[Federal Register: August 13, 2004 (Volume 69, Number 156)]
[Notices]
[Page 50171-50173]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr13au04-54]
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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 alter a system of records.
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SUMMARY: The Office of the Secretary is proposing to alter a system of
records notice in its inventory of records systems subject to the
Privacy Act of 1974, as amended (5 U.S.C. 552a).
The Office of the Secretary is proposing to alter the existing
system of records to expand the categories of records being maintained.
DATES: The changes will be effective on September 13, 2004, unless
comments are received that would result in a contrary determination.
ADDRESSES: Send comments to OSD Privacy Act Coordinator, Directives and
Records Division, Washington Headquarters Services, 1155 Defense
Pentagon, Washington, DC 20301-1155.
[[Page 50172]]
FOR FURTHER INFORMATION CONTACT: Ms. Juanita Irvin at (703) 601-4722,
extension 110.
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 proposed system report, as required by 5 U.S.C. 552a(r) of the
Privacy Act of 1974, as amended, was submitted on August 9, 2004, to
the House Committee on Government Reform, the Senate Committee on
Governmental Affairs, and the Office of Management and Budget (OMB)
pursuant to paragraph 4c of Appendix I to OMB Circular No. A-130,
`Federal Agency Responsibilities for Maintaining Records About
Individuals,' dated February 8, 1996.
Dated: August 9, 2004.
L. M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DHA 07
System name:
Military Health Information System (November 21, 2001, 66 FR
58456).
Changes:
* * * * *
Categories of records in the system:
Add to the entry `CLINICAL DATA: Inpatient and out patient medical
records, diagnosis procedures, and pharmacy records'.
Authority for the maintenance of the system:
Delete entry and replace with `5 U.S.C. 301, Departmental
Regulation; 10 U.S.C., Chapter 55; Pub. L. 104-191, Health Insurance
Portability and Accountability Act of 1996; DoD 6025.18-R, DoD Health
Information Privacy Regulation; and E.O. 9397 (SSN)'.
* * * * *
Retrievability:
Add to the end of the paragraph `diagnosis codes, admission and
discharge dates, location of care or any combination of the above'.
* * * * *
DHA 07
System name:
Military Health Information System (November 21, 2001, 66 FR
58456).
System location:
Primary location: Defense Enterprise Computing Center--Denver/WEE,
6760 E. Irvington Place, Denver, CO 80279-5000.
Secondary locations: Directorate of Information Management,
Building 1422, Fort Detrick, MD 21702-5000; Service Medical Treatment
Facility Medical Centers and Hospitals; Uniformed Services Treatment
Facilities; Defense Enterprise Computing Centers; TRICARE Management
Activity, Department of Defense, 5111 Leesburg Pike, Skyline 6, Suite
306, Falls Church, VA 22041-3206 and contractors under contract to
TRICARE. For a complete listing of all facility addresses and TRICARE
contractors maintaining these records, write to the system manager.
Categories of individuals covered by the system:
Uniformed services medical beneficiaries enrolled in the Defense
Enrollment Eligibility Reporting System (DEERS) who receive or have
received medical care at one or more of DoD's medical treatment
facilities (MTFs), Uniformed Services Treatment Facilities (USTFs), or
care provided under TRICARE programs.
Categories of records in the system:
Personal Identification Data: Selected electronic data elements
extracted from the Defense Enrollment and Eligibility Reporting System
(DEERS) beneficiary and enrollment records that include data regarding
personal identification including demographic characteristics.
Eligibility and Enrollment Data: Selected electronic data elements
extracted from DEERS regarding personal eligibility for and enrollment
in various health care programs within the Department of Defense (DoD)
and among DoD and other federal healthcare programs including those of
the Department of Veterans Affairs (DVA), the Department of Health and
Human Services (DHHS), and contracted health care provided through
funding provided by one of these three Departments.
Clinical Encounter Data: Electronic data regarding beneficiaries'
interaction with the MHS including health care encounters, health care
screenings and education, wellness and satisfaction surveys, and cost
data relative to such healthcare interactions. Electronic data
regarding Military Health System beneficiaries' interactions with the
DVA or DHHS healthcare delivery programs where such programs effect
benefits determinations between these Department-level programs,
continuity of clinical care, or effect payment for care between
Departmental programs inclusive of care provided by commercial entities
under contract to these three Departments.
Budgetary and Managerial Cost Accounting Data: Electronic budgetary
and managerial cost accounting data associated with beneficiaries
interactions with the MHS, DVA, DHHS or contractual commercial
healthcare providers.
Clinical Data: Inpatient and outpatient medical records, diagnosis
procedures, and pharmacy records.
Authority for maintenance of the system:
5 U.S.C. 301, Departmental Regulation; 10 U.S.C., Chapter 55; Pub.
L. 104-191, Health Insurance Portability and Accountability Act of
1996; DoD 6025.18-R, DoD Health Information Privacy Regulation; and
E.O. 9397 (SSN).
Purpose(s):
Data collected within and maintained by the Military Health
Information System supports benefits determination for MHS
beneficiaries between DoD, DVA, and DHHS healthcare programs, provides
the ability to support continuity of care across Federal programs
including use of the data in the provision of care, ensures more
efficient adjudication of claims and supports healthcare policy
analysis and clinical research to improve the quality and efficiency of
care within the MHS.
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 permit the disclosure of records to the Department of Health and
Human Services (HHS) and its components for the purpose of conducting
research and analytical projects, and to facilitate collaborative
research activities between DoD and HHS.
To the Congressional Budget Office for projecting costs and
workloads associated with DoD Medical benefits.
To the Department of Veterans Affairs (DVA) for the purpose of
providing medical care to former service members and retirees, to
determine the eligibility for or entitlement to benefits, to coordinate
cost sharing activities, and to facilitate collaborative research
activities between the DoD and DVA.
The DoD ``Blanket Routine Uses'' set forth at the beginning of
OSD's compilation of systems of records notices apply to this system.
[[Page 50173]]
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 optical and magnetic media.
Retrievability:
Records may be retrieved by individual's Social Security Number,
sponsor's Social Security Number, Beneficiary ID (sponsor's ID,
patient's name, patient's DOB, and family member prefix or DEERS
dependent suffix), diagnosis codes, admission and discharge dates,
location of care or any combination of the above.
Safeguards
Automated records are maintained in controlled areas accessible
only to authorized personnel. Entry to these areas is restricted to
personnel with a valid requirement and authorization to enter. Physical
entry is restricted by the use of a ciper lock. Back-up data maintained
at each location is stored in a locked room. The system will complies
with the DoD Information Technology Security Certification and
Accreditation Process (DITSCAP).
Access to HMIS records is restricted to individuals who require the
data in the performance of official duties. Access is controlled
through use of passwords.
Retention and disposal:
Records are maintained until no longer needed for current business.
System manager(s) and address:
Program Manager, Executive Information/Decision Support Program
Office, Six Skyline Place, Suite 809, 5111 Leesburg Pike, Falls Church,
VA 22041-3201.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to the TRICARE Management Activity Privacy Office, Skyline 5, Suite
810, 5111 Leesburg Pike, Falls Church, VA 22041-3201.
Requests should contain the full names of the beneficiary and
sponsor, sponsor Social Security Number, sponsor service, beneficiary
date of birth, beneficiary sex, treatment facility(ies), and fiscal
year(s) of interest.
Record access procedures:
Individuals seeking across to information about themselves
contained in this system of records should address written requests to
TRICARE Management Activity Privacy Office, Skyline 5, Suite 810, 5111
Leesburg Pike, Falls Church, VA 22041-3201.
Requests should contain the full names of the beneficiary and
sponsor, sponsor's Social Security Number, sponsor's service,
beneficiary date of birth, beneficiary sex, treatment facility(ies)
that have provided care, and fiscal year(s) of interest.
Contesting record procedures:
The OSD rules for accessing records, for contesting contents and
appealing initial agency determinations are contained in OSD
Administrative Instruction 81; 32 CFR part 311; or may be obtained from
the system manager.
Record source categories
The individual data records that are assembled to form the MHIS are
submitted by the Military Departments' medical treatment facilities,
commercial healthcare providers under contract to the MHS, the Defense
Enrollment Eligibility Reporting System, the Uniformed Service
Treatment Facility Managed Care System, the Department of Health and
Human Services, the Department of Veterans Affairs, and any other
source financed through the Defense Health Program.
Exemptions claimed for the system:
None.
[FR Doc. 04-18494 Filed 8-12-04; 8:45 am]