[Federal Register Volume 59, Number 144 (Thursday, July 28, 1994)]
[Unknown Section]
[Page ]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-18422]


[Federal Register: July 28, 1994]


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DEPARTMENT OF DEFENSE

Privacy Act of 1974; Notice to amend a system of records

AGENCY: Department of the Army, DOD.

ACTION: Notice to amend a system of records.

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SUMMARY: The Department of the Army is amending one system of records 
notice in its existing inventory of records system subject to the 
Privacy Act of 1974, (5 U.S.C. 552a), as amended.

DATES: This proposed action will be effective without further notice on 
August 29, 1994, unless comments are received which result in a 
contrary determination.

ADDRESS: U.S. Army Information Systems Command, ATTN: ASOP-MP, Fort 
Huachuca, AZ 85613-5000.

FOR FURTHER INFORMATION CONTACT: Ms. Pat Turner at (602) 538-6856 or 
DSN 879-6856.

SUPPLEMENTARY INFORMATION: The Department of the Army 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 specific change to the record system being amended is set forth 
below. The proposed amendment is 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 reports.
    Dated: July 22, 1994.

Patricia Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

A0040-66bDASG
    Health Care and Medical Treatment Record System (May 19, 1993, 58 
FR 29207).
* * * * *
    Delete the following from the entry `a blood smear that can be used 
for DNA typing to identify human remains;'.
* * * * *
A0040-66bDASG
    Health Care and Medical Treatment Record System.
    Army Medical Department facilities and activities. Official mailing 
addresses are published as an appendix to the Army's compilation of 
record systems notices.
    Military members of the Armed Forces (both active and inactive); 
dependents; civilian employees of the Department of Defense; members of 
the U.S. Coast Guard, Public Health Service, and Coast and Geodetic 
Survey; cadets and midshipmen of the military academies; employees of 
the American National Red Cross; and other categories of individuals 
who receive medical treatment at Army Medical Department facilities/
activities.
    Name, Social Security Number, medical records (of a permanent 
nature) used to document health; psychological and mental hygiene 
consultation and evaluation; medical/dental care and treatment for any 
health or medical condition provided an eligible individual on an 
inpatient and/or outpatient status to include but not limited to: 
health; clinical (inpatient); outpatient; dental; consultation; and 
procurement and separation x-ray record files.
    Subsidiary medical records (of a temporary nature) are also 
maintained to support records relating to treatment/observation of 
individuals. Such records include but are not limited to: Social work 
case files, inquiries/complaints about medical treatment or services 
rendered by the medical treatment facility, and patient treatment x-ray 
and index files.
    5 U.S.C. 301; 10 U.S.C. 1071-1085; 50 U.S.C. Supplement IV, 
Appendix 454, as amended; E.O. 9397; and Department of Defense 
Instruction 6010.15, Third Party Collection (TPC) Program; DoD 
Directive 6010.14, Inpatient Medical Care for Foreign Military 
Personnel; and Army Regulation 40-57, Armed Forces Medical Examiner 
System.
    To provide health care and medical treatment of individuals; to 
establish tuberculosis/tumor/cancer registries; for research studies; 
compilation of statistical data and management reports; to implement 
preventive medicine, dentistry, and communicable disease control 
programs; to adjudicate claims and determining benefits; to evaluate 
care rendered; determine professional certification and hospital 
accreditation; and determine suitability of persons for service or 
assignment.
    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:
    Information may be disclosed to the Department of Veterans Affairs 
to adjudicate veterans' claims and provide medical care to Army 
members.
    National Research Council, National Academy of Sciences, National 
Institutes of Health, Armed Forces Institute of Pathology, and similar 
institutions for authorized health research in the interest of the 
Federal Government and the public. When not essential for longitudinal 
studies, patient identification data shall be eliminated from records 
used for research studies. Facilities/activities releasing such records 
shall maintain a list of all such research organizations and an 
accounting disclosure of records released thereto.
    To local and state government and agencies for compliance with 
local laws and regulations governing control of communicable diseases, 
preventive medicine and safety, child abuse, and other public health 
and welfare programs.
    Third party payers per 10 U.S.C. 1095 as amended by Pub. L. 99-272, 
and guidance provided to the DoD health services by DoD Instruction 
6010.15, for the purpose of collecting reasonable inpatient/outpatient 
hospital care costs incurred on behalf of retirees or dependents.
    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 or drug abuse prevention and treatment function conducted, 
regulated, or directly or indirectly assisted by any department or 
agency of the united States, shall, except as provided therein, be 
confidential and be disclosed only for the purposes and under the 
circumstances expressly authorized in 42 U.S.C. 290dd-3 and 290ee-3. 
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 `Blanket Routine Uses' do not apply to these types 
of records.
    Paper records in file folders; visible card files; microfiche; 
cassettes; punched cards; magnetic tapes/discs; computer printouts; x-
ray film preservers.
    By patient or sponsor's surname or sponsor's Social Security 
Number.
    Records are maintained in buildings which employ security guards 
and are accessed only by authorized personnel having an official need-
to-know. Automated segments are protected by controlled system 
passwords governing access to data.
    Military health/dental and procurement/separation x-ray records are 
permanent. Clinical (inpatient), outpatient, dental and consultation 
record files for military members are destroyed after 50 years; records 
pertaining to U.S. Military Academy cadets are withdrawn and retired to 
the Surgeon, U.S. Military Academy, West Point, NY 10996-1797. Records 
on civilians and foreign nationals are destroyed after 25 years; except 
for civilian dental records which are destroyed after 5 years. Records 
on American Red Cross personnel are withdrawn and forwarded to the 
American National Red Cross.
    All medical records (except the Military Health/Dental records 
which are active while individual is on active duty, then retired with 
individual's Military Personnel Records Jacket and the procurement/
separation x-ray records which are forwarded to the National Personnel 
Records Center on an accumulation basis) are retained in an active file 
while treatment is provided and subsequently held for a period of 1 to 
5 years following treatment before being retired to the National 
Personnel Records Center. Subsidiary medical records, of a temporary 
nature, are normally not retained long beyond termination of treatment; 
however, supporting documents determined to have significant 
documentation value to patient care and treatment are incorporated into 
the appropriate permanent record file.
    Office of the Surgeon General, Headquarters, Department of the 
Army, 5109 Leesburg Pike, Falls Church, VA 22041-3258.
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the medical facility where treatment was provided. Official mailing 
addresses are published as an appendix to the Army's compilation of 
record systems notices.
    Red Cross employees may write to the Medical Officer, American 
National Red Cross, 1730 E Street, NW, Washington, DC 20006.
    For verification purposes, the individual should provide the full 
name, Social Security Number of sponsor, and current address and 
telephone number. Inquiry should include name of the hospital, year of 
treatment and any details which will assist in locating the records.
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
medical facility where treatment was provided. Official mailing 
addresses are published as an appendix to the Army's compilation of 
record systems notices.
    Red Cross employees may write to the Medical Officer, American 
National Red Cross, 1730 E Street, NW, Washington, DC 20006.
    For verification purposes, the individual should provide the full 
name, Social Security Number of sponsor, and current address and 
telephone number. Inquiry should include name of the hospital, year of 
treatment and any details which will assist in locating the records.
    The Army's rules for accessing records, contesting contents, and 
appealing initial determinations are contained in Army Regulation 340-
21; 32 CFR part 505; or may be obtained from the system manager.
    Subject individual, personal interviews and history statements from 
the individuals; abstracts or copies of pertinent medical records; 
examination records of intelligence, personality, achievement, and 
aptitude; reports from attending and previous physicians and other 
medical personnel regarding results of physical, dental, and mental 
examinations, treatment, evaluation, consultation, laboratory, x-ray 
and special studies and research conducted to provide health care and 
medical treatment; and similar or related documents.
    None.
[FR Doc. 94-18422 Filed 7-27-94; 8:45 am]
BILLING CODE 5000-04-F