[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 

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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