[Federal Register Volume 60, Number 163 (Wednesday, August 23, 1995)]
[Notices]
[Pages 43774-43776]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 95-20892]



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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