Privacy Act of 1974; System of Records

DEPARTMENT OF DEFENSE

Department of the Air Force

Privacy Act of 1974; System of Records

AGENCY: Department of the Air Force, DOD.

ACTION: Notice of an altered record system.

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SUMMARY: The Department of the Air Force proposes to alter a system of

records notice in its inventory of record systems subject to the

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

DATES: The alteration will be effective on December 18, 1997, unless

comments are received that would result in a contrary determination.

ADDRESSES: Send comments to the Air Force Access Programs Manager,

Headquarters, Air Force Communications and Information Center/ITC, 1250

Air Force Pentagon, Washington, DC 20330-1250.

FOR FURTHER INFORMATION CONTACT: Ms. Anne Rollins at (703) 697-8674 or

DSN 227-8674.

SUPPLEMENTARY INFORMATION: The Department of the Navy's record system

notices for records systems 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 altered system report, as required by 5 U.S.C. 552a(r)

of the Privacy Act was submitted on November 3, 1997, to the House

[[Page 61496]]

Committee on Government Reform and Oversight, 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, (61 FR 6427, February 20, 1996).

Dated: November 10, 1997.

L. M. Bynum,

Alternate OSD Federal Register Liaison Officer, Department of Defense.

F044 AF SG K

system name:

Medical Professional Staffing Records (June 11, 1997, 62 FR 31793).

changes:

* * * * *

Routine uses of records maintained in the system, including categories

of users and the purposes of such uses:

Add a new paragraph `Records concerning civilian consultants or

contractors who engage in direct patient care may be released to

civilian organizations employing said civilian consultants or

contractors providing direct patient care to eligible beneficiaries if

such records are necessary to evaluate the civilian consultant or

contractor in accordance with 10 U.S.C. 1102(c)(E).'

* * * * *

F044 AF SG K

System name:

Medical Professional Staffing Records.

System location:

At Air Force medical centers, hospitals, and clinics; all health

facilities where graduate health education programs are conducted;

reserve NAFs/Surgeon's Office; reserve tactical hospitals/clinics,

reserve MSES, and reserve AAG medical elements.

Categories of individuals covered by the system:

Practitioners, who are, or have been, members of the USAF Medical

Service, Civil Service Employees (including civilian consultants who

engage in direct patient care), or contractors who are assigned to,

employed by, or practice in the Air Force medical facility for the

purpose of providing health services for eligible beneficiaries; United

States Air Force Medical Service personnel pursuing graduate health

education programs.

Categories of records in the system:

(1) Credential review files: Contains curriculum vitae, list of

approved privileges, copies of diplomas and certificates, records of

continuing health education training, letters of evaluation, summaries

of special activities or other information, including malpractice

claims reports, furnished or solicited in order to fully evaluate the

professional qualifications of individuals, and the records of any

actions taken on the individual's credentials.

(2) Health education records: Applications for training, training

reports, Faculty Board reports, photograph or negative, and personnel

documents related to training.

Authority for maintenance of the system:

10 U.S.C. Chapter 55, Medical and Dental Care; medical specialists,

as implemented by Air Force Instruction 44-119, Quality Assurance in

the Air Force Medical Service.

Purpose(s):

The information contained in credential review files is used to

award, limit, suspend, restrict or revoke the inpatient and ambulatory

clinical privileges to all categories of health practitioners.

Health education records are used to permit evaluations of

individuals in training, by program directors, in managing the

individual in training; by the record maintenance personnel, to

document changes to the individual's personnel record maintained by the

servicing Consolidated Base Personnel Office (CBPO).

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:

The information may also be released to a governmental board or

agency or health care professional society or organization if such

record of document is needed to perform licensing or professional

standards monitoring related to health care practitioners who are or

were formerly members, employees of the Armed Forces, or contractors,

and to medical institutions or organizations wherein such member,

employee or contractor has applied for or been granted authority or

employment to provide health care services if such record or document

is needed to assess the professional qualifications of such member or

employee.

Records concerning civilian consultants or contractors who engage

in direct patient care may be released to civilian organizations

employing said civilian consultants or contractors providing direct

patient care to eligible beneficiaries if such records are necessary to

evaluate the civilian consultant or contractor in accordance with 10

U.S.C. 1102(c)(E).

The `Blanket Routine Uses' published at the beginning of the Air

Force's compilation of systems of records notices apply to this system.

Policies and practices for storing, retrieving, accessing, retaining,

and disposing of records in the system:

Storage:

Maintained in file folders and visible file binders/cabinets.

Retrievability:

Retrieved by name.

Safeguards:

Records are accessed by custodian of the record system, by

person(s) responsible for servicing the record system in performance of

their official duties; by commanders of USAF medical centers hospitals

and clinics (credential review files); by program directors, trainees

and personnel managers with the need-to-know (health education

records).

Retention and disposal:

(1) Credential review files are retained in the office files of the

medical facility where the practitioner is assigned, employed, or

practicing. Following separation, resignation, or retirement, the files

are retained at the location of the last duty assignment for a period

of 3 years and then are destroyed.

(2) Health education files are retained by the director of health

education until training is completed, files are then kept by the

health facility for 30 years and then destroyed by tearing into pieces,

shredding, pulping, macerating, or burning; if facility is deactivated,

the records are retired to the Washington National Records Center,

Washington, DC 20409 to be retained until the 30-year period has

expired at which time they will be destroyed.

System manager(s) and address:

The Surgeon General, Headquarters, United States Air Force;

Commanders of medical centers, hospitals, clinics. Official mailing

addresses are published as an appendix to the Air Force's compilation

of systems of records notices.

[[Page 61497]]

For health education records, individuals should give full name,

military status, Social Security Number, when they entered training and

completed training, and what corps within the medical service they are

a member. Individuals may visit either the health facility maintaining

the records or the Office of the Surgeon, Air Force Manpower and

Personnel Center, Randolph Air Force Base, TX to learn if the record

system contains their records. When visiting either of these locations,

the individual must provide a valid drivers license or equivalent

identification containing a photograph to establish identity.

Notification procedure:

Individuals seeking to determine whether information about

themselves is contained in this system should address written inquiries

to or visit the system manager.

Record access procedures:

Individuals seeking access to information about themselves

contained in this system should address written inquiries to or visit

the system manager. For health education records, individual may obtain

assistance by writing or presenting themselves in person to the health

facility where the records are maintained. Official mailing addresses

are published as an appendix to the Air Force's compilation of systems

of records notices.

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 806b; or may be obtained from

the system manager.

Record source categories:

Credential review files: Basic information submitted by the

practitioner. Additional information may be solicited from other

sources in order to permit the credentials committee to best judge the

capabilities of the practitioner. Health education records: Previous

employer, educational institutions, master personnel record,

information provided by the individual concerned.

Exemptions claimed for the system:

None.

[FR Doc. 97-30171 Filed 11-17-97; 8:45 am]

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