[Federal Register Volume 63, Number 56 (Tuesday, March 24, 1998)]
[Notices]
[Pages 14123-14126]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-7500]


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DEPARTMENT OF HEALTH AND HUMAN SERVICES

Health Resources and Services Administration


Privacy Act of 1974; Annual Publication of Systems of Records

AGENCY: Health Resources and Services Administration, (HRSA), HHS.

ACTION: Publication of minor changes to system-of-records notices.

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SUMMARY: In accordance with Office of Management and Budget Circular 
No. A-130, Appendix I, ``Federal Agency Responsibilities for 
Maintaining Records About Individuals,'' HRSA is publishing minor 
changes to its notices of systems of records.

SUPPLEMENTARY INFORMATION: HRSA has completed the annual review of its 
systems of records and is publishing below those minor changes which 
affect the public's right or need to know, such as system deletions, 
title changes, and changes in the system location of records, or the 
addresses of systems managers. A major alteration was made to system-
of-records notice 09-15-0054, ``National Practitioner Data Bank for 
Adverse Information on Physicians and Other Health Care Practitioners, 
HHS/HRSA/BHPr,'' 62 FR 12653-12656, March 17, 1997.

    Dated: March 3, 1998.
James J. Corrigan,
 Acting Associate Administrator for Management and Program Support.

Table of Contents

    The following table of contents lists all currently active 
Privacy Act systems of records maintained by the Health Resources 
and Services Administration:

09-15-0001  Division of Federal Occupational Health (FOH) Health 
Records, HHS/HRSA/BPHC.
09-15-0002  Record of Patients' Personal Valuables and Monies, HHS/
HRSA/BPHC.
09-15-0003  Contract Physicians and Consultants, HHS/HRSA/BPHC.
09-15-0004  Federal Employee Occupational Health Data System, HHS/
HRSA/BPHC.
09-15-0007  Patients Medical Records System PHS Hospitals/Clinics, 
HHS/HRSA/BPHC.
09-15-0028  PHS Clinical Affiliation Trainee Records, HHS/HRSA/BPHC.
09-15-0037  Public Health Service (PHS) and National Health Service 
Corps (NHSC) Scholarship/Loan Repayment Participant Records System, 
HHS/HRSA/BPHC.
09-15-0038  Disability Claims of the Nursing Student Loan Program, 
HHS/HRSA/BHPr.
09-15-0039  Disability Claims in the Health Professions Student Loan 
Program, HHS/HRSA/BHPr.
09-15-0042  Physician Shortage Area Scholarship Program, HRSA/HRSA/
BPHC.
09-15-0044  Health Educational Assistance Loan Program (HEAL) Loan 
Control Master File, HHS/HRSA/BHPr.
09-15-0046  Health Professions Planning and Evaluation, HHS/HRSA/OA.
09-15-0054  National Practitioner Data Bank for Adverse Information 
on Physicians and Other Health Care Practitioners, HHS/HRSA/BHPr.
09-15-0055  Organ Procurement and Transplantation Network (OPTN) 
Data System, HHS/HRSA/OSP.
09-15-0056  National Vaccine Injury Compensation Program, HHS/HRSA/
BHPr.
09-15-0057  Scholarships for the Undergraduate Education of 
Professional Nurses Grant Programs, HHS/HRSA/BHPr.
09-15-0058  Faculty Loan Repayment Program, HHS/HRSA/BHPr.
09-15-0059  Health Resources and Services Administration 
Correspondence Control System, HHS/HRSA/OMPS.

Changes

09-15-0001

System Name:
    Division of Federal Occupational Health (FOH) Health Records, HHS/
HRSA/BPHC.
    Minor changes have been made to this system-of-records notice. The 
following category should be revised:
* * * * *

System Manager(s) and Address:
    Director, Division of Federal Occupational Health, Bureau of 
Primary Health Care, Health Resources and Services Administration, 4530 
East West

[[Page 14124]]

Highway, 3rd Floor, Bethesda, MD 20814.
* * * * *
09-15-0007

SYSTEM NAME:
    Patients Medical Record System PHS Hospitals/Clinics, HHS/HRSA/
BPHC.
    Minor changes have been made to this system-of-records notice. The 
following category should be revised:
* * * * *

Appendix 2--Federal Records Centers

    Federal Archives and Records Center, 380 Trapelo Road, Waltham, 
Massachusetts 02154. Area served: Maine, Vermont, New Hampshire, 
Massachusetts, Connecticut, and Rhode Island.
    Federal Archives and Records Center, Military Ocean Terminal, 
Building 22, Bayonne, New Jersey 07002 (Closing in Spring of 1998). 
Area served: New York, New Jersey, Puerto Rico, the Virgin Islands, 
and the Panama Canal Zone.
    Federal Records Center, Central Plains Region, 200 Space Center 
Drive, Lee's Summit, Missouri 64064 (Replacing Bayonne, New Jersey, 
center.
    Federal Archives and Records Center, 5000 Wissahickon Avenue, 
Philadelphia, Pennsylvania 19144. Area served: Delaware and 
Pennsylvania east of Lancaster.
    Washington National Records Center, 4205 Suitland Road, 
Suitland, Maryland 20409. Area served: District of Columbia, 
Maryland, Virginia, and West Virginia.
    Federal Archives and Records Center, GSA, 1557 St. Joseph 
Avenue, East Point, Georgia 30344. Area served: North Carolina, 
South Carolina, Tennessee, Mississippi, Alabama, Georgia, Florida, 
and Kentucky.
    Federal Archives and Records Center, GSA, 7358 South Pulaski 
Road, Chicago, Illinois 60629. Area served: Illinois, Wisconsin, and 
Minnesota.
    Federal Records Center, 3150 Springbro Road, Dayton, Ohio 45439. 
Area served: Indiana, Michigan, and Ohio.
    National Records Center (Civilian Personnel Records), 111 
Winnebago Street, St. Louis, Missouri 63118. Area served: Greater 
St. Louis Area.
    Federal Archives and Records Center, Post Office Box 6216, Fort 
Worth, Texas 76115. Area served: Texas, Oklahoma, Arkansas, 
Louisiana, and New Mexico.
    Federal Archives and Records Center, 1000 Commodore Drive, San 
Bruno, California 94066. Area served: Nevada (except Clark County), 
California (except Southern California), and American Samoa.
    Federal Archives and Records Center, Post Office Box 6719, 
Laguna Niguel, California 92677. Area served: Clark County, Nevada; 
Southern California (Counties of San Luis Obispo, Kern, San 
Bernadino, Santa Barbara, Ventura, Los Angeles, Riverside, Orange, 
Imperial, Inyo, and San Diego); and Arizona.
    Federal Archives and Records Center, 6125 Sand Point Way, 
Seattle, Washington 98115. Area served: Washington, Oregon, Idaho, 
Alaska, Hawaii, and Pacific Ocean area (except American Samoa).
* * * * *
09-15-0038

System Name:
    Disability Claims of the Nursing Student Loan Program, HRSA/HRSA/
BHPr.
    Minor changes have been made to this system-of-records notice. The 
following category should be revised:
* * * * *

System Manager(s) and Address:
    Associate Division Director, Office for Campus Based Programs, 
Division of Student Assistance, Bureau of Health Professions, Health 
Resources and Services Administration, 5600 Fishers Lane, Room 8-34, 
Rockville, MD 20857.
* * * * *
09-15-0039

System Name:
    Disability Claims in the Health Professions Student Loan Program, 
HHS/HRSA/BHPr.
    Minor changes have been made to this system-of-records notice. The 
following category should be revised:
* * * * *

System Manager(s) and Address:
    Associate Division Director, Office for Campus Based Programs, 
Division of Student Assistance, Bureau of Health Professions, Health 
Resources and Services Administration, 5600 Fishers Lane, Room 8-34, 
Rockville, MD 20857.
* * * * *
09-15-0046

System Name:
    Health Professions Planning and Evaluation, HHS/HRSA/OA.
    A minor change has been made to this system-of-record notice. The 
following category should be revised:
* * * * *

Authority for Maintenance of the System:
    Authority is found in the following sections of the Public Health 
Service Act: Title III, Part D, Primary Health Care (42 U.S.C. 254b); 
Title VII, Health Research and Training Facilities and Training of 
Professional Health Personnel (42 U.S.C. 292); Title VIII, Nurse 
Education (42 U.S.C. 296k); Title XXVI (42 U.S.C. 300ff-11); section 
241 (42 U.S.C. 238j); and section 301 (42 U.S.C. 241).
    Authority is also found in section 401 of the Health Care Quality 
Improvement Act of 1986 (42 U.S.C. 11101 note).
* * * * *
09-15-0055

System Name:
    Organ Procurement and Transplantation Network (OPTN) Data System, 
HHS/HRSA/OSP.
    Minor changes have been made to this system-of-records notice. The 
following categories should be revised:
* * * * *

Safeguards:
    1. Authorized users: Access is limited to authorized Health 
Resources and Services Administration (HRSA) and contract personnel 
responsible for administering the program. Authorized personnel include 
the System Manager and Project Officer, and the HRSA Automated 
Information System (AIS) Systems Security Officer; and the program 
managers who have responsibilities for implementing the program. Both 
HRSA and the contractor shall maintain current lists of authorized 
users
    2. Physical safeguards: Magnetic tapes, disc packs, computer 
equipment, and hard-copy files are stored in areas where fire and life 
safety codes are strictly enforced. All automated and nonautomated 
documents are protected on a 24-hour basis in locked storage areas. 
Security guards perform random checks on the physical security of the 
records storage area. The contractor is required to maintain off site a 
complete copy of the system and all necessary files to run the computer 
organ donor-recipient match and update software.
    3. Procedural safeguards: A password is required to access the 
terminal and a data set name controls the release of data to only 
authorized users. All users of personal information in connection with 
the performance of their jobs protect information from public view and 
from unauthorized personnel entering an unsupervised office. All 
authorized users must sign a nondisclosure statement. Access to records 
is limited to those staff members trained in accordance with the 
Privacy Act and Automated Data Processing (ADP) security procedures. 
The contractor is required to assure that the confidentiality 
safeguards of these records will be employed and that it complies with 
all provisions of the Privacy Act. All individuals who have access to 
these records must have the appropriate ADP security clearances. 
Privacy Act and ADP system security requirements are included in the 
contract. The HRSA Project Officer and the System Manager oversee 
compliance with these requirements. The HRSA authorized users will make 
visits to the

[[Page 14125]]

contractor's facilities to assure security and Privacy Act compliance.
* * * * *

System Manager(s) and Address:
    Chief, Operations and Analysis Branch, Division of Organ 
Transplantation, Office of Special Programs, Health Resources and 
Services Administration, 5600 Fishers Lane, Room 7-18, Rockville, MD 
20857.
* * * * *
09-15-0056

System Name:
    National Vaccine Injury Compensation Program, HHS/HRSA/BHPr.
    Minor changes have been made to this system-of-records notice. The 
following categories should be revised:
* * * * *

Categories of Records in the System:
    Petition for compensation, including petitioner's name and name of 
person vaccinated if different from petitioner and all relevant medical 
records (including autopsy reports and slides, radiological films, and 
home videos, if any), appropriate assessments, evaluations, prognoses, 
and such other records and documents as are reasonably necessary for 
the determination of eligibility for and the amount of compensation to 
be paid to, or on behalf of, the person who suffered such injury or who 
died from the administration of the vaccine.
* * * * *

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USER AND THE PURPOSES OF SUCH USES:
    1. Disclosures may be made to a Congressional office from the 
record of an individual, in response to an inquiry from the 
Congressional office made at the written request of the individual.
    2. In the event of litigation where the defendant is (a) the 
Department, any component of the Department, or any employee of the 
Department in his or her official capacity; (b) the United States where 
the Department determines that the claim, if successful, is likely to 
directly affect the operations of the Department or any of its 
components; or (c) any Department employee in his or her individual 
capacity where the Department of Justice (DOJ) has agreed to represent 
such employee, for example in defending against a claim based upon an 
individual's mental or physical condition and alleged to have risen 
because of activities of the Public Health Service in connection with 
such individual, the Department may disclose such records as it deems 
desirable or necessary to the DOJ to enable that Department to present 
an effective defense, provided that such disclosure is compatible with 
the purpose for which the records were collected.
    3. HRSA will contract with expert medical consultants for the 
purpose of obtaining advice on petitioner's eligibility for 
compensation. Relevant records may be disclosed to such consultants. 
The consultants shall be required to maintain Privacy Act safeguards 
with respect to such records and return all records to HRSA.
    4. HRSA will release the petitioner's complete medical file and may 
release consultants' report to the DOJ and the Special Master of the 
U.S. Court of Federal Claims for adjudication of the compensation 
claim.
    5. HRSA will disclose for publication in the Federal Register the 
name of the petitioner, the name of the person vaccinated, if not the 
petitioner, the city and State where the vaccine was administered and 
the U.S. Court of Federal Claims' Docket Number as required by the 
National Childhood Vaccine Injury Act.
    6. Records may be disclosed to organizations deemed qualified by 
the Secretary for the purpose of evaluating the administration, 
process, or outcomes of the National Vaccine Injury Compensation 
Program (as required by Congress). The purpose of the disclosure is to 
document the extent to which the National Vaccine Compensation Program 
is satisfying the goals and objectives of its authorizing legislation, 
i.e., maintaining a system for compensating those who have been injured 
by a vaccine that is fair and expeditious. Organizations to which 
information is disclosed for this use shall be required to maintain 
Privacy Act safeguards with respect to such records.
* * * * *

RETRIEVABILITY:
    Retrieval is by (1) docket number assigned by the U.S. Court of 
Federal Claims, (2) the petitioner and/or name of person vaccinated, 
and (3) Social Security Number.

SAFEGUARDS:
    1. Authorized users: Access is limited to the System Manager and 
authorized HRSA/BHPr personnel responsible for administering the 
program. HRSA/BHPr will maintain a current list of authorized users.
    2. Physical safeguards: All files are stored in an electronic 
carriage filing system which can be locked and secured during non-work 
hours; disk packs and computer equipment are retained in areas where 
fire and safety codes are strictly enforced. All automated and non-
automated documents are protected on a 24-hour basis in security areas. 
Security guards perform random checks of the physical security of the 
record storage area.
    3. Procedural safeguards: HRSA/BHPr has established stringent 
safeguards in line with the sensitivity of the records. These include: 
Transmitting records to consultants by Federal Express, United Parcel 
Service, or other courier service to ensure that a signature is 
required upon receipt of the records; escorting visitors into areas 
where records are maintained; utilizing passwords for computer access; 
and securing areas where records are stored. A password is required to 
access the terminal and the data set name controls the release of data 
only to authorized users. All users of personal information in 
connection with the performance of their jobs protect information from 
public view and from unauthorized personnel entering an unsupervised 
office.

RETENTION AND DISPOSAL:
    The records shall be disposed of by shredding twenty-five years 
after the termination of all administrative and judicial proceedings, 
determined by a final adjudication. Upon written notification to the 
Government, the petitioner shall have the right to reclaim the original 
medical records submitted to the Government, after the final 
adjudication.

SYSTEM MANAGER(S) AND ADDRESS:
    Associate Administrator for Health Professions, Bureau of Health 
Professions, Health Resources and Services Administration, 5600 Fishers 
Lane, Room 8-05, Rockville, MD 20857.

NOTIFICATION PROCEDURE:
    Requests must be made to the System Manager at the above address.
    Request in person: A subject individual who appears in person 
seeking access or disclosure of records relating to him/her shall 
provide his/her name, current address, and at least one piece of 
tangible identification such as a driver's license, passport, voter 
registration card, or union card. Identification papers with current 
photographs are preferred but not required. Additional identification 
may be requested when there is a request for access to records which 
contain an apparent discrepancy between information contained in the 
records and that provided by the individual requesting access to the 
record. No

[[Page 14126]]

verification of identity shall be required where the record is one 
which is required to be disclosed under the Freedom of Information Act.
    Requests by mail: To determine if a record exist about you, write 
to the System Manager. The request must contain the name and address of 
the individual, assigned court docket number (if known), and a written 
statement that the requester is the person he/she claims to be and that 
he/she understands that the request or acquisition of records 
pertaining to another individual, under false pretenses, is a criminal 
offense subject to a $5000 fine.
    Requests by telephone: Since positive identification of the caller 
cannot be established, telephone requests are not honored.
* * * * *
09-15-0057

SYSTEM NAME:
    Scholarships for the Undergraduate Education of Professional Nurses 
Grant Programs, HHS/HRSA/BHPr.
    Minor changes have been made to this system-of-records notice. The 
following categories should be revised:
* * * * *

PURPOSE(S):
    1. To maintain all information relative to the application for an 
awarding of scholarship(s) to an individual.
    2. To monitor recipient's continued eligibility.
    3. To monitor recipient's employment in nursing shortage areas in 
fulfillment of recipient's service obligations.
    4. To monitor all repayment actions until the repayment obligation 
is satisfied.
* * * * *

SYSTEM MANAGER(S) AND ADDRESS:
    Associate Division Director, Office for Campus Based Programs, 
Division of Student Assistance, Bureau of Health Professions, Health 
Resources and Services Administration, 5600 Fishers Lane, Room 8-34, 
Rockville, MD 20857.
* * * * *
09-15-0058

SYSTEM NAME:
    Faculty Loan Repayment Program, HHS/HRSA/BHPr.
    Minor changes have been made to this system-of-record notice. The 
following categories should be revised:
* * * * *

SYSTEM LOCATION:
    Division of Student Assistance, Bureau of Health Professions, 
Health Resources and Services Administration, 5600 Fishers Lane, Room 
8A-09, Rockville, MD 20857.
* * * * *

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Public Health Service Act, as amended, section 738 (42 U.S.C. 
294cc). This section authorizes the establishment of a program for 
entering into contract with individuals from disadvantaged backgrounds 
for repayment of educational loans in exchange for teaching services.

SAFEGUARDS:
    1. Authorized users: Personnel of the Division of Student 
Assistance and other components of the Health Resources and Services 
Administration.
    2. Physical safeguards: Magnetic tapes, microfilms, disk packs, 
computer equipment, and hard copy files are stored in areas where fire 
and life safety codes are strictly enforced. Twenty-four hour, seven-
day security guards perform random checks on the physical security of 
the data. All documents are protected during lunch hours and nonworking 
hours in locked file cabinets or locked storage areas.
    3. Procedural and technical safeguards: A password is required to 
access the terminal, and a software security system controls the 
release of data to only authorized users. All users of personal 
information in connection with the performance of their jobs protect 
information from public view and from unauthorized personnel entering 
an unsupervised area. Access to records is strictly limited to those 
staff members trained in accordance with the Privacy Act.
    4. Implementation guidelines: DHHS Chapter 45-13 and supplementary 
Chapter PHS.hf: 45-13 of the General Administration Manual; and the 
Department's Information Systems Security Handbook.
* * * * *

SYSTEM MANAGER(S) AND ADDRESS:
    Director, Division of Student Assistance, Bureau of Health 
Professions, Health Resources and Services Administration, 5600 Fishers 
Lane, Room 8A-09, Rockville, MD 20857.
* * * * *
09-15-0059

SYSTEM NAME:
    Health Resources and Services Administration Correspondence Control 
System, HHS/HRSA/OMPS.
    Minor changes have been made to this system-of-records notice. The 
following categories should be revised:
* * * * *

SYSTEM LOCATION:
    Executive Secretariat, Division of Policy Review and Coordination, 
Office of Management and Program Support, Health Resources and Services 
Administration (HRSA), 5600 Fishers Lane, Room 14A-08, Rockville, MD 
20857.
    Office of Program Support, Bureau of Health Professions, HRSA, 5600 
Fishers Lane, Room 8-15, Rockville, MD 20857.
    Executive Secretariat, Office of Program Support, HIV/AIDS Bureau, 
HRSA, 5600 Fishers Lane, Room 7-08, Rockville, MD 20857.
    Office of Program and Policy Development, Bureau of Primary Health 
Care, HRSA, 4350 East West Highway, Room 7-2B3, Bethesda, MD 20814.
    Office of the Director, Maternal and Child Health Bureau, HRSA, 
5600 Fishers Lane, Room 18-05, Rockville, MD 20857.
    Washington National Records Center, 4205 Suitland Road, Suitland, 
MD 20409.
* * * * *

SYSTEM MANAGER(S) AND ADDRESS:
    Policy Coordinator: Director, Division of Policy Review and 
Coordination, Office of Management and Program Support, Health 
Resources and Services Administration (HRSA), 5600 Fishers Lane, Room 
14A-08, Rockville, MD 20857.
    System Manager: Chief, Executive Secretariat, Division of Policy 
Review and Coordination, Office of Management and Program Support, 
HRSA, 5600 Fishers Lane, Room 14A-08, Rockville, MD 20857.
    System Manager: Executive Secretariat, Office of Program Support, 
HIV/AIDS Bureau, HRSA, 5600 Fishers Lane, Room 7-08, Rockville, MD 
20857.
    System Manager: Information Systems Specialist, Office of Program 
and Policy Development, Bureau of Primary Health Care, HRSA, 4350 East 
West Highway, Room 7-2B3, Bethesda, MD 20814.
    System Manager: Correspondence Coordinator, Office of the Director, 
Maternal and Child Health Bureau, HRSA, 5600 Fishers Lane, Room 18-05, 
Rockville, MD 20857.
* * * * *
[FR Doc. 98-7500 Filed 3-23-98; 8:45 am]
BILLING CODE 4160-15-P