7 3-1 

Clinical Approach and Business Process Reengineering (TARA) ---------------------------S5 5-5 

Clinical Evaluation Parameters --------------------------------------------------------------S5 11-1 

Combat Support Equipment Assessment (CSEA) ------------------------------------------S1 3-1 

Combat Support Equipment Assessment (CSEA) Introduction ----------------------------S5 6-1 

Common Readiness Materiel Items ---------------------------------------------------------11 9-8 

Compliance Requirements for the International Safety Standards to 

Certify Containers ------------------------------------------------------------------------S4 4-1 

Complaints for Medical Materiel (SF380 – Reporting and Processing Materiel 

Complaints/Quality Improvement Report) --------------------------------------------S3 1-1 

Consolidated Supply Activities on Army Medical Department Installations --------------11 3-1 

Content and Numbering System for the SB 8-75 Series-----------------------------------S1 1-2

Continental X-Ray System, 6525-01-312-6411--------------------------------------------S6 1-1 

Controlled Medical Items --------------------------------------------------------------------11 3-2 

Controlled Substance Authorized Recipients Listings (Table 4-1) -------------------------S1 4-7 

Controlled Substances -----------------------------------------------------------------------S5 13-1 

Controlled Substances Listing With Assigned National Stock Numbers (NSNs) ----------S3 C-1 

Controlling Needles and Syringes -----------------------------------------------------------11 3-2 

Convention for Safe Containers (CSC)------------------------------------------------------S4 4-1 

CP DEPMEDS Components ------------------------------------------------------------------S4 2-1 

CP DEPMEDS Fielding and Training --------------------------------------------------------S4 2-2 

CP DEPMEDS Lessons Learned -------------------------------------------------------------S4 2-2 

Critical Items (Medical Materiel Management) --------------------------------------------11 3-2 

CSC Inspection Management Program -----------------------------------------------------S4 4-4 

Custom Army Reporting System (CARS) ---------------------------------------------------S4 3-3 

DA SB 8-75 Series Overview ---------------------------------------------------------------S1 1-1 

Decentralized Blanket Purchase Agreements (DBPAs) ------------------------------------11 3-18 

Defense Logistics Agency (DLA) Customer Support Assistance Representatives---------S1 4-6 

Defibrillator Tester, DT2000A --------------------------------------------------------------S6 1-1 

Department of Veterans Affairs (DVA) as a Source of Medical Materiel ------------------11 3-4 

Deployable Medical Systems - Background ------------------------------------------------S5 6-1 

DEPMEDS ISO Container (MILVANS) -------------------------------------------------------S4 6-5 

DEPMEDS ISO Shelter ----------------------------------------------------------------------S4 6-6 

DEPMEDS Power Generation and Training--------------------------------------------------S4 12-1 

Developments in Pap-Smear Technology---------------------------------------------------S5 7-6 

DFP Components -----------------------------------------------------------------------------S7 5-1 

Diagram - USAMMA Organizational Chart --------------------------------------------------S1 2-9 

DICOM Introduction--------------------------------------------------------------------------S5 8-1 

Digital Imaging and the Digital Imaging Communication in Medicine 

Standard Introduction-------------------------------------------------------------------S5 8-1 

Digital Technology ---------------------------------------------------------------------------S5 4-3 

Digital X-Ray Systems, 6525-01-505-7780 -----------------------------------------------S6 1-2 

Disposal and Destruction -------------------------------------------------------------------11 4-1 

Disposal Through DRMO ---------------------------------------------------------------------11 3-4 

Disposition and Replacement Credits for Expired Drugs, Biologicals, and Reagents -----11 3-6 

DMLSS System-------------------------------------------------------------------------------S7 8-3 

DOD/FDA Shelf Life Extension Program (SLEP) --------------------------------------------S7 9-1 

DOD-MMQC Messages - Quality Control (QC)- ---------------------------------------------S3 1-5 

DOD/FDA Shelf Life Extension Program (DOD/FDA SLEP) --------------------------------11 4-4 

Dolly Set, M-1022 (NSN 2330-01-167-7262) - Refurbishment ---------------------------S4 6-2 

Dolly Set, M-1022A1 - Current Status -----------------------------------------------------S4 7-1 

Drug Enforcement Administration (DEA) Biennial Controlled Substance Inventory------S1 4-6 
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Emergency Operations Center (EOC) -------------------------------------------------------S7 7-1 

Emergency Operations Center (EOC) at the USAMMA ------------------------------------S1 4-9 

Emergency Requisitions ---------------------------------------------------------------------11 3-6 

Enterprise Resource Planning (ERP) --------------------------------------------------------S1 4-9 

Environmental Control Unit (ECU) Refurbishment ----------------------------------------S4 6-4 

Environmental Evaluation Parameters -----------------------------------------------------S5 11-2 

Environmental Services Management in Healthcare Organizations ----------------------11 7-1 

Equipment Contracting for the Laboratory -------------------------------------------------S5 7-1 

Excess Equipment Management Program --------------------------------------------------11 3-7 

Excess Medical Materiel ---------------------------------------------------------------------S1 4-10 

Facility Life-Cycle Management -------------------------------------------------------------11 8-1 

Facility Life-Cycle Management: 

- Financial Management -----------------------------------------------------------------11 8-30 

- Measuring Performance ---------------------------------------------------------------11 8-32 

- Organizational Alignment--------------------------------------------------------------11 8-8 

- Organizational Alignment--------------------------------------------------------------11 8-8 

- Project Management -------------------------------------------------------------------11 8-23 

- Regulatory Controls and Accreditation -----------------------------------------------11 8-32 

- Training and Career Development ----------------------------------------------------11 8-36 

Facility Replacement -------------------------------------------------------------------------11 8-27 

Facilities Life-Cycle Investment Program Elements ----------------------------------------11 8-3 

Facilities/Logistics Command Review Process ----------------------------------------------11 8-33 

Facility Operations and Maintenance Activities---------------------------------------------11 8-12 

FDECU (Field Deployable Environmental Control Unit): 

Expansion Valve Adjustment Procedure -------------------------------------------------S4 14-4 

Lessons and Summary of Lessons Learned ---------------------------------------------S4 14-1 

Maintenance Recommendations (From Manufacturers) --------------------------------S4 14-4 

Recommendations for Set Up ------------------------------------------------------------S4 14-1 

FEDLOG on CD -------------------------------------------------------------------------------S5 13-2 

Federal Supply Class (FS) 6505 Materiel ------------------------------------------------- S10 4-1 

Field Deployment Environmental Control Units FDECU -----------------------------------S4 14-1 

Financing Medical Supplies for Attachés ----------------------------------------------------11 3-8 

Fluid Warmer, 6515-01-465-2059 ----------------------------------------------------------S6 1-2 

Force Sustainment Directorate ------------------------------------------------------------- S1 2-3 

Formerly Reporting Results of Container/Shelter Inspections-----------------------------S4 4-3 

FORSCOM HOSP - MRI Combat Support Hospital UA Listings (see 

Tables 13-1 through 13-7) --------------------------------------------------------------S4 13-4 

Funding Local Purchases---------------------------------------------------------------------11 3-8 

Funds and Funding Policy for Site Preparation ---------------------------------------------S5 3-1 

General Information on Reserve Component Hospital Decrement (RCHD) ---------------S7 6-1 

General Information About the USAMMA Materiel Acquisition Directorate ---------------S5 1-1 

General Medical Materiel Information-------------------------------------------------------S1 4-1 

Glossary for SB 8-75-11---------------------------------------------------------------------11 GL-1 

Glossary for SB 8-75-S4---------------------------------------------------------------------S4 GL-1 

Goals of Digital Radiology -------------------------------------------------------------------S5 4-1 

Goals of Military Radiology ------------------------------------------------------------------S5 4-1 

GPM, MWO, and Retrofit Kits - Updated Status --------------------------------------------S4 7-3 

H-82 Heater Refurbishment -----------------------------------------------------------------S4 6-4 

Hazardous Material/Waste Management Program -----------------------------------------11 3-8 

Help Desk -----------------------------------------------------------------------------------11 2-6 

HOSP (Hospital Optimization Standardization Program)-----------------------------------S4 1-1 

How to Request SB 8-75 Series and SB 8-75-S10 --------------------------------------- S10 1-5 
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 SUBJECT SB 8-75- Page

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Identification of Key Elements to be Monitored --------------------------------------------S5 9-4 

Information Assurance for PACS and Teleradiology Systems -----------------------------S5 10-9 

Infusion Pump, 6515-01-486-4310 and 6515-01-452-0625 ------------------------------S6 1-3 

Inspection of Locally Purchased Materiel --------------------------------------------------11 4-5 

Installation During Site Preparation --------------------------------------------------------S5 3-2 

Installation Medical Supply Activity (IMSA) ------------------------------------------------11 3-9 

Instruction for Obtaining Supply Catalogs and Supply Bulletins --------------------------S5 12-1 

Introduction to: 

Class VIII Contingency Materiel Programs ----------------------------------------------S7 3-1 

The Army Centrally Managed Potency and Dated (P&D) Materiel Program -----------S7 4-1 

Managing Physiological Monitoring System in Military Medical Facilities --------------S5 11-1 

Procedures and Guidance - TDA and MTOE --------------------------------------------11 1-1 

Inventory Accounting -----------------------------------------------------------------------11 3-10 

Inventory and Adjustment-------------------------------------------------------------------11 3-10 

Issue Procedures for Supported Activities of IMSA/MEDLOG BNs/USAMMCE ------------11 3-11 

Jack Assembly Hinged and Leveling Support (Figs. 8-1 through 8-6) --------------------S4 8-1 

Laboratory Automation ----------------------------------------------------------------------S5 7-4 

Local Purchase for Medical Materiel and Services ------------------------------------------11 3-12 

Local Purchase of Controlled Medical Items ------------------------------------------------11 3-13 

Local Purchase of Selected Items of Medical Materiel--------------------------------------11 3-14 

Local Purchase Restrictions------------------------------------------------------------------11 3-15 

Lessons Learned about CP-DEPMEDS-------------------------------------------------------S4 2-2 

Logistics Assistance Program (LAP) -------------------------------------------------------- S1 3-3 

Logistics Assistance Program (LAP) Goals, The --------------------------------------------S4 1-1 

Logistics Assistance Program (LAP) Policy, The --------------------------------------------S4 1-2 

Logistics Assistance Visits (LAV) ------------------------------------------------------------S4 1-2 

Logistics Support Element (LSE) Medical Logistics Support Team (MLST)----------------S7 7-1 

M-1022 Dolly Set Refurbishment -----------------------------------------------------------S4 6-2 

M400 Power Distribution Panel Issues ------------------------------------------------------S4 8-1 

Maintenance Allocation Chart (MAC)--------------------------------------------------------S8 1-4 

Maintenance and Repair of the Tactical ISO Shelter Life and Support Jack Assemblies -S4 8-1 

Maintenance Engineering and Operations Directorate ------------------------------------ S1 2-4 

Maintenance Directorate Personnel ---------------------------------------------------------S2 1-1 

Maintenance Divisions’ Addresses-----------------------------------------------------------S2 1-1 

Major Medical Assemblages/SC Number Cross-Reference Listing-------------------------S5 12-2 

Management of HCA Housekeeping Services-----------------------------------------------11 7-3 

Management of HCA-Regulated Medical Waste/Hazardous Waste ------------------------11 7-4 

Management of HCA Textile Care Services -------------------------------------------------11 7-1 

Managing Technology in the Military Laboratory Introduction-----------------------------S5 7-1 

Market Investigation and Market Surveillance ---------------------------------------------S5 6-3 

Materiel Acquisition Directorate ------------------------------------------------------------ S1 2-5 

Materiel Obligation Validation --------------------------------------------------------------11 3-17 

Medical Materiel Management Procedures by Reserve Component and ARNG 

Personnel That are Assigned a Patient-Care Mission ----------------------------------11 3-42 

Measures of Storage Management ---------------------------------------------------------11 3-22 

Measuring Customer Support ---------------------------------------------------------------11 3-17 

Measuring Inventory Management ---------------------------------------------------------11 3-18 

Measuring Medical Supply Performance ----------------------------------------------------11 3-21 

Measuring Processing Time -----------------------------------------------------------------11 3-21 

MEDCASE Introduction ----------------------------------------------------------------------S5 2-1 

MEDCASE Process----------------------------------------------------------------------------S5 2-1 

Medical Equipment and Provisioned Items -------------------------------------------------11 3-23 
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 SUBJECT SB 8-75- Page

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Medical Equipment/Instrument Illustrated Catalog on CD---------------------------------S5 12-8 

Medical Equipment Maintenance -----------------------------------------------------------11 6-1 

Medical Equipment Management ------------------------------------------------------------11 5-1 

Medical Equipment Recommended for ARNG PESs (Table 2-1) ------------------------- S10 2-3 

Medical Equipment Requiring an Equipment Maintenance Log (ARNG) ----------------- S10 3-2 

Medical Equipment Requiring an Equipment Maintenance Log (ARNG) ----------------- S10 3-2 

Medical Item Cross Reference and Sourcing System ------------------------------------- S1 4-10 

Medical Logistics Automated Information Systems (IS) -----------------------------------11 2-1 

Medical Logistics Battalions/U.S. Army Medical Materiel Center - Europe ---------------11 3-24 

Medical Logistics Information Systems (IS) Descriptions----------------------------------11 2-2 

Medical Logistics Programs ----------------------------------------------------------------- S1 4-1 

Medical Logistics Support Team (MLST) --------------------------------------------------- S1 3-4 

Medical Logistics Systems ------------------------------------------------------------------11 2-1 

Medical Materiel Management Procedures by USAR and ARNG Personnel Assigned 

 A Patient-Care Mission ------------------------------------------------------------------11 3-25 

Medical Materiel Readiness -----------------------------------------------------------------11 9-1 

Levels of Support ------------------------------------------------------------------------11 9-2 

Special Consideration -------------------------------------------------------------------11 9-2 

Supporting Agencies---------------------------------------------------------------------11 9-5 

Medical Materiel Storage Procedures and Shelf Life of Medical Materiel -----------------11 4-6 

Medical, Nuclear, Biological, and Chemical Defense Materiel (MNBCDM)---------------- S1, 3-4, 

 --------------------------------------------------------------------------------- S7, 11 5-1, 9-7 

Medical Reengineering Initiative (MRI) ---------------------------------------------------- S1 4-10 

Medical Services Information Logistics Systems (MEDSILS) ------------------------------S5 13-3 

Medical Supply Support Activity (SSA) Operations ----------------------------------------11 3-25 

Medical Supply Support of the ARNG by USA MEDCOM Activities----------------------- S10 1-2 

Medical TOE Units - Book Set Components ------------------------------------------------S9 All 

Military Item Disposal Instructions (MIDI)/Military Environmental 

 Information Source (MEIS) ------------------------------------------------------------S5 13-3 

Military Laboratory Benchmark Indicators--------------------------------------------------S5 7-2 

Military Radiology Functional Economic Analysis Introduction ----------------------------S5 4-1 

MMQC Messages - Quality Control (QC) ---------------------------------------------------S3 1-5 

MMS 306 Pharmacy, Hamilton Sink---------------------------------------------------------S4 10-1 

Modernization and Augmentation Equipment Items Support and 

Consumables Handbook, Draft, May 2003 -------------------------------------------S4 11-1 

- Components of the Handbook --------------------------------------------------------S4 11-1

- Example Entry---------------------------------------------------------------------------S4 11-2 

- Excerpt From the Consumables Handbook -----------------------------------------S4 11-3 

- Items Contained in the Handbook That Are Issued by the USAMMA ---------------S4 11-2 

- Obtaining the Consumables Handbook ---------------------------------------------S4 11-2 

Monitor, Patient, Vital Signs, Model 206EL, NSNs 6515-01-432-2707 and 

6515-01-432-2711 -----------------------------------------------------------------------S2 2-1 

MRI Conversion Overview -------------------------------------------------------------------S4 13-1 

MTF-Generated MEDCASE Program Requirement ------------------------------------------S5 2-3 

National Guard Bureau (ARNG) Update Information------------------------------------- S10 All 

New On-Line Capability to Request NSN Assignment --------------------------------------S5 12-8 

New Section IV in Published UA Listings Providing Consumable/Support Items 

For Medical Equipment -------------------------------------------------------------------S5 12-11 

Nonsupportable/Nonsustainable and Obsolete Items (NNI) -------------------------------S1 3-6 

Nonsustainable/Nonsupportable and Obsolete (NNI) of Equipment and AMEDD 

Limited Support Items (ALSI)------------------------------------------------------------S5 6-2 

Objective is Improved Access to Radiology-------------------------------------------------S5 8-4 

Online/Interactive Sample Form (SF-380) -------------------------------------------------S3 B-1 

Open Suspension Information---------------------------------------------------------------S3 1-5 
SB 8-75-11 

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 SUBJECT SB 8-75- Page

IN-6 

Open Suspension Report 2004 --------------------------------------------------------------S3 A-1 

Operator and Maintenance Literature-------------------------------------------------------S2 1-2 

Operator Level PMCS ------------------------------------------------------------------------S8 1-1 

Optical Fabrication ---------------------------------------------------------------------------11 11-1 

Optical Fabrication Enterprise Report ------------------------------------------------------11 11-1 

Optical Fabrication Enterprise Report Worksheets - Completing --------------------------11 11-1 

Organizational Chart, USAMMA -------------------------------------------------------------S1 2-9 

Other Items Requiring Control -------------------------------------------------------------11 3-26 

Other Responsibilities in the TOE Environment --------------------------------------------S5 6-3 

Overview of SB 8-75-S3---------------------------------------------------------------------S3 i 

Overview of SB 8-75-S4---------------------------------------------------------------------S4 i 

Overview of SB 8-75-S5---------------------------------------------------------------------S5 1-3 

Overview of SB 8-75-11 ---------------------------------------------------------------------11 i 

PACS Introduction ---------------------------------------------------------------------------S5 10-1 

Periodic Inventories of Controlled Medical Items-------------------------------------------11 3-26 

Physical Examination Stations------------------------------------------------------------- S10 2-1 

Planning and Assessments ------------------------------------------------------------------S5 10-3 

Precious Metals Recovery Program ---------------------------------------------------------11 3-27 

Preventive Maintenance Checks and Services (PMCS)-------------------------------------S8 1-1 

Prime Vendor (PV) System ---------------------------------------------------------------- S10 1-5 

Prime Vendor and Electronic Catalog as a Source of Supply -----------------------------11 3-28 

Procedures for Management of Medical Assemblages -------------------------------------11 10-1 

Procedures for Loan of MTOE Materiel (Equipment) in Support of Projects At 

Healthcare Activities (HCAS) ------------------------------------------------------------11 10-3 

Procurement Strategies for the P&D Program----------------------------------------------S7 4-2 

Program, Analysis, and Evaluation (PAE) Office--------------------------------------------S1 2-6 

Programming and Funding ------------------------------------------------------------------S5 10-1 

Project Approval and Funding Procedures --------------------------------------------------S5 3-3 

Property Accountability and Maintenance Management of DIN-PACS---------------------S5 10-8 

Property Accountability and Management -------------------------------------------------11 5-1 

Purchasing Services and Rentals -----------------------------------------------------------11 3-30 

Purpose and Applicability (of SB 8-75-S5) -------------------------------------------------S5 1-2 

Pyridostigmine Bromide Tablets (PBT)------------------------------------------------------S7 5-7 

Qualified Products List (QPL) for Type I and Type II CARC--------------------------------S4 5-3 

Quality Assurance for Medical Gases -------------------------------------------------------11 4-8 

Quality Control (QC) Message - DODMMQC Messages-------------------------------------S3 1-5 

Quality Control (Sources of QC Information)-----------------------------------------------11 4-1 

Quarterly Excess Report to the USAMMA ---------------------------------------------------11 3-30 

Radioactive Materiel -------------------------------------------------------------------------11 3-31 

Radiology Performance Measures and Targets ---------------------------------------------S5 4-3 

RCHD Background ---------------------------------------------------------------------------S7 6-1 

RCHD General Information ------------------------------------------------------------------S7 6-1 

RCHD Program Composition-----------------------------------------------------------------S7 6-1 

Recall of Nonstandard Drugs and Devices -------------------------------------------------11 4-8 

Recision of SB 8-75 Issues ------------------------------------------------------------------S1 1-2 

Recommended Service Object Pairs from the DICOM Standard---------------------------S5 8-2 

Recommending Improvements and Reporting Errors for Medical Sets, 

Kits, and Outfits -------------------------------------------------------------------------S5 12-9 

Redistributing Excess ------------------------------------------------------------------------11 3-31 

Reference Book Sets for Medical MTOE Units ----------------------------------------------11 3-32 

References for ARNG Information (Appendix A) ----------------------------------------- S10 A-1 

Requisitioning (Equipment)---------------------------------------------------------------- S10 5-1 

Regulated Medical Items --------------------------------------------------------------------11 3-33 
SB 8-75-11 

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 SUBJECT SB 8-75- Page

IN-7 

Relabeling of MNBCDM Items ---------------------------------------------------------------S7 5-10 
SB 8-75-11 

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 SUBJECT SB 8-75- Page

IN-8 

Release Authority for MNBCDM -----------------------------------------------------------S7 5-4 

Release Procedures for: 

DFP ---------------------------------------------------------------------------------------S7 5-4 

ISP----------------------------------------------------------------------------------------S7 5-5 

MES, Chemical Agent, Patient-Treatment PUSH Packages ----------------------------S7 5-6 

Renovation of Health Care Facilities -------------------------------------------------------11 3-35 

Repair Parts Support for Medical Equipment -----------------------------------------------S2 2-2 

Reportable and Nonreportable Excess Materiel --------------------------------------------11 3-35 

Reporting and Processing Medical Materiel Complaints/Quality Improvement 

 Report (SF 380) (Sample Form) --------------------------------------------------------S3 B-1 

Reporting Excess ----------------------------------------------------------------------------11 3-37 

Reports of Suspended or Destroyed Items -------------------------------------------------S1 4-11 

Reprint of QPL Dated 7 January 2003 ------------------------------------------------------S4 5-3 

Requesting MNBCDM Program Exclusions --------------------------------------------------S7 6-4 

Required Service Object Pairs fro the DICOM Standard -----------------------------------S5 8-1 

Requirements Determination----------------------------------------------------------------S7 2-1 

Requirements for Operations and Equipment (TARA)--------------------------------------S5 5-6 

Requisitioning Controlled Medical Items ----------------------------------------------------11 3-38 

Requisitioning Items in Support of Medical Evacuation -----------------------------------11 3-39 

Requisitioning Standard and Nonstandard Medical Materiel ------------------------------11 3-40 

Requisition Procedures ----------------------------------------------------------------------11 3-39 

Reserve Component Hospital Decrement (RCHD)------------------------------------------S7 6-1 

Reserve Component Medical Materiel Management Information--------------------------S1 4-12 

Responsibilities (for USAMMA Acquisition Programs) --------------------------------------S5 1-2 

Review Program for Durable Medical Materiel ----------------------------------------------11 3-40 

Safe-Medical Device Act of 1990------------------------------------------------------------S3 1-6 

Safety Analyzer, 6625-01-142-8233--------------------------------------------------------S6 1-3 

Safety Inspection Requirements for CSC ---------------------------------------------------S4 4-1 

Sample Data Collection Assistance Visit Policy---------------------------------------------S5 9-3 

Sample Data Collection Guidelines and Sample Sectors-----------------------------------S5 9-1 

Sample Data Collection Program (with Figure 3-1) ----------------------------------------S1 3-5 

Sample Data Collection Program Introduction ---------------------------------------------S5 9-1 

Sample Data Collection Program Management Policy--------------------------------------S5 9-1 

Sample Data Collection Quality Control Process and Data Verification Policy ------------S5 9-4 

SB 700-20 LINs ------------------------------------------------------------------------------S5 13-4 

SC VIII APS Assets---------------------------------------------------------------------------S7 1-2 

Security Precautions for Controlled Medical Items -----------------------------------------11 3-41 

Shelf Life Extension Program (SLEP) -------------------------------------------------------S7 9-1 

Shelf-Life Marking Discrepancies - Policy/Guidance ---------------------------------------S3 1-8 

Shipment Discrepancies --------------------------------------------------------------------11 3-41 

Shipment of Controlled Medical Items -----------------------------------------------------11 3-43 

Site / Regional Project Team Activities - Assessments and Implementation -------------S5 10-4 

Solar Shades, Introduction, Availability ----------------------------------------------------S4 3-1 

Soldier Readiness Processing (SRP) --------------------------------------------------------11 9-8 

Sources of Defense Attaché Medical Supply Support --------------------------------------11 3-43 

Sources of Quality Control Information-----------------------------------------------------11 4-9 

Special Dental Materiel ---------------------------------------------------------------------11 3-44 

Standing Operating Procedures (SOP) for Depot-level Services --------------------------S6 1-4 

Stockage -------------------------------------------------------------------------------------11 3-44 

Stockage Criteria ----------------------------------------------------------------------------11 3-44 

Stockage Levels -----------------------------------------------------------------------------11 3-45 

Stockage Lists -------------------------------------------------------------------------------11 3-46 

Storage (to prevent deterioration of medical materiel) -----------------------------------11 3-46 

Storage and Issue of Installation Stocks of Controlled Medical Items --------------------11 3-47 

Storage Methods for IMSAs, MEDLOG BNs, USAMA-CE, and Other MSOs ----------------11 3-48 
SB 8-75-11 

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 SUBJECT SB 8-75- Page

IN-9 

Storage Requirements for ATNAA/MARK I KITS, CANA, ATROPINE, and 2-PAM ---------S7 5-9 

Strategic Capabilities and Materiel Directorate---------------------------------------------S1 2-8 

Submitting Medical Materiel Complaints ---------------------------------------------------11 4-11 

Submitting Reports of Discrepancy (SF 364)-----------------------------------------------S3 1-8 

Submitting Reports of Medical Materiel Complaints (SF 380) -----------------------------S3 1-8 

Supply Class VIII Centrally Managed Programs --------------------------------------------S1 3-6 

Supply Class VIII Sustainment Requirements Process-------------------------------------S7 A-1 

Supply Support Activities -------------------------------------------------------------------11 3-49 

Support for Deployable MTFs----------------------------------------------------------------S5 6-1 

Support For Class VIII Medical Materiel --------------------------------------------------- S1 2-1 

Surveillance of Materiel ---------------------------------------------------------------------11 4-12 

Sustainment (PACS maintenance and sustainment IPT) ----------------------------------S5 10-7 

System Change Process --------------------------------------------------------------------11 2-7 

Table, Operating, Field, 6530-01-142-8233------------------------------------------------S6 1-4 

Tactical ISO Shelters Support Jacks (includes Figs. 8-1 through 8-6) --------------------S4 8-1 

Tactical Shelters and MILVANs Required Safety Inspections ------------------------------S4 4-1 

TAMMIS---------------------------------------------------------------------------------------S7 8-3 

TARA Introduction ---------------------------------------------------------------------------S5 5-1 

TARA Process---------------------------------------------------------------------------------S5 5-1 

TARA Schedule -------------------------------------------------------------------------------S5 5-5 

Team Approach for TARA --------------------------------------------------------------------S5 5-4 

Technological Evaluation Parameters -------------------------------------------------------S5 11-1 

Technology Assessment and Requirements Analysis (TARA)------------------------------S1 3-7 

Technology Assessment and Requirements Analysis (TARA) Program Intro -------------S5 5-1 

Telepathology --------------------------------------------------------------------------------S5 7-5 

Teleradiology Functionality ------------------------------------------------------------------S5 10-8 

Test, Measurement, and Diagnostic Equipment (TMDE) Program-------------------------S2 2-2 

The Army Medical Department (AMEDD) Logistics Systems Division ---------------------11 2-1 

The Army Medical Department (AMEDD) Maintenance Sustainment Program -----------S2 2-3 

The USAMMA CD ROM Is Available ---------------------------------------------------------S1 1-2 

The U.S. Army Medical Materiel Agency (USAMMA) ---------------------------------------S1 2-1 

TMDE Items Common to DA Medical TOE Organizations (Table 3-3) ------------------- S10 3-15 

Transmittal Request for New DOD Form DD 2282 (Example) -----------------------------S4 4-2 

Typical Areas Where Monitoring Systems Are Used----------------------------------------S5 11-1 

Ultrasound, Portable (Excerpt from Consumables Handbook)-----------------------------S4 11-3 

Unit Assemblage Listings --------------------------------------------------------------------S1 4-12 

Unit Inspection Checklists: 

Annual General Inspection (AGI) Medical Logistics ---------------------------------- S10 6-1 

Management of Medical Assemblages ------------------------------------------------ S10 6-7 

Pharmaceuticals and Injection Devices----------------------------------------------- S10 6-3 

Universal Data Repository (UDR) -----------------------------------------------------------S5 13-4 

Unsatisfactory Local Purchase Support ----------------------------------------------------11 3-50 

Updating of Unit Assemblages (UAs) -------------------------------------------------------S5 12-1 

USAMMA Logistics Assistance Program Policy ----------------------------------------------S4 1-2 

USAMMA Logistics Assistance Visits (LAV)--------------------------------------------------S4 1-2 

USAMMA Medical Logistics Support Team (MLST) -----------------------------------------S4 9-1 

USAMMA’s Maintenance Engineering and Operations Directorate On-line----------------S2 1-2 

USAMMA MEDCASE Manager Points of Contact --------------------------------------------S5 2-3 

U.S. Army National Guard Units /USPFO --------------------------------------------------11 3-50 
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 SUBJECT SB 8-75- Page

IN-10 (IN-10 blank) 

Vendor Selection -----------------------------------------------------------------------------S5 10-5 

Vendor Inventory Service -------------------------------------------------------------------11 3-50 

Verification Procedures for the Narkomed M Regulators-----------------------------------S6 1-4 

War Reserve Requirements------------------------------------------------------------------S7 2-1 

Water Dispersible Chemical Agent Resistant Coating (CARC) -----------------------------S4 5-1 

Wattages for Usage When Planning Power for a Hospital (Table 12-1) -------------------S4 12-2 

Web-Accessible UA Branch Products --------------------------------------------------------S5 12-10 

Wide Area Workflow – Receipts and Acceptance ------------------------------------------11 3-51 

X-ray Equipment Powered by Tactical Generators -----------------------------------------S2 2-5 
SB 8-75-11 

By Order of the Secretary of the Army: 

PETER J. SCHOOMAKER 

General, United States Army 

Chief of Staff 

Official: 

SANDRA R. RILEY 

Administrative Assistant to the 

Secretary of the Army

Distribution: 

 To be distributed in accordance with initial distribution number (IDN) 340016, requirements for the 

SB 8-75 Series. 
PIN: 069134-000