Privacy Act of 1974; Notice to Add Record Systems

DEPARTMENT OF DEFENSE

Office of the Secretary

Privacy Act of 1974; Notice to Add Record Systems

AGENCY: Office of the Secretary of Defense, DOD.

ACTION: Notice to add record systems.

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SUMMARY: The Office of the Secretary of Defense proposes to add two

systems of records notices to its inventory of record systems subject

to the Privacy Act of 1974 (5 U.S.C. 552a), as amended.

DATES: The additions will be effective on September 22, 1995, unless

comments are received that would result in a contrary determination.

ADDRESSES: Send comments to Chief, Records Management and Privacy Act

Branch, Washington Headquarter Services, Correspondence and Directives,

Records Management Division, 1155 Defense Pentagon, Washington, DC

20301-1155.

FOR FURTHER INFORMATION CONTACT: Mr. Dan Cragg at (703) 695-0970 or DSN

225-0970.

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 systems reports, as required by 5 U.S.C. 552a(r) of

the Privacy Act of 1974, as amended, were submitted on August 4, 1995,

to the Committee on Government Reform and Oversight of the House of

Representatives, the Committee on Governmental Affairs of the Senate,

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 July

25, 1994 (59 FR 37906, July 25, 1994).

Dated: August 16, 1995.

Patricia L. Toppings,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

DHA 05

Persian Gulf Veterans Illnesses Files.

Department of Defense Persian Gulf Veterans Illnesses Investigative

Team, 5205 Leesburg Pike, Falls Church, VA 22041-3881; and Assistant

Secretary of Defense (Health Affairs), 1200 Defense Pentagon,

Washington, DC 20301-1200.

Individuals who served in Operation Desert Storm and/or Operation

Desert Shield who feel they may have been exposed to biological,

chemical, disease, or environmental agents. Those individuals may

contact the Persian Gulf Veterans Illnesses Investigative Team by

dialing 1-800-472-6719 to report experiences of unusual illness or

health conditions following service during the Persian Gulf conflict.

Records consist of individual's name, Social Security Number or

service number, last known or current address, occupational

information, date and extent of involvement in Persian Gulf military

operations, perceived exposure information, medical treatment

information, medical history of subject, and other documentation of

reports of possible exposure to biological, chemical, disease, or

environmental agents.

The system contains information from unit and historical records

and information provided to the Department of Defense by individuals

with first-hand knowledge of reports of possible biological, chemical,

disease, or environmental incidents.

Information from health care providers who have evaluated patients

with illnesses possibly related to service in the Persian Gulf is also

included. Records include those documents, files, and other matter in

the medical, operational, and intelligence communities that could

relate to possible causes of Persian Gulf War Veterans illnesses.

Records of diagnostic and treatment methods pursued on subjects

following reports of possible incidental exposure are also included in

this system.

10 U.S.C. 131, 10 U.S.C. 136, and E.O. 9397.

Records are collected and assembled to permit investigative

examination and analysis of reports of possible exposure to biological,

chemical, disease, or environmental agents incident to service in the

Persian Gulf War and to conduct scientific or related studies or

medical follow-up programs.

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 Veterans Affairs and the Social Security

Administration for appropriate consideration of individual claims for

benefits for which that agency is responsible.

The `Blanket Routine Uses' set forth at the beginning of OSD's

compilation of

[[Page 43775]]

systems of records notices apply to this system.

Paper records are maintained in file folders; electronic records

are stored on magnetic media; microfilm/microfiche are maintained in

appropriate storage containers.

Records are retrieved by case number, name, Social Security Number

or service number.

Access to areas where records maintained is limited to authorized

personnel. Areas are protected by access control devices during working

hours and intrusion alarm devices during non-duty hours.

Files will be retained permanently. They will be maintained in the

custody of the Persian Gulf Veterans Illnesses Investigative Team under

the oversight of the Assistant Secretary of Defense (Health Affairs)

until completion of the Team's investigative mission. Upon disbanding

of the Team, custody of the records will be transferred to OASD(HA)

where they will be held for five years, and then transferred to the

National Archives and Records Administration.

Assistant Secretary of Defense (Health Affairs), 1200 Defense

Pentagon, Washington, DC 20301-1200.

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Director, Persian Gulf War Veterans Illnesses Investigative

Team, Suite 810, 5205 Leesburg Pike, Falls Church, VA 22041-3881, or to

the Assistant Secretary of Defense (Health Affairs), 1200 Defense

Pentagon, Washington, DC 20301-1200.

Individuals seeking access to records about themselves contained in

this system of records should address written inquiries to the

Director, Persian Gulf War Veterans Illnesses Investigative Team, Suite

810, 5205 Leesburg Pike, Falls Church, VA 22041-3881, or to the

Assistant Secretary of Defense (Health Affairs), 1200 Defense Pentagon,

Washington, DC 20301-1200.

The OSD's 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.

Information is from the individuals themselves, witnesses to a

possible agent event, health care providers who have evaluated patients

with illnesses possibly related to service in the Persian Gulf, as well

as extracts from historical records to include: personnel files and

lists, unit histories, medical records, and related sources.

None.

DHA 06

USTF Managed Care System.

Primary location: Office of the Assistant Secretary of Defense

(Health Affairs), Deputy Assistant Secretary of Defense (Health

Services Financing), Director Uniformed Services Treatment Facility

Program Office, 1200 Defense Pentagon, Room 1B657, Washington, DC

20301-1200.

Secondary locations: Directorate of Information Management,

Building 1422, Ft. Detrick, MD 21702-5012.

Vector Research, Incorporated, 901 South Highland Street,

Arlington, VA 22204-2419.

USTF Management Office Sites:

Martin's Point Healthcare Center, 331 Veranda Street, Portland, ME

04103-5040.

Brighton Marine Health Center, 77 Warren Street, Boston, MA 02135-

9862.

Bayley Seton Hospital, Bay Street and Vanderbilt Avenue, Staten

Island, NY 10304-3850.

Johns Hopkins Medical Services Corporation, 3100 Wyman Park Drive,

Baltimore, MD 21211-2803.

Lutheran Medical Center, 2609 Franklin Boulevard, Cleveland, OH

44113-2992.

Sisters of Charity of the Incarnate Word, 2600 North Loop West,

Houston, TX 77092-8914.

Pacific Medical Center, 1200 12th Avenue South, Seattle, WA 98144-

2790.

Individuals eligible to participate in, and who have elected to

enroll in the Uniformed Services Treatment Facility (USTF) segment of

the Department of Defense Military Health Services System.

Enrollment Records: Electronic files containing beneficiary ID,

date of birth, gender, sponsor status (active duty or retired),

relationship to sponsor, sponsor pay grade, state/country, zip code,

and program enrollment information (i.e., date of enrollment,

expiration of enrollment, program enrolled in, etc.)

Management Clinical Data Records: Electronic files containing USTF

identifier, beneficiary ID, other demographics (i.e., county, state,

zip code, coverage area for USTF), healthcare services, healthcare

provider, and financial information (e.g., Diagnosis-Related Groups and

uniformed service beneficiaries cost share.)

Medicare Claims Records: Electronic files containing claim

identifiers, beneficiary ID, county, state, zip code, healthcare

services, healthcare provider, and cost of healthcare and procedure

retained for two years for analysis of cost trends.

10 U.S.C. 1102 and E.O. 9397.

The system is used to administer the USTF segment of the DoD

Managed Medical Care System. It identifies eligible beneficiaries

enrolled in USTF managed care programs and records healthcare services

provided and payments made on behalf of eligible uniformed services

health beneficiaries. Additional management functions enable DoD

Healthcare Officials to use information in the system at individual and

aggregate levels to monitor quantity and type of healthcare provided

and to analyze and study the cost effectiveness of the USTF Managed

Care System.

In addition to disclosures noted above and those 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 Health Care Finance Agency, to detect duplicate or overlapping

payments made by Medicare.

To National Oceanic Service, United States Public Health Service,

and National Oceanic and Atmospheric Administration to track services

[[Page 43776]]

provided to their uniformed service personnel and beneficiaries.

The 'Blanket Routine Uses' set forth at the beginning of OSD's

compilation of systems of records notices also apply to this system.

Computer files are stored on magnetic tape and disk.

Individual records are retrieved by patient or sponsor's surname,

Social Security Number, classification of medical diagnosis, procedure

code, enrollment date or code, age, location, or other data field.

Records are maintained in a controlled area accessible only to

authorized personnel. Entry to this area is restricted to personnel

with a valid requirement and authorization to enter. Physical entry is

restricted by the use of a cipher lock on the only entrance to the

computer room. Personal data maintained at the back-up site is stored

in a locked room.

Access to USTF personal data records is restricted to those

individuals who require the records in the performance of official

duties and to those records that are the subject of official duties.

Access is restricted by passwords that are changed periodically.

Maintained for as long as beneficiary is enrolled in USTF Military

Health Services System. Upon death or disenrollment from system,

records are marked for inactive file and kept an additional five years.

Storage media containing data with personal identifiers will be erased

(degaussed) after the five year inactive record retention.

Office of the Assistant Secretary of Defense (Health Affairs),

Deputy Assistant Secretary of Defense (Health Services Financing),

Director, Uniformed Services Treatment Facility Program Office, 1200

Defense Pentagon, Room 1B657, Washington, DC 20301-1200.

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to the Healthcare Management Directorate, Defense Medical Systems

Support Center, Office of the Assistant Secretary of Defense (Health

Affairs), Six Skyline Place, Suite 508, 5109 Leesburg Pike, Falls

Church, VA 22041-3201.

The request should contain the full names of the patient and

sponsor, sponsor's Social Security Number, patient's date of birth,

Defense Enrollment/Eligibility Reporting System dependent suffix,

gender, treatment facility(ies), and calendar year(s) of interest.

Written requests from an individual wishing to obtain a copy of his

or her records should be addressed to Healthcare Management

Directorate, Defense Medical Systems Support Center, Office of the

Assistant Secretary of Defense (Health Affairs), Six Skyline Place,

Suite 508, 5109 Leesburg Pike, Falls Church, VA 22041-3201.

The request should contain the full names of the patient and

sponsor, sponsor's Social Security Number, patient's date of birth,

Defense Enrollment/Eligibility Reporting System dependent suffix,

gender, treatment facility(ies), and calendar year(s) of interest.

The OSD's 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.

Uniformed Services Treatment Facility enrollment records; medical/

hospital information systems, and/or billing systems; eligibility

information from the Defense Enrollment/Eligibility Reporting System;

claim information from Health Care Financing Agency; beneficiary

information from National Oceanic and Atmospheric Administration,

National Oceanic Service, and U.S. Public Health Service.

None.

[FR Doc. 95-20892 Filed 8-22-95; 8:45 am]

BILLING CODE 5000-04-F