[Federal Register Volume 75, Number 117 (Friday, June 18, 2010)]
[Notices]
[Pages 34709-34711]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2010-14712]
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DEPARTMENT OF DEFENSE
Department of the Air Force
[Docket ID USAF-2010-0016]
Privacy Act of 1974; System of Records
AGENCY: Department of the Air Force, DoD.
ACTION: Notice to amend a system of records.
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SUMMARY: The Department of the Air Force is proposing to amend a system
of records notice in its existing inventory of records systems subject
to the Privacy Act of 1974, (5 U.S.C. 552a), as amended.
DATES: The changes will be effective on July 19, 2010, unless comments
are received that would result in a contrary determination.
ADDRESSES: You may submit comments, identified by docket number and
title, by any of the following methods:
Federal Rulemaking Portal: http://www.regulations.gov.
Follow the instructions for submitting comments.
Mail: Federal Docket Management System Office, 1160
Defense Pentagon, Washington, DC 20301-1160.
Instructions: All submissions received must include the agency name
and docket number for this Federal Register document. The general
policy for comments and other submissions from members of the public is
to make these submissions available for public viewing on the Internet
at http://www.regulations.gov as they are received without change,
including any personal identifiers or contact information.
FOR FURTHER INFORMATION CONTACT: Mr. Ben Swilley at (703) 696-6172.
SUPPLEMENTARY INFORMATION: The Department of the Air Force systems of
records notices 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 Air Force Privacy Act Officer, Office of Warfighting
Integration and Chief Information Officer, SAF/XCPPF, 1800 Air Force
Pentagon, Washington, DC 20330-1800.
The specific changes to the records system being amended are set
forth below followed by the notice, as amended, published in its
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 34710]]
Dated: June 14, 2010.
Mitchell S. Bryman,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F044 AF SG E
System name:
Medical Record System (December 9 2003; 68 FR 68609)
Changes:
* * * * *
Categories of records in the system:
Delete entry and replace with ``Full name, Social Security Number
(SSN), or Military Service Number, date treatment was provided, name of
facility providing treatment, inpatient, outpatient, and ambulatory
procedure visit (APV) records of care received in Air Force medical
facilities. Documentation includes, but is not limited to: patient's
medical history; physical examination; treatment received; supporting
documentation such as laboratory and x-ray reports; cover sheets and
summaries of hospitalization; diagnoses, procedures or surgery
performed; administrative forms which concern medical conditions such
as Line of Duty Determinations, physical profiles, and medical
recommendations for flying duty. Secondary files are maintained such as
patient registers, nominal indices, x-ray and laboratory files, indices
and registers.''
Authority for maintenance of the system:
Delete entry and replace with ``10 U.S.C. 8013, Secretary of the
Air Force; 10 U.S.C. 55, Medical and Dental Care; and E.O. 9397 (SSN),
as amended.''
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add as last paragraph: ``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.''
* * * * *
Retention and disposal:
Delete entry and replace with ``While on active duty, the Health
Record of a U.S. military member is maintained at the medical unit at
which the person receives treatment.
On separation or retirement, records are forwarded to the
Department of Veterans Affairs, Records Management Center in St. Louis,
MO or to the appropriate Veterans Affairs Regional Office if a Veterans
Affairs claim has been filed.
Records of non-active duty personnel are mailed to the next
military medical facility at which treatment will be received or the
records are retained at the treating facility until 2 years after the
end of the calendar year of the last date of treatment and then retired
to the National Personnel Record Center (NPRC) or other designated
depository, such as, but not limited to, Medical Director, American Red
Cross, Washington, DC 20006 for Red Cross personnel. At NPRC all
inpatient, outpatient, and APV records are retained for 50 years after
date of last document.
In addition, military records sent to the DVA after 1 May 1994 are
maintained for 50 years after date of last document.''
* * * * *
F044 AF SG E
System name:
Medical Record System
System location:
Headquarters, United States Air Force, Surgeon General (HQ USAF/
SG), medical centers, hospitals and clinics, medical aid stations,
National Personnel Record Centers, Air National Guard activities, and
Air Force Reserve units. Official mailing addresses are published as an
appendix to the Air Force compilation of systems notices.
Categories of individuals covered by the system:
Persons treated in an Air Force medical facility and active duty
members for whom primary care is provided.
Categories of records in the system:
Full name, Social Security Number (SSN), or Military Service
Number, date treatment was provided, name of facility providing
treatment, inpatient, outpatient, and ambulatory procedure visit (APV)
records of care received in Air Force medical facilities. Documentation
includes, but is not limited to: patient's medical history; physical
examination; treatment received; supporting documentation such as
laboratory and x-ray reports; cover sheets and summaries of
hospitalization; diagnoses, procedures or surgery performed;
administrative forms which concern medical conditions such as Line of
Duty Determinations, physical profiles, and medical recommendations for
flying duty. Secondary files are maintained such as patient registers,
nominal indices, x-ray and laboratory files, indices and registers.
Authority for maintenance of the system:
10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. 55, Medical
and Dental Care; and E.O. 9397 (SSN), as amended.
Purpose(s):
Used to document, plan, and coordinate the health care of patients;
aid in preventative health and communicable disease control programs;
determine eligibility and suitability for benefits for various
programs; adjudicate claims; evaluate care rendered; teach/compile
statistical data; and conduct research.
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 of 1974, these records contained therein may
specifically be disclosed outside the DoD as a routine use pursuant to
5 U.S.C. 552a(b)(3) as follows:
Information from the inpatient, outpatient or APV medical records
of retirees and dependents may be disclosed to third party payers for
the purpose of collecting reasonable inpatient/outpatient/APV hospital
care costs incurred on behalf of retirees or dependents. Records are
used and reviewed by health care providers in the performance of their
duties. Health care providers include military and civilian providers
assigned to the medical facility where care is being provided. Students
participating in a training affiliation program with a USAF medical
facility may also use and review records as part of their training
program. In addition, records may be disclosed to:
(1) Officials and employees of the Department of Veterans Affairs
in the performance of their official duties relating to the
adjudication of veterans' claims and in providing medical care to
members of the Air Force.
(2) Officials and employees of other departments and agencies of
the Executive Branch of government upon request in the performance of
their official duties relating to review of the official qualifications
and medical history of applicants and employees who are covered by the
record system and for the conduct of research studies.
[[Page 34711]]
(3) Private organizations (including educational institutions) and
individuals for authorized health research in the interest of the
Federal government and the public. When not considered mandatory,
patient identification data shall be eliminated from records used for
research studies.
(4) Officials and employees of the National Research Council in
cooperative studies of the National History of Disease of prognosis and
of epidemiology. Each study in which the records of members and former
members of the Air Force are used must be approved by the Surgeon
General of the Air Force.
(5) Officials and employees of local and state governments and
agencies in the performance of their official duties pursuant to the
laws and regulations governing local control of communicable diseases,
preventive medicine and safety programs, child abuse and other public
health and welfare programs.
(6) Authorized surveying bodies for professional certification and
accreditations.
(7) The individual's organization or government agency as necessary
when required by Federal statute, Executive Order or by treaty.
The DoD ``Blanket Routine Uses'' published at the beginning of the
Air Force's compilation of record system notices apply to this system,
except as stipulated in `Notes' below.
NOTE: Records of identity, diagnosis, prognosis or treatment of
any client/patient, irrespective of whether or when he/she ceases to
be a client/patient, maintained in connection with the performance
of any alcohol/drug abuse treatment function conducted, requested,
or directly or indirectly assisted by any department or agency of
the United States, shall, except as provided herein, be confidential
and be disclosed only for the purposes and under the circumstances
expressly authorized in 42 U.S.C. 290dd-2. These statutes take
precedence over the Privacy Act of 1974 in regard to accessibility
of such records except to the individual to whom the record
pertains. The DoD `Blanket Routine Uses' do not apply to these types
of records.
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:
Paper records and electronic storage media.
Retrievability:
By name, Social Security Number (SSN), or by Military Service
Number.
Safeguards:
Records are accessed by commanders of medical centers, hospitals
and clinics; by custodian of the record system; and by person(s)
responsible for servicing the record system in performance of their
official duties and by authorized personnel who are properly screened
and cleared by need-to-know. Records are stored in locked rooms and
cabinets, and access to automated records is controlled and limited.
Retention and disposal:
While on active duty, the Health Record of a U.S. military member
is maintained at the medical unit at which the person receives
treatment.
On separation or retirement, records are forwarded to the
Department of Veterans Affairs, Records Management Center in St. Louis,
MO or to the appropriate Veterans Affairs Regional Office if a Veterans
Affairs claim has been filed.
Records of non-active duty personnel are mailed to the next
military medical facility at which treatment will be received or the
records are retained at the treating facility until 2 years after the
end of the calendar year of the last date of treatment and then retired
to the National Personnel Record Center (NPRC) or other designated
depository, such as, but not limited to, Medical Director, American Red
Cross, Washington, DC 20006 for Red Cross personnel. At NPRC all
inpatient, outpatient, and APV records are retained for 50 years after
date of last document.
In addition, military records sent to the DVA after 1 May 1994 are
maintained for 50 years after date of last document.
System manager(s) and address:
The Surgeon General, Headquarters United States Air Force.
Chief of Air Force Reserve, Headquarters United States Air Force.
Director of Air National Guard, Headquarters United States Air
Force.
Commanders of medical centers, hospitals, clinics, medical aid
stations: Commander, Air Force Personnel Center. Official mailing
addresses are published as an appendix to the Air Force's compilation
of system notices.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should address inquiries to or
visit the system manager. Official mailing addresses are published as
an appendix to the Air Force's compilation of record systems notices.
Requester must submit full name, Social Security Number (SSN) (or
Military Service Number) through whom eligibility for care is
established: date (at least year) treatment was provided; name of
facility providing treatment; and whether treatment was as inpatient or
outpatient.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system should address requests to the system manager. Official
mailing addresses are published as an appendix to the Air Force's
compilation of systems notices.
Requester must submit full name, Social Security Number (SSN) (or
Military Service Number) through whom eligibility for care is
established: date (at least year) treatment was provided; name of
facility providing treatment; and whether treatment was as inpatient or
outpatient.
Contesting record procedures:
The Air Force rules for accessing records and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37-132; 32 CFR part 1806b; or may be obtained
from the system manager.
Record source categories:
Physicians and other patient care providers such as nurses,
dietitians, and physicians assistants. Administrative forms are
completed by appropriate military or civilian officials.
Exemptions claimed for the system:
None.
[FR Doc. 2010-14712 Filed 6-17-10; 8:45 am]
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