[Federal Register Volume 61, Number 20 (Tuesday, January 30, 1996)]
[Notices]
[Pages 3006-3008]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 96-01615]
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DEPARTMENT OF DEFENSE
Office of the Secretary
Privacy Act of 1974; Notice to Add a System of Records
AGENCY: Department of Defense.
ACTION: Notice to add a system of records.
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SUMMARY: The Office of the Secretary of Defense is proposing to add one
system of records notice to its inventory of
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Privacy Act systems of records notices subject to the Privacy Act of
1974 (5 U.S.C. 552a), as amended.
DATES: The addition is effective February 29, 1996, unless comments are
received that would result in a contrary determination.
ADDRESSES: Send comments to the OSD Privacy Act Officer, Washington
Headquarter Services, Correspondence and Directives Division, Records
Management Division, 1155 Defense Pentagon, Room 5C315, Washington, DC
20301-1155.
FOR FURTHER INFORMATION CONTACT: Mr. Dan Cragg at (703) 695-0970.
SUPPLEMENTARY INFORMATION: The Office of the Secretary of Defense
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 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 January 5, 1996, 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: January 23 1996.
Patricia L. Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DHA 07
System name:
Defense Medical Information System (DMIS).
System location:
Primary location: Directorate of Information Management, Building
1422, Fort Detrick, MD 21702-5000.
Secondary location: Service Medical Treatment Facility Medical
Centers and Hospitals, and Uniformed Services Treatment Facilities. For
a complete listing of all facility addresses 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) or those who receive
medical care at one or more of DoD's medical treatment facilities
(MTFs) or one of the Uniformed Services Treatment Facilities (USTFs),
or who have care provided under the Civilian Health and Medical Program
of the Uniformed Services (CHAMPUS) program.
Categories of records in the system:
Selected data elements extracted from the DEERS beneficiary and
enrollment records. Electronic files containing beneficiary identifier,
date of birth, gender, sponsor status (active duty or retired),
relationship of patient to sponsor, pay grade of sponsor, state or
country, zip code, and enrollment and eligibility status.
Individual patient hospital discharge records. Electronic files
containing patient ID, date of birth, gender, sponsor status (active
duty or retired), relationship to sponsor, pay grade of sponsor, state
or country, zip code, health care dates and services, provider, service
status, health status, billed amount, allowed amount, amount paid by
beneficiary, amount applied to deductible, and amount paid by
government.
Selected data elements extracted from the CHAMPUS medical claims
records. Electronic files containing patient ID, date of birth, gender,
sponsor status (active duty or retired), relationship to sponsor, pay
grade of sponsor, state or country, zip code, health care dates and
services, provider, service status, health status, billed amount,
allowed amount, amount paid by beneficiary, amount applied to
deductible, and amount paid by government.
Data elements extracted from the DEERS electronic Non-availability
Statement (NAS) application. Records containing beneficiary ID, date
and types of health care services not covered by the issuing entity
(MTFs, etc.), along with other demographic and issuing entity
information.
Authority for maintenance of the system:
10 U.S.C. 1102 and E.O. 9397.
Purpose(s):
DMIS collects data from multiple DoD electronic medical systems and
processes and integrates the data in a manner that permits health
management policy analysts to study, evaluate, and recommend changes to
DoD health care programs. Analysis of beneficiary utilization of
military medical and other program resources is possible using DMIS.
Statistical and trend analysis permits changes in response to health
care demand and treatment patterns. The system permits the projection
of future Medical Health Services System (MHSS) beneficiary population,
utilization requirements, and program costs to enable health care
management concepts and programs to be responsive and up to date.
The detailed patient level data at the foundation of DMIS permits
analysis of virtually any aspect of the military health care system.
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 Health Care Finance Administration for conducting
demographic and financial analytical studies.
To the Congressional Budget Office for projecting costs and
workloads associated with DoD Medical benefits.
To the Department of Veterans Affairs (DVA) for coordinating cost
sharing activities between the DoD and DVA.
The `Blanket Routine Uses' set forth at the beginning of OSD's
compilation of systems of records notices apply to this system.
Policies and practices for storing, retrieving, accessing, 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).
Safeguards:
Automated 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 DMIS 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 permanent. They are transferred to the National
Archives
[[Page 3008]]
when no longer needed. Records are de-personalized by replacing
identifiers with non-indexed control numbers before transfer to the
National Archives.
System manager(s) and address:
Corporate Executive Information System Program Office, Six Skyline
Place, Suite 698, 5109 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 Corporate Executive Information System Program Office, Six
Skyline Place, Suite 698, 5109 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 access to information about themselves
contained in this system of records should address written requests to
Corporate Executive Information System Program Office, Six Skyline
Place, Suite 698, 5109 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) 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 DMIS
data base are submitted by the Military Departments, the Defense
Enrollment Eligibility Reporting System, the Office of the Civilian
Health and Medical Program for the Uniformed Services, the Uniformed
Service Treatment Facility Managed Care System, and the Health Care
Finance Administration.
Exemptions claimed for the system:
None.
[FR Doc. 96-01615 Filed 01-29-96; 8:45 am]
BILLING CODE 5000-04-F
