[Federal Register: May 9, 2003 (Volume 68, Number 90)]
[Notices]
[Page 24938-24944]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr09my03-63]
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DEPARTMENT OF DEFENSE
Office of the Secretary
Privacy Act of 1974; System of Records
AGENCY: Office of the Secretary, DoD.
ACTION: Notice to amend and delete systems of records.
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SUMMARY: The Office of the Secretary is amending 4 systems of records
notices in its inventory of records systems subject to the Privacy Act
of 1974, as amended (5 U.S.C. 552a), and deleting one.
The amendments are required to alert the users of these systems of
records of the additional requirements of the Health Insurance
Portability and Accountability Act (HIPAA) of 1996, as implemented by
DoD 6025.18-R, DoD Health Information Privacy Regulation. Language
being added under the `Routine Use' category is as follows:
Note: This system of records contains individually identifiable
health information. The DoD Health Information Privacy Regulation
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability
and Accountability Act of 1996, applies to most such health
information. DoD 6025.18-R may place additional procedural
requirements on the uses and disclosures of such information beyond
those found in the Privacy Act of 1974 or mentioned in this system
of records notice.
DATES: The changes will be effective on (insert date thirty days after
publication in the Federal Register) unless comments are received that
would result in a contrary determination.
ADDRESSES: Send comments to OSD Privacy Act Coordinator, Records
Management Section, Washington Headquarters Services, 1155 Defense
Pentagon, Washington, DC 20301-1155.
FOR FURTHER INFORMATION CONTACT: Mr. Dan Cragg at (703) 601-4722.
SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense
notices for systems of records subject to the Privacy Act of 1974 (5
U.S.C. 552a), as amended, have been published in the Federal Register
and are available from the address above.
The specific amendments to the records systems being amended are
set forth below followed by the notices, as amended, published in their
entirety. The proposed amendments are not within the purview of
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended,
which requires the submission of a new or altered system report.
[[Page 24939]]
Dated: May 2, 2003.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
Deletion
DTMA 05
System name:
Grievance Records (May 15, 2000, 65 FR 30966).
Reason:
These records are now being maintained under the system of records
notice DWHS P37, Grievance and Unfair Labor Practices Records.
Amendments
DTMA 01
System name:
Health Benefits Authorization Files (May 15, 2000, 65 FR 30966).
Changes:
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add to end of entry `NOTE: This system of records contains
individually identifiable health information. The DoD Health
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the
Health Insurance Portability and Accountability Act of 1996, applies to
most such health information. DoD 6025.18-R may place additional
procedural requirements on the uses and disclosures of such information
beyond those found in the Privacy Act of 1974 or mentioned in this
system of records notice.'
* * * * *
DTMA 01
System name:
Health Benefits Authorization Files.
System location:
TRICARE Management Activity, Department of Defense, 16401 East
Centretech Parkway, Aurora, CO 80011-9066, and contractors under
contract to TRICARE. A listing of TRICARE contractors maintaining these
records is available from the system manager.
Categories of individuals covered by the system:
All individuals who seek authorization or pre-authorization for
medical and dental health care under TRICARE/CHAMPUS and CHAMPVA.
Categories of records in the system:
Original correspondence to and from individuals; medical/dental
statements; medical/dental histories; Health Care Advise Nurse records;
Congressional inquiries; medical/dental treatment records;
authorization and pre-authorization requests for care; case status
sheets; memoranda for the record; follow-up reports justifying extended
care; correspondence with contractors; and work-up sheets maintained by
case workers.
Authority for maintenance of the system:
41 CFR part 101-11.000; chapter 55, 10 U.S.C. 613, chapter 17, 38
U.S.C.; 32 CFR part 199; and E.O. 9397 (SSN).
Purpose(s):
To maintain and control records pertaining to requests for
authorization or pre-authorization of health and dental care under
TRICARE/CHAMPUS.
To determine eligibility of an individual, authorize payment,
control and review health care management plans, health care
demonstration programs, control accomplishment of reviews, and
coordinate subject matter clearance for internal and external audits
and reviews of the program.
Routine uses of records maintained in the system, including categories
of users and purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
To the Department of Health and Human Services and/or the
Department of Veterans Affairs consistent with their statutory
administrative responsibilities under TRICARE/CHAMPUS and CHAMPVA
pursuant to chapter 55, 10 U.S.C. and section 613, chapter 17, 38
U.S.C.
Referral to Federal, state, local, or foreign governmental
agencies, and to private business entities, including individual
providers of care (participating and non-participating), on matters
relating to eligibility, claims pricing and payment, fraud, program
abuse, utilization review, quality assurance, peer review, program
integrity, third-party liability, coordination of benefits, and civil
or criminal litigation related to the operation of TRICARE/CHAMPUS.
Disclosure to the Department of Justice and the United States
Attorneys in situations where the United States is an interested party.
Disclosure to third-party contacts in situations where the party to
be contacted has, or is expected to have, information necessary to
establish the validity of evidence or to verify the accuracy of
information presented by the individual concerning his or her
entitlement, the amount of benefit payments, any review of suspected
abuse or fraud, or any concern for program integrity or quality
appraisal.
The DoD `Blanket Routine Uses' set forth at the beginning of OSD's
compilation of systems of records notices apply to this system.
Note: This system of records contains individually identifiable
health information. The DoD Health Information Privacy Regulation
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability
and Accountability Act of 1996, applies to most such health
information. DoD 6025.18-R may place additional procedural
requirements on the uses and disclosures of such information beyond
those found in the Privacy Act of 1974 or mentioned in this system
of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on paper, electronic, microfilm, imaging, or
optical formats.
Retrievability:
Information is retrieved by sponsor's Social Security Number and
sponsor's or beneficiary's name.
Safeguards:
Records are maintained in areas accessible only to authorized
personnel who are properly screened, cleared, and trained.
Decentralized automated segments within contractor's operations are
accessible on-line only to authorized persons possessing user
identification codes. Security systems and/or security guards protect
buildings where records are maintained.
Retention and disposal:
Automated indexes are maintained for six years. Hard copy records
are closed out at the end of the calendar year in which finalized and
held six additional years. Where hard copy records have been converted
to electronic, microfilm, imaging, or optical formats, the hard copy is
destroyed and the electronic, microfilm, imaging, or optical format is
kept by the contractor for six years after claim is processed to
completion.
System manager(s) and address:
TRICARE Management Activity, Department of Defense, Administration
and Evaluation Directorate, 16401 East Centretech Parkway, Aurora, CO
80011-9066.
[[Page 24940]]
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the TRICARE Management Activity, Department of Defense, ATTN:
Privacy Act Officer, 16401 Centretech Parkway, Aurora, CO 80011-9066.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
TRICARE Management Activity, Department of Defense, ATTN: Privacy Act
Officer, 16401 Centretech Parkway, Aurora, CO 80011-9066.
Written requests for information should include the full name of
the beneficiary, the full name of the sponsor and sponsor's Social
Security Number, current address and telephone number.
For personal visits to examine records, the individual should
provide some acceptable identification such as a driver's license or
other form of picture identification.
If it is determined that the release of medical information to the
requester could have an adverse effect upon the individual's physical
or mental health, the requester should be prepared to provide the name
and address of a physician who would be willing to receive the medical
record, and at the physician's discretion, inform the individual
covered by the system of the contents of that record. In the event the
physician does not agree to convey the information contained within the
record to the individual, TRICARE Management Activity will take
positive measures to ensure the individual is provided the requested
information.
Contesting record procedures:
The OSD rules for accessing records, for contesting contents and
appealing initial agency determinations are published in OSD
Administrative Instruction 81; 32 CFR part 311; or may be obtained from
the system manager.
Record source categories:
Contractors, Health Benefits Advisors, all branches of the
Uniformed Services, congressional offices, providers of care,
consultants and individuals.
Exemptions claimed for the system:
None.
DTMA 02
System name:
Medical/Dental Care and Claims Inquiry Files (May 15, 2000, 65 FR
30966).
Changes:
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add to end of entry `NOTE: This system of records contains
individually identifiable health information. The DoD Health
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the
Health Insurance Portability and Accountability Act of 1996, applies to
most such health information. DoD 6025.18-R may place additional
procedural requirements on the uses and disclosures of such information
beyond those found in the Privacy Act of 1974 or mentioned in this
system of records notice.'
* * * * *
DTMA 02
System name:
Medical/Dental Care and Claims Inquiry Files.
System location:
TRICARE Management Activity, Department of Defense, 16401 East
Centretech Parkway, Aurora, CO 80011-9066, and contractors under
contract to TRICARE. A listing of TRICARE contractors maintaining these
records is available from the system manager.
Categories of individuals covered by the system:
All individuals who seek information concerning health care
(medical and dental) under TRICARE/CHAMPUS and CHAMPVA.
Categories of records in the system:
Documents reflecting inquiries received from private individuals
for information on TRICARE/CHAMPUS and CHAMPVA and replies thereto;
congressional inquiries on behalf of constituents and replies thereto;
and files notifying personnel of eligibility or termination of
benefits.
Authority for maintenance of the system:
41 CFR 101-11.000; chapter 55, 10 U.S.C.; section 613, chapter 17,
38 U.S.C.; and E.O. 9397 (SSN).
Purpose(s):
To maintain and control records pertaining to requests for
information concerning an individual's TRICARE/CHAMPUS eligibility
status, the benefits provided under programs of TRICARE/CHAMPUS and
CHAMPVA and the processing of individual TRICARE/CHAMPUS and CHAMPVA
claims.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
To the Department of Health and Human Services and/or the
Department of Veterans Affairs consistent with their statutory
administrative responsibilities under TRICARE/CHAMPUS and CHAMPVA
pursuant to chapter 55, 10 U.S.C. and section 613, chapter 17, 38
U.S.C.
Referral to Federal, state, local, or foreign governmental
agencies, and to private business entities, including individual
providers of care (participating and non-participating), on matters
relating to eligibility, claims pricing and payment, fraud, program
abuse, utilization review, quality assurance, peer review, program
integrity, third-party liability, coordination of benefits, and civil
or criminal litigation related to the operation of TRICARE/CHAMPUS.
Disclosure to the Department of Justice and the United States
Attorneys in situations where the United States is an interested party.
Disclosure to third-party contacts in situations where the party to
be contacted has, or is expected to have, information necessary to
establish the validity of evidence or to verify the accuracy of
information presented by the individual concerning his or her
entitlement, the amount of benefit payments, any review of suspected
abuse or fraud, or any concern for program integrity or quality
appraisal.
The DoD `Blanket Routine Uses' set forth at the beginning of OSD's
compilation of systems of records notices apply to this system.
Note: This system of records contains individually identifiable
health information. The DoD Health Information Privacy Regulation
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability
and Accountability Act of 1996, applies to most such health
information. DoD 6025.18-R may place additional procedural
requirements on the uses and disclosures of such information beyond
those found in the Privacy Act of 1974 or mentioned in this system
of records notice.
[[Page 24941]]
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on paper, electronic, microfilm, imaging, or
optical formats.
Retrievability:
Information is retrieved by case number, sponsor name and/or Social
Security Number, and inquirer name.
Safeguards:
Records are maintained in areas accessible only to authorized
personnel who are properly screened, cleared, and trained. Automated
segments are accessible only by authorized persons possessing user
identification codes. Security systems and/or security guards protect
buildings where records are maintained.
Retention and disposal:
Paper records are retained in active file until end of calendar
year in which closed, held two additional years, and then destroyed.
Where hard copy records have been converted to electronic, microfilm,
imaging or optical formats, the hard copy record is destroyed and the
electronic, microfilm, imaging, or optical format is kept by the
contractor for six years after claim is processed to completion.
System manager(s) and address:
TRICARE Management Activity, Department of Defense, Administration
and Evaluation Directorate, 16401 East Centretech Parkway, Aurora, CO
80011-9066.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the TRICARE Management Activity, Department of Defense, ATTN:
Privacy Act Officer, 16401 Centretech Parkway, Aurora, CO 80011-9066.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
TRICARE Management Activity, Department of Defense, ATTN: Privacy Act
Officer, 16401 Centretech Parkway, Aurora, CO 80011-9066.
Written request for information should include the full name of the
beneficiary, the full name of the sponsor and sponsor's Social Security
Number, current address and telephone number.
For personal visits to examine records, the individual should
provide some acceptable identification such as a driver's license or
other form of picture identification.
If it is determined that the release of medical information to the
requester could have an adverse effect upon the individual's physical
or mental health, the requester should be prepared to provide the name
and address of a physician who would be willing to receive the medical
record, and at the physician's discretion, inform the individual
covered by the system of the contents of that record. In the event the
physician does not agree to convey the information contained within the
record to the individual, TRICARE Management Activity will take
positive measures to ensure the individual is provided the requested
information.
Contesting record procedures:
The OSD rules for accessing records, for contesting contents and
appealing initial agency determinations are published in OSD
Administrative Instruction 81; 32 CFR part 311; or may be obtained from
the system manager.
Record source categories:
Contractors, congressional offices, Health Benefits Advisors, all
branches of the Uniformed Service, congressional offices, providers of
care, consultants and individuals.
Exemptions claimed for the system:
None.
DTMA 03
System name:
Legal Opinion Files (May 15, 2000, 65 FR 30966).
Changes:
* * * * *
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Add to end of entry `NOTE: This system of records contains
individually identifiable health information. The DoD Health
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the
Health Insurance Portability and Accountability Act of 1996, applies to
most such health information. DoD 6025.18-R may place additional
procedural requirements on the uses and disclosures of such information
beyond those found in the Privacy Act of 1974 or mentioned in this
system of records notice.'
* * * * *
DTMA 03
System name:
Legal Opinion Files.
System location:
TRICARE Management Activity, Department of Defense, Office of
General Counsel, 16401 East Centretech Parkway, Aurora, CO 80011-9066.
Categories of individuals covered by the system:
Individuals who have contacted or corresponded with TRICARE
Management Activity regarding any matter requiring legal clarification
or resolution.
Categories of records in the system:
Inquiries received from individuals, attorneys, fiscal
administrators, hospital contractors, other government agencies, Health
Care Advise Nurse records, and congressional offices. Files contain
legal opinions, correspondence, memoranda for the record, and similar
documents. Medical/dental treatment records, authorizations and pre-
authorizations, care and claims inquiry documents, and medical/dental
history files may be included in these records, as appropriated to
document TRICARE legal determinations.
Authority for maintenance of the system:
41 CFR 101-11.000; Chapter 55, 10 U.S.C. 613, Chapter 17, 38
U.S.C.; 32 CFR part 199; and E.O. 9397 (SSN).
Purpose(s):
TRICARE Management Activity uses these records to address and
resolve legal issues and for research, precedent, historical, and
record purposes.
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
To the Department of Health and Human Services and/or the
Department of Veterans Affairs consistent with their statutory
administrative responsibilities under TRICARE/CHAMPUS and CHAMPVA
pursuant to chapter 55, 10 U.S.C. and section 613, chapter 17, 38
U.S.C.
Referral to Federal, state, local, or foreign governmental
agencies, and to private business entities, including individual
providers of care (participating and non-participating), on matters
relating to eligibility, claims pricing and payment, fraud, program
abuse, utilization review, quality assurance, peer review, program
integrity, third-party liability, coordination of benefits, and civil
or
[[Page 24942]]
criminal litigation related to the operation of TRICARE/CHAMPUS.
Disclosure to the Department of Justice and the United States
Attorneys in situations where the United States is an interested party.
Disclosure to third-party contacts in situations where the party to
be contacted has, or is expected to have, information necessary to
establish the validity of evidence or to verify the accuracy of
information presented by the individual concerning his or her
entitlement, the amount of benefit payments, any review of suspected
abuse or fraud, or any concern for program integrity or quality
appraisal.
The DoD `Blanket Routine Uses' set forth at the beginning of OSD's
compilation of systems of records notices apply to this system.
Note: This system of records contains individually identifiable
health information. The DoD Health Information Privacy Regulation
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability
and Accountability Act of 1996, applies to most such health
information. DoD 6025.18-R may place additional procedural
requirements on the uses and disclosures of such information beyond
those found in the Privacy Act of 1974 or mentioned in this system
of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on paper, electronic, microfilm, imaging, or
optical formats.
Retrievability:
Information is retrieved by subject matter with cross-reference by
individual name and/or Social Security Number.
Safeguards:
Records are maintained in areas accessible only to authorized
personnel who are properly screened, cleared, and trained. Security
systems and/or security guards protect buildings where records are
maintained.
Retention and disposal:
Records are permanent. Paper records are retired to the Denver
Regional Records Center when ten years old or when no longer needed for
current business. Records are transferred to the NARA when thirty years
old. Electronic and other non-paper media records are maintained until
no longer needed for current business and are then deleted or
destroyed.
System manager(s) and address:
TRICARE Management Activity, Department of Defense, Office of
General Counsel, 16401 East Centretech Parkway, Aurora, CO 80011-9066.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the TRICARE Management Activity, Department of Defense, ATTN:
Privacy Act Officer, 16401 Centretech Parkway, Aurora, CO 80011-9066.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
TRICARE Management Activity, Department of Defense, ATTN: Privacy Act
Officer, 16401 Centretech Parkway, Aurora, CO 80011-9066.
Written requests for information should include the full name of
the beneficiary, the full name of the sponsor, and sponsor's Social
Security Number, current address and telephone number.
For personal visits to examine records, the individual should be
able to provide some acceptable identification such as a driver's
license or other form of picture identification.
If it is determined that the release of medical information to the
requester could have an adverse effect upon the individual's physical
or mental health, the requester should be prepared to provide the name
and address of a physician who would be willing to receive the medical
record, and at the physician's discretion, inform the individual
covered by the system of the contents of that record. In the event the
physician does not agree to convey the information contained within the
record to the individual, TRICARE Management Activity will take
positive measures to ensure the individual is provided the requested
information.
Contesting record procedures:
The OSD rules for accessing records, for contesting contents and
appealing initial agency determinations are published in OSD
Administrative Instruction 81; 32 CFR part 311; or may be obtained from
the system manager.
Record source categories:
Individuals (TRICARE/CHAMPUS and CHAMPVA beneficiaries, sponsors,
or others), attorneys, fiscal administrators, hospital contractors,
managed care support contractors, providers of care, medical records,
other government agencies (Federal, state, local and foreign), and
Congressional offices.
Exemptions claimed for the system:
None.
DTMA 04
System name:
Medical/Dental Claim History Files (May 15, 2000, 65 FR 30966).
Changes:
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add to end of entry `NOTE: This system of records contains
individually identifiable health information. The DoD Health
Information Privacy Regulation (DoD 6025.18-R) issued pursuant to the
Health Insurance Portability and Accountability Act of 1996, applies to
most such health information. DoD 6025.18-R may place additional
procedural requirements on the uses and disclosures of such information
beyond those found in the Privacy Act of 1974 or mentioned in this
system of records notice.'
* * * * *
DTMA 04
System name:
Medical/Dental Claim History Files.
System location:
TRICARE Management Activity, Department of Defense, 16401 East
Centretech Parkway, Aurora, CO 80011-9066, and contractors under
contract to TRICARE. A listing of TRICARE contractors maintaining these
records is available from the system manager.
Categories of individuals covered by the system:
Eligible beneficiaries and all individuals who seek health care
(medical and dental) under TRICARE/CHAMPUS and CHAMPVA.
Categories of records in the system:
File contains claims, billings for services, applications or
approval forms, enrollment files, recoupment files, third-party
liability files, fraud and abuse files, case management files, resource
sharing files, utilization management/quality assurance files, payment
files, medical/dental records, family history files, records of
grievances with a medical/dental provider, appeals, hearings, or any
other correspondence, memoranda, or reports which are acquired or
utilized in the development and processing of TRICARE/CHAMPUS or
CHAMPVA
[[Page 24943]]
claims. Records are also maintained on health care demonstration
projects, including enrollment and authorization agreements,
correspondence, memoranda, forms and reports, which are acquired or
utilized during the projects.
Authority for maintenance of the system:
41 CFR 101-11.000; chapter 55, 10 U.S.C. 613, chapter 17, 38
U.S.C.; 32 CFR part 199; and E.O. 9397 (SSN).
Purpose(s):
TRICARE Management Activity and its contractors, DoD staff
(including Military Treatment Facilities, clinics and Lead Agent Staff)
use the information to control and process health care benefits
available under TRICARE/CHAMPUS and CHAMPVA including the processing of
medical/dental claims, the control and approval of medical/dental
treatments, issuance of deductible certificates, and necessary
interface with providers of health care. The system also supports
audits of contractor-processed claims to determine payment and
occurrence accuracy of the contractor's adjudication process.
Routine uses of records maintained in the system, including categories
of users and purposes of such uses:
In addition to those disclosures generally permitted under 5 U.S.C.
552a(b) of the Privacy Act, these records or information contained
therein may specifically be disclosed outside the DoD as a routine use
pursuant to 5 U.S.C. 552a(b)(3) as follows:
To the Department of Health and Human Services and/or the
Department of Veterans Affairs consistent with their statutory
administrative responsibilities under TRICARE/CHAMPUS and CHAMPVA
pursuant to chapter 55, 10 U.S.C. and section 613, chapter 17, 38
U.S.C.
Referral to Federal, state, local, or foreign governmental
agencies, and to private business entities, including individual
providers of care (participating and non-participating), on matters
relating to eligibility, claims pricing and payment, fraud, program
abuse, utilization review, quality assurance, peer review, program
integrity, third-party liability, coordination of benefits, and civil
or criminal litigation related to the operation of TRICARE/CHAMPUS.
Disclosure to the Department of Justice and the United States
Attorneys in situations where the United States is an interested party.
Disclosure to third-party contacts in situations where the party to
be contacted has, or is expected to have, information necessary to
establish the validity of evidence or to verify the accuracy of
information presented by the individual concerning his or her
entitlement, the amount of benefit payments, any review of suspected
abuse or fraud, or any concern for program integrity or quality
appraisal.
The DoD `Blanket Routine Uses' set forth at the beginning of OSD's
compilation of systems of records notices apply to this system.
Note: This system of records contains individually identifiable
health information. The DoD Health Information Privacy Regulation
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability
and Accountability Act of 1996, applies to most such health
information. DoD 6025.18-R may place additional procedural
requirements on the uses and disclosures of such information beyond
those found in the Privacy Act of 1974 or mentioned in this system
of records notice.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b)(12) may be made from this
system to consumer reporting agencies as defined in the Fair Credit
Reporting act of 1966 (15 U.S.C. 1681a(f)) or the Federal Claims
Collections Act of 1966 (31 U.S.C. 3701(a)(3)). The purpose of the
disclosure is to aid in the collection of outstanding debts owed to the
Federal Government; typically, to provide an incentive for debtors to
repay delinquent Federal Government debts by making these debts part of
their credit records.
The disclosure is limited to information necessary to establish the
identity of the individual, including name, address, and taxpayer
identification number (Social Security Number); the amount, status, and
history of the claim; and the agency or program under which the claim
arose for the sole purpose of allowing the consumer reporting agency to
prepare a commercial credit report.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Records are maintained on paper, electronic, microfilm, imaging, or
optical formats.
Retrievability:
Information is retrieved by sponsor's name; sponsor's Social
Security Number; beneficiary's name; beneficiary's Social Security
Number; provider's name; provider's number (Tax Identification Number
or Social Security Number); internal control number; classification of
medical diagnosis; procedure code; geographical location of care
provided; and selected utilization limits.
Safeguards:
Records are maintained in areas accessible only to authorized
personnel who are properly screened, cleared and trained. Decentralized
automated segments within contractor's operations are accessible on-
line only to authorized persons possessing user identification codes.
The automated portion of the Primary System is accessible only through
TRICARE Management Activity on-line data systems. Security systems and/
or security guards protect buildings where records are maintained.
Retention and disposal:
Paper records are closed out at the end of the calendar year in
which finalized and held six additional years and then destroyed. Where
hard copy records (except Claims History Files) have been converted to
electronic, microfilm, imaging, or optical formats, the hard copy
record is destroyed and the electronic, microfilm, imaging, or optical
format is kept by the contractor for six years after claim is processed
to completion and then destroyed. Claims History Files maintained in
electronic format are kept for ten years and are then destroyed or
deleted.
System manager(s) and address:
TRICARE Management Activity, Department of Defense, Administration
and Evaluation Directorate, 16401 East Centretech Parkway, Aurora, CO
80011-9066.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the TRICARE Management Activity, Department of Defense, ATTN:
Privacy Act Officer, 16401 Centretech Parkway, Aurora, CO 80011-9066.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to the
TRICARE Management Activity, Department of Defense, ATTN: Privacy Act
Officer, 16401 Centretech Parkway, Aurora, CO 80011-9066.
Written request for information should include the full name of the
beneficiary, the full name of the sponsor and sponsor's Social Security
Number, current address and telephone number.
For personal visits to examine records, the individual should
provide
[[Page 24944]]
some acceptable identification such as a driver's license or other form
of picture identification. If it is determined that the release of
medical information to the requester could have an adverse effect upon
the individual's physical or mental health, the requester should be
prepared to provide the name and address of a physician who would be
willing to receive the medical record, and at the physician's
discretion, inform the individual covered by the system of the contents
of that record. In the event the physician does not agree to convey the
information contained within the record to the individual, TRICARE
Management Activity will take positive measures to ensure the
individual is provided the requested information.
Contesting record procedures:
The OSD rules for accessing records, for contesting contents and
appealing initial agency determinations are published in OSD
Administrative Instruction 81; 32 CFR part 311; or may be obtained from
the system manager.
Record source categories:
Contractors, Health Benefit Advisors; other Components of the
Department of Defense; all branches of the Uniformed Services;
Congressional offices; providers of care; consultants; and individuals.
Exemptions claimed for the system:
None.
[FR Doc. 03-11582 Filed 5-8-03; 8:45 am]
BILLING CODE 5001-08-P