[Federal Register Volume 62, Number 234 (Friday, December 5, 1997)]
[Notices]
[Pages 64364-64365]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-31866]


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DEPARTMENT OF DEFENSE

Office of the Secretary


Privacy Act of 1974; System of Records

AGENCY: Office of the Secretary, DoD
ACTION: Notice to Add a System of Records.

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SUMMARY: The Office of the Secretary proposes to add a system of 
records notice to its existing inventory of record systems subject to 
the Privacy Act of 1974, (5 U.S.C. 552a), as amended. The system is 
identified as DHA 08, Health Affairs Survey Data Base.
DATES: This proposed action will be effective without further notice on 
January 5, 1998 unless comments are received which result in a contrary 
determination.
ADDRESSES: Send comments to OSD Privacy Act Coordinator, Washington 
Headquarters Services, Correspondence and Directives Directorate, 
Directives and Records Division, 1155 Defense Pentagon, Washington, DC 
20301-1155.
FOR FURTHER INFORMATION CONTACT: Mr. David Bosworth at (703) 695-0970 
or DSN 225-0970.
SUPPLEMENTARY INFORMATION: The Office of the Secretary 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 November 21, 1997, to 
the House 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, (February 20, 1996, 61 FR 6427).
    Dated: November , 1997.

L.M. Bynum,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DHA 08

SYSTEM NAME:
    Health Affairs Survey Data Base.

SYSTEM LOCATION:
    Primary location: Directorate of Information Management, Fort 
Detrick, MD 21702-5020.
    Secondary locations: Survey distribution and response tracking 
files are located at the contractor facilities.
    Survey result data files are located at the Office of the Assistant 
Secretary of Defense (Health Affairs), the Commanders and Intermediate 
Commanders of the Services Medical Treatment Facilities, the Surgeons 
General of the Military Services and Regional Managers of TRICARE 
facilities. The addresses for the secondary locations may be obtained 
from the Deputy Assistant Secretary of Defense (Health Budgets and 
Programs), Five Skyline Place, Suite 810, 5111 Leesburg Pike, Falls 
Church, VA 22041-3206.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Annual Beneficiary Survey: Individuals eligible for health care 
under Title 10 (including active duty personnel, reserve personnel and 
their family members (dependents); retired Armed Forces personnel and 
their family members; surviving dependents of deceased active duty and 
retired personnel; and certain others including individuals and their 
dependents affiliated with the U.S. Coast Guard, U.S. Public Health 
Service and the National Oceanic and Atmospheric Administration.
    Customer Satisfaction Survey:  Active duty members of the Armed 
Forces, civilian personnel, and contract personnel serving as health 
care providers for individuals eligible for health care under Title 10 
in military medical and dental treatment facilities and other treatment 
settings.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Annual Beneficiary Survey: Name, rank, age, gender, race, address, 
sponsor Social Security Number and family member prefix code of 
individuals who will be surveyed; verification that a survey has been 
completed and returned by the individual; and response data from the 
completed surveys.
    Customer Satisfaction Survey: Medical and dental care provider 
name, provider type, specialty and rank; medical treatment facility, 
and clinic where care was provided; and response data from the 
completed surveys.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 138, Assistant 
Secretaries of Defense; 10 U.S.C. 1071 (NOTE); 10 U.S.C. Chapter 55; 
and E.O. 9397 (SSN).

PURPOSE(S):
    Annual Beneficiary Survey:  The survey collects information 
concerning beneficiary attitudes, perceptions, and opinions about their 
individual health and health care (including access to care, health 
status, use of care, familiarity with programs and services available, 
and satisfaction with care received) in order to assess, plan, 
evaluate, and improve quality, efficiency, convenience and cost 
effectiveness of health care services. This process includes analyses 
of information related to special interest health care subjects, 
including health status, in order to validate current and/or forecast 
future health care needs or to implement plans in response to new 
health care requirements. Retaining beneficiary specifics allows for 
individual follow-up to improve response rates; scientific analysis of 
the data; and to validate survey responses by comparing responses to 
independent sources of data.
    Customer Satisfaction Survey: The survey collects information 
concerning beneficiary attitudes, perceptions, and opinions about 
health care provided during specific visits (including access to care, 
quality of care, satisfaction with how care was delivered, satisfaction 
with the specific care provider, and satisfaction with care received) 
in order to assess, plan, evaluate, and improve quality, efficiency, 
convenience and cost effectiveness of health care services. This 
process includes analyses of information related to special interest 
health care subjects, including health status, in order to validate 
current and/or forecast future health care needs or to implement plans 
in response to new health care requirements. Specific care provider 
information is analyzed in order to alert medical authorities to 
potential problem areas where additional educational and corrective 
measures may be required in order to improve customer satisfaction.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSE OF SUCH USES:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act, these records may specifically be disclosed 
outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as 
follows:
    The `Blanket Routine Uses' set forth at the beginning of OSD's 
compilation of systems of records notices apply to this system.

[[Page 64365]]

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, 
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
    Electronic records stored on magnetic and/or optical media.

RETRIEVABILITY:
    Annual Beneficiary Survey:
    1. Beneficiary Records: Records of beneficiaries who have or have 
not responded to the survey may be retrieved by patient identifiers 
such as name, address, sponsor Social Security Number, family member 
prefix code, and demographic categories such as age, sex, military rank 
group (officer/enlisted/civilian).
    2. Response Records: Survey data is normally retrieved using 
demographic or other non-personalized elements.
    3. The beneficiary and response records contain a randomly 
generated code which permits the identification of the survey 
respondent.
    Customer Satisfaction Survey: 
    1. Beneficiary Records: Records of beneficiaries who have been 
mailed a survey may be retrieved by name and address, but the 
beneficiary identifying personal data is deleted 20 days after the 
mailing of the survey when follow-up correspondence (a reminder) is 
sent to all individuals being surveyed.
    2. Response Records: Records of care providers who furnished care 
at a specific facility/clinic may be retrieved only by the facility/
clinic commander by name, rank (if military), provider type (e.g., 
physician, clinical nurse, etc.) and specialty (e.g., pediatrician.

SAFEGUARDS:
    Media at the primary location are stored in a locked cage in a 
controlled access area when not in use; when maintained at the contract 
location, media are stored in cabinets or storage areas when not being 
used and are placed in a locked container or space within a building 
that is secured after hours. Result data that includes patient or 
provider identification is maintained in locked storage cabinets or 
locked areas in buildings that are secured after hours. Only authorized 
personnel who have received Privacy Act training are permitted access 
to information in the system.
    Specific instructions are provided MTF commanders on the safeguards 
required in handling and maintaining Customer Satisfaction Survey 
information.

RETENTION AND DISPOSAL:
    Hard copy surveys are destroyed after the information contained in 
survey responses is entered into a computer system.
    Annual Beneficiary Survey: Data files with beneficiary specifics 
and results will be retained until an appraisal and schedule is 
obtained from the National Archives and Records Administration.
    Customer Satisfaction Survey: Data files with results and provider 
specifics will be retained until an appraisal and schedule is obtained 
from the National Archives and Records Administration.

SYSTEM MANAGER(S) AND ADDRESS:
     Deputy Assistant Secretary of Defense (Health Budgets and 
Programs), Five Skyline Place, Suite 810, 5111 Leesburg Pike, Falls 
Church, VA 22041-3206.

NOTIFICATION PROCEDURE:
    Individuals seeking to determine whether this system contains 
information about themselves should address written inquiries to the 
Deputy Assistant Secretary of Defense (Health Budgets and Programs)/
Program Review and Evaluation, Five Skyline Place, Suite 810, 5111 
Leesburg Pike, Falls Church, VA 22041-3206.
    Annual Beneficiary Survey: A beneficiary should provide full name, 
sponsor's Social Security Number, family member prefix, and current 
address and telephone number of the individual.
    Customer Satisfaction Survey: A health care provider should provide 
name, current address, telephone number, and name of the medical 
facility and clinic should be supplied.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to records about themselves contained in 
this system should address written inquiries to the Deputy Assistant 
Secretary of Defense (Health Budgets and Programs), Five Skyline Place, 
Suite 810, 5111 Leesburg Pike, Falls Church, VA 22041-3206.
    Annual Beneficiary Survey: A beneficiary should provide full name, 
sponsor's Social Security Number, family member prefix, and current 
address and telephone number of the individual.
    Customer Satisfaction Survey:  A health care provider should 
provide name, current address, telephone number, and name of the 
medical facility and clinic should be supplied.

CONTESTING RECORD PROCEDURES:
    The OSD rules for accessing records and 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:
    Sources include Services medical and dental treatment facilities 
and facilities contracted by DoD to perform medical care for Military 
members, former members and dependents. Survey information is provided 
by the individual patient or a parent or guardian of the individual 
patient. Demographic information that may be related to the patient is 
provided by the Defense Enrollment Eligibility Reporting System 
(DEERS), the Ambulatory Data System (ADS), and the Composite Health 
Care System (CHCS).

EXEMPTIONS CLAIMED FOR THE SYSTEM:
    None.
[FR Doc. 97-31866 Filed 12-4-97; 8:45 am]
BILLING CODE 5000-04-F