If the sponsor's medical record is not available at the time of out-processing, what should you provide the individual?

Providing a letter of non-availability when the sponsor's medical record is not accessible during out-processing is the most appropriate action. This letter serves to formally document that the individual’s medical records are currently unavailable, which can be important for various reasons, including continuity of care and for any administrative processes the individual may need to address following their out-processing.

It effectively communicates the situation to the individual and any relevant parties, ensuring that there is no misunderstanding regarding the status of their medical records. This letter can also be essential for the individual if they need to seek medical care quickly or if they are required to show proof of their medical history in the future.

While options like a medical records release form, notice of pending records, and temporary health record could be relevant in different contexts, a letter of non-availability specifically addresses the issue at hand by acknowledging the lack of access to the records and creating a formalized record of this circumstance.