How to Send Confidential Medical Records to OPM for Disability Retirement

Why Privacy Matters for Psychiatric Claims

Filing for FERS disability retirement based on a mental health condition creates a tension that doesn't exist with most physical disability claims. You need to submit detailed psychiatric records — therapy notes, medication histories, DSM-5-TR diagnoses, functional assessments — but you may not want your direct supervisor, coworkers, or agency HR staff reading the clinical details of your depression, PTSD, or anxiety disorder.

The Privacy Act of 1974 (5 U.S.C. § 552a) protects your medical records. You are not required to reveal detailed clinical notes to your supervisor. The SF 3112 process has built-in privacy mechanisms specifically for this situation.

The Sealed Envelope Protocol

Your treating physician can enclose Form SF 3112C (Physician's Statement) and all accompanying clinical records in a sealed envelope marked:

"Medical Disability — Privileged — Private"

This envelope is addressed directly to the agency medical officer or to OPM. It's included in the master application package but not opened by your supervisor or general HR staff. The supervisor receives only the functional workplace limitations needed to complete Form SF 3112B (Supervisor's Statement) and assess accommodation options — not your clinical diagnosis, therapy notes, or medication details.

Submission Routes Based on Employment Status

If you're currently employed or separated 31 days or fewer: Your complete disability retirement package goes through your employing agency's HR or Disability Retirement Processing Unit. The sealed medical envelope travels with the package but remains sealed until it reaches the designated medical officer or OPM.

If you've been separated more than 31 days: You submit the complete package directly to OPM's Retirement Operations Center:

Office of Personnel Management Retirement Operations Center P.O. Box 45 Boyers, PA 16017-0045

When mailing directly to OPM Boyers, send the entire package via USPS Certified Mail with Return Receipt Requested. The green card (PS Form 3811) gives you proof of delivery with a date stamp — documentation that matters if there's ever a dispute about whether your application arrived within the one-year post-separation filing deadline.

What Your Supervisor Sees vs. What OPM Sees

Your supervisor needs enough information to complete SF 3112B honestly — documenting observed performance deficiencies, attendance patterns, and conduct issues. They need to know that you have a medical condition affecting your ability to perform your duties. They do not need your diagnosis, your therapist's session notes, or your medication list.

In practice, you can tell your supervisor something like: "I have a medical condition that affects my concentration and attendance. My physician's documentation is in the sealed medical file going to OPM." The supervisor's SF 3112B should reflect what they've actually observed — declining performance metrics, increased absences, difficulty completing assignments — without referencing clinical details they shouldn't have access to.

Protecting Records at the Agency Level

Some applicants worry about agency HR staff opening the sealed envelope. To protect confidentiality when routing records, as a practical measure:

• Label the sealed envelope clearly on all sides
• Include a cover memo inside the envelope addressed to "OPM Medical Officer — Confidential"
• Keep copies of everything you submit, including photographs of the sealed and labeled envelope before submission
• Note the name and date when you hand the package to agency HR

If you're submitting directly to OPM (post-separation), this concern doesn't apply — the package goes straight to Boyers.

What to Include in the Medical Package

The sealed medical envelope should contain your physician's completed SF 3112C plus all supporting clinical documentation:

• Detailed psychiatric evaluation report with DSM-5-TR diagnosis
• Longitudinal treatment notes showing symptom progression
• Medication history and response documentation
• Psychometric testing results if available
• A clinical narrative connecting your diagnosis to specific job duty limitations
• Prognosis confirming at least 12 months expected duration

Don't split your medical evidence across multiple submissions if you can avoid it. OPM adjudicators evaluate the package as a whole, and documents that arrive separately can get separated from your file during processing.

The FERS Disability Retirement for Mental Health Conditions guide includes a complete submission checklist and privacy protocol walkthrough, including how to coordinate the sealed medical package with your SF 3112A narrative so both pieces support each other without requiring your supervisor to see clinical details.

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