Privacy Act of 1974; System of Records

[Federal Register Volume 64, Number 182 (Tuesday, September 21, 1999)]
[Notices]
[Pages 51101-51103]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-24482]


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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 alter a system of records.

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SUMMARY: The Office of the Secretary proposes to alter an existing 
system of records in its inventory of record systems subject to the 
Privacy Act of 1974 (5 U.S.C. 552a), as amended.
DATES: This action will be effective without further notice on October 
21, 1999, unless comments are received that would result in a contrary 
determination.
ADDRESSES: Send comments to the OSD Privacy Act Coordinator, Records 
Section, Directives and Records Branch, Directives and Records 
Division, Washington Headquarters Services, Correspondence and 
Directives, 1155 Defense Pentagon, Washington, DC 20301-1155.
FOR FURTHER INFORMATION CONTACT: Mr. David Bosworth at (703) 588-0159.
SUPPLEMENTARY INFORMATION: The complete inventory of Office of the 
Secretary record system 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 altered system report, as required by 5 U.S.C. 552a(r) 
of the Privacy Act was submitted on September 1, 1999, to the House 
Committee on Government Reform, 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, (61 FR 6427, February 20, 1996).

[[Page 51102]]

    Dated: September 14, 1999.

L.M. BYNUM,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
DHA 07

System name:
    Defense Medical Information System (DMIS) (May 20, 1998, 63 FR 
13641).

Changes:
* * * * *

Categories of individuals covered by the system:
    Delete `Civilian Health and Medical Program of the Uniformed 
Services (CHAMPUS).'

Categories of records in the system:
    Delete `CHAMPUS'.
* * * * *

Routine uses of records maintained in the system, including categories 
of users and purposes of such uses:
    Delete paragraph two and replace with `To permit the disclosure of 
records to the Department of Health and Human Services (HHS) and its 
components for the purpose of conducting research and analytical 
projects, and to facilitate collaborative research activities between 
DoD and HHS.'
* * * * *
DHA 07

System name:
    Defense Medical Information System (DMIS).

System location:
    Primary location: Directorate of Information Management, Building 
1422, Fort Detrick, MD 21702-5000 with Region-specific information 
being kept at each Office of the Assistant Secretary of Defense (Health 
Affairs) designated regional medical location. A complete listing of 
all regional addresses may be obtained from the system manager.
    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) who receive medical 
care at one or more of DoD's medical treatment facilities (MTFs), or 
one or more of the Uniformed Services Treatment Facilities (USTFs), or 
who have care provided under the TRICARE programs.

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 TRICARE, National Mail 
Order Pharmacy, or other purchased care 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 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:
    5 U.S.C. 301, Departmental Regulation; 10 U.S.C., Chapter 55; and 
E.O. 9397 (SSN).

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 (MHS) 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 permit the disclosure of records to the Department of Health and 
Human Services (HHS) and its components for the purpose of conducting 
research and analytical projects, and to facilitate collaborative 
research activities between DoD and HHS.
    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, retaining, 
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 controlled areas accessible 
only to authorized personnel. Entry to these areas is restricted to 
personnel with a valid requirement and authorization to enter. Physical 
entry is restricted by the use of a cipher lock. Back-up data 
maintained at each location 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.

[[Page 51103]]

Retention and disposal:
    Disposition pending (until NARA disposition is approved, treat as 
permanent).

System manager(s) and address:
    Corporate Executive Information System Program Office, Six Skyline 
Place, Suite 809, 5111 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 809, 5111 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 809, 5111 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 Uniformed Service 
Treatment Facility Managed Care System, the Health Care Finance 
Administration, and the National Mail Order Pharmacy, Defense Supply 
Center, Philadelphia, PA.

Exemptions claimed for the system:
    None.
[FR Doc. 99-24482 Filed 9-20-99; 8:45 am]
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