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System
name: Physician Shortage Area Scholarship
Program, HHS/ HRS/BPHC.
Security classification:
None.
System
location:
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Division of Scholarships and Loan Repayments,
Bureau of Primary Health Care, Health Resources
and Services Administration, 10th Floor, West
Tower Building, 4350 East West Highway, Bethesda,
Maryland.
-
Parklawn Computer Center, 5600 Fishers Lane,
Room 2A-53, Rockville, MD 20857.
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Washington National Records Center, 4205 Suitland
Road, Suitland, MD 20409.
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PHS Health Data Center, Gillis W. Long Hansen’s
Disease Center, Carville, LA 70721.
Categories of individuals covered by
the system: Applicants for the recipients
of Physician Shortage Area grants in the field
of medicine and osteopathy.
Categories of records in the system:
Grant applications, awards, and correspondence.
Authority for maintenance of the system:
Section 409(b) of the Health Professions
Educational Assistance Act of 1976, (42 U.S.C.
259g).
Purpose(s): To
select award recipients, and to monitor their
payments, their continued eligibility, and their
placement in health manpower shortage areas
in fulfillment of their service obligations.
Routine uses of records maintained in
the system, including categories of users and
the purposes of such uses:
-
Disclosure may be made to a congressional
office from the record of an individual in
response to a verified inquiry from the congressional
office made at the written request of that
individual.
-
The Department of Health and Human Services
(HHS) may disclose information from this system
of records to the Department of Justice, or
to a court or other tribunal, when
- HHS,
or any component thereof; or
-
Ally HHS employee in his or her official
capacity; or
-
Any HHS employee in his or her individual
capacity where the Department of Justice
(or HHS, where it is authorized to do
so) has agreed to represent the employee;
or
- The
United States or any agency thereof where
HHS determines that the litigation is
likely to affect HHS or any of its components,
is a party to litigation or has an interest
in such litigation, and HHS determines
that the use of such records by the Department
of Justice, the court or other tribunal
is revelant and necessary to the litigation
and would help in the effective representation
of the governmental party, provided, however,
that in each case, HHS determines that
such disclosure is compatible with the
purpose for which the records were collected.
- In
the event that a system of records maintained
by this agency to carry out its functions
indicates a violation or potential violation
of law, whether civil, criminal, or regulatory
in nature, and whether arising by general
statute or particular program statute, or
by regulation, rule or order issued pursuant
thereto, the relevant records in the system
of records may be referred to the appropriate
agency, whether Federal, State or local, charged
with the responsibility of investigating or
prosecuting such violation or charged with
enforcing or implementing the statute or rule,
regulation or order issued pursuant thereto.
Disclosure may be made to State Boards of Medical
Examiners and to equivalent State licensing
boards of professional review actions which
adversely affect the clinical privileges of
health care professionals who either:
-
Are or were employed by the Federal Government;
- Provide
or have provided health care service under
a fee-for-service contract with the Federal
Government; or
-
Provide or have provided health care services
on behalf of the Federal Government as a volunteer
or as a visiting fellow. Boards o’f
Medical Examiners and equivalent State licensing
boards are required by the Health Care Quality
Improvement Act of 1986 and by the Medicare
and Medicaid Patient and Program Protection
Act of 1987 to report this information to
the National Practitioner Data Bank.
Disclosure to consumer reporting agencies:
Disclosures pursuant to 5 U.S.C. 552a(b) (12)
: Disclosures may be made from this system to
“consumer reporting agencies’’
as defined in the Fair Credit Reporting Act
(15 U.S.C. l58a(f)) or the Federal Claims Collection
Act of 1966 (31 U.S.C. 3701(a) (3)). The purposes
of this disclosure are: (1) To provide an incentive
for debtors to repay delinquent Federal Government
debts by making these debts of their credit
records, and (2) to enable HRSA to improve the
quality of loan and scholarship decisions by
taking into account the financial reliability
of applicants. Disclosure of records will be
limited to the individual’s name, Social
Security number (SSN), and other information
necessary to establish the identity of the individual,
the amount, status, and history of the claim,
and the agency or program under which the claim
arose.
Policies and practices for storing,
retrieving, accessing, retaining, and disposing
of records in the system:
-
Storage: File folders and magnetic tape.
- Retrievability:
Name or program ID number.
-
Safeguards:
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Authorized users:Administrative and staff
personnel of the Division of Scholarships
and Loan Repayments and other components
of the Bureau of Primary Health Care who
have responsibility for implementing the
Program.
-
Physical safeguards: Magnetic tapes, disks,
other computer equipment, and other forms
of personal data are stored in areas where
fire and life safety codes are strictly
enforced. Twenty-four hour, 7-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.
-
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. Access
to records is strictly limited to those
staff members trained in accordance with
the Privacy Act.
Implementation guidelines: DHHS
Chapter 45-13 and supplementary Chapter PHS.hf:
45-13 of the General Administration Manual;
and the DHHS Information Resources Management
Manual, Part 6, "ADP Systems
Security."
Retention and disposal: Applications,
contracts and other records of selectees to
the program are retained through the completion
or other disposition of the scholarship service
obligation. The records are then sent to the
Federal Records Center for a seven year retention
period and then disposed of in accordance with
the Health Resources and Services Administration
Records Control Schedule.
System manager(s) and address:
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Director, Division of Scholarships and Loan
Repayments, Bureau of Primary Health Care,
Health Resources and Services Administration,
10th Floor, West Tower Building, 4350 East
West Highway, Bethesda,
Maryland.
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MAILING ADDRESS:10th
Floor, West Tower Building, 4350 East West
Highway, Bethesda, Maryland.
- MAILING
ADDRESS: 10th
Floor, West Tower Building, 4350 East West
Highway, Rockville, MD 20857.
Notification procedure: To
determine if a record exists, write to the System
Manager. Individual must provide positive identification,
such as driver’s license, passport, voter’s
registration card, union card, or a written
certification verifying his or her identity.
Requestors should also reasonably specify the
record contents being sought.
Record access procedures: Same
as Notification Procedures.
Contesting record procedures: Contact
the System Manager giving a reasonable description
of the record, specify the information you want
to contest, and state the corrective action
sought, with supporting justification.
Record source categories: Applicant
and applicant’s health professions school.
Systems exempted from certain provisions
of the act: None.
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