[Federal Register: August 29, 2003 (Volume 68, Number 168)]
[Notices]
[Page 51998-52009]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr29au03-43]
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DEPARTMENT OF DEFENSE
Department of the Air Force
Privacy Act of 1974; System of Records
AGENCY: Department of the Air Force, DoD.
ACTION: Notice to Amend Systems of Records.
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SUMMARY: The Department of the Air Force is amending eight systems of
records notices in its existing inventory of record systems subject to
the Privacy Act of 1974, (5 U.S.C. 552a), as amended.
Six of the amendments being made are to alert the users of these
systems of records of the additional requirements of the Health
Insurance Portability and Accountability Act (HIPAA) of 1996, as
implemented by DoD 6025.18-R, DoD Health Information Privacy
Regulation. Language being added under the ``Routine Use'' category is
as follows:
Note: This system of records contains individually identifiable
health information. The DoD Health Information Privacy Regulation
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability
and Accountability Act of 1996, applies to most such health
information. DoD 6025.18-R may place additional procedural
requirements on the uses and disclosures of such information beyond
those found in the Privacy Act of 1974 or mentioned in this system
of records notice.
DATES: This proposed action will be effective without further notice on
September 29, 2003 unless comments are received which result in a
contrary determination.
ADDRESSES: Send comments to the Air Force Privacy Act Manager, Office
of the Chief Information Officer, AF-CIO/P, 1155 Air Force Pentagon,
Washington, DC 20330-1155.
FOR FURTHER INFORMATION CONTACT: Mrs. Anne Rollins at (703) 601-4043.
SUPPLEMENTARY INFORMATION: The Department of the Air Force 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 specific changes to the records systems being amended are set
forth below followed by the notices, as amended, published in their
entirety. The proposed amendments are not within the purview of
subsection (r) of the Privacy Act of 1974, (5 U.S.C. 552a), as amended,
which requires the submission of a new or altered system report.
Dated: August 22, 2003.
Patricia Toppings,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
F031 AF SP A
System name:
Correction and Rehabilitation Records (June 11, 1997, 62 FR 31793).
Changes
System identifier:
Delete entry and replace with `F031 AF SF A'.
* * * * *
[[Page 51999]]
Categories of records:
Replace ``prisoner'' with ``inmate'' throughout notice. In the
second paragraph, delete `from escaped'.
* * * * *
Purpose(s):
Delete Historical records in microfilm are used as a research data
base' from entry.
* * * * *
Safeguards:
Add to entry `Those in computer storage devices are protected by
computer system software.'
Retention and disposal:
Add at end ``63132-2001. Some records pertaining to clemency/parole
actions are retained for five years after final action.''
* * * * *
F031 AF SF A
System name:
Correction and Rehabilitation Records.
System location:
Headquarters, Air Force Security Forces Center, 1517 Billy Mitchell
Boulevard, Lackland Air Force Base, TX 78236-5226, and elements; the
Air Force Clemency and Parole Board, Office of the Secretary of the Air
Force Personnel Council, 1535 Command Drive, EE-Wing, Third Floor,
Andrews Air Force Base MD 20762-7002.
Chief of Security Forces at local installation where individual is
assigned. Official mailing addresses are published as an appendix to
the Air Force's compilation of systems of records notices. Records may
also be at the National Personnel Records Center, Military Personnel
Records, 9700 Page Boulevard, St. Louis, MO 63132-2001.
Categories of individuals covered by the system:
Individuals placed in confinement at an installation or federal
prison as the result of military criminal conviction.
Individuals placed in confinement or rehabilitation and assigned to
Headquarters, Air Force Security Forces Center (AFSFC) or any element
of operating location.
Categories of records in the system:
Inmate personnel records consisting of confinement orders, release
orders, personal history records, medical examiners report, request and
receipt for health and comfort supplies, recommendations for
disciplinary action, inspection records, inmate classification
summaries and records pertaining to any clemency/parole actions.
Corrections officers records including personal deposit fund
records and related documents, disciplinary books, correction facility
blotters and visitor registers; requests for interview and evaluation
reports; inmate records consisting of daily strength records and
reports of escaped and returned inmates.
Psychological or rehabilitation test records.
Clemency and Parole Board decisional documents and related records
reflecting the action of the Board, the Board's recommendations to the
Secretary and the rationale for actions taken or proposed.
Authority for maintenance of the system:
10 U.S.C. 8013, Secretary of the Air Force; Air Force Instruction
31-205, Air Force Corrections System, and E.O. 9397 (SSN).
Purpose(s):
To maintain a life file on the individual as an inmate on an Air
Force installation, or as an Air Force inmate serving a sentence in a
federal prison.
The records are used to establish background for either
disciplinary or good conduct action as well as general administration
uses of the records concerning health and welfare of the individual, as
well as clemency and parole actions.
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:
Information may also be disclosed Federal, state, and local law
enforcement and investigation agencies for investigation and possible
criminal prosecution, civil court actions or regulatory orders,
confinement/correctional agencies for use in the administration of
correctional programs, including custody classification, employment,
training and educational assignments, treatment programs, clemency,
restoration to duty or parole actions, verification of offender's
criminal records, employment records, and social histories.
The DoD ``Blanket Routine Uses'' published at the beginning of the
Air Force'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:
Maintained in file folders, in notebooks/binders, in card files, on
computer and computer output products, and as photographs.
Retrievability:
Retrieved by any or a combination of name, Social Security Number
and fingerprint classification, or by date of board hearing.
Safeguards:
Records are accessed by custodian of the record system and by
person(s) responsible for servicing the record system in performance of
their official duties. Records are stored in locked cabinets or rooms
and controlled by visitor registers. Those in computer storage devices
are protected by computer system software.
Retention and disposal:
Depending on the type of record within the system, it is either
destroyed after release of the inmate, maintained for one year after
the release of the individual, or retained in the files at the facility
in which the individual was confined for three months, after which time
the record is forwarded to Headquarters, Air Force Security Forces
Agency, Corrections Division, 1517 Billy Mitchell Boulevard, Lackland
Air Force Base, TX 78236-5226. Within two years after receipt, records
are sent to the National Personnel Records Center, Military Personnel
Records, 9700 Page Boulevard, St. Louis, MO 63132-2001. Some records
pertaining to clemency/parole actions are retained for five years after
final action.
System manager(s) and address:
Director, AF Corrections, Headquarters, Air Force Security Forces
Center, Corrections Division, 1517 Billy Mitchell Boulevard, Lackland
Air Force Base, TX 78236-5226.
Executive Secretary, Air Force Clemency and Parole Board, Office of
the Secretary of the Air Force Personnel Council, 1535 Command Drive,
EE-Wing, Third Floor, Andrews Air Force Base, MD 20762-7002.
Chief of Security Forces at local installation where individual is
assigned. Official mailing addresses are published as an appendix to
the Air Force's compilation of systems of records notices.
Notification procedure:
Individuals seeking to determine whether this system of records
contains
[[Page 52000]]
information on themselves should address written inquiries to the
Director, AF Corrections, Corrections Division, Headquarters, Air Force
Security Forces Center, 1517 Billy Mitchell Boulevard, Lackland Air
Force Base, TX 78236-5226; Executive Secretary, Air Force Clemency and
Parole Boulevard, Office of the Secretary of the Air Force Personnel
Council, 1535 Command Drive, EE-Wing, Third Floor, Andrews Air Force
Base, MD 20762-7002; or Chief of Security Forces at local installation
where individual was last assigned. Official mailing addresses are
published as an appendix to the Air Force's compilation of systems of
records notices.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system should address written requests to the Director, AF
Corrections, Corrections Division, Headquarters, Air Force Security
Forces Center, 1517 Billy Mitchell Boulevard, Lackland Air Force Base,
TX 78236-5226; Executive Secretary, Air Force Clemency and Parole
Boulevard, Office of the Secretary of the Air Force Personnel Council,
1535 Command Drive, EE-Wing, Third Floor, Andrews Air Force Base, MD
20762-7002; or Chief of Security Forces at local installation where
individual was last assigned. Official mailing addresses are published
as an appendix to the Air Force's compilation of systems of records
notices.
Contesting record procedures:
The Air Force rules for accessing records, and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from
the system manager.
Record source categories:
Financial and medical institutions, police and investigative
officers, state or local government, witnesses or source documents.
Installation level confinement facilities, courts-martial, and
court-martial reviews, and submissions received directly from, or in
behalf of the inmate.
Exemptions claimed for the system:
Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2)
if the information is compiled and maintained by a component of the
agency, which performs as its principle function any activity
pertaining to the enforcement of criminal laws.
An exemption rule for this record system has been promulgated in
accordance with the requirements of 5 U.S.C. 553(b)(1), (2), and (3),
(c) and (e) and published in 32 CFR part 806b. For additional
information contact the system manager.
F031 AF SP E
System name:
Security Forces Management Information System (SFMIS) (August 21,
2001, 66 FR 43843).
Changes
* * * * *
System manager(s) and address:
Replace `1720 Patrick Street, Lackland Air Force Base, TX 78236-
5226' with `1517 Billy Mitchell Boulevard, Lackland Air Force Base, TX
78236-0119.'
* * * * *
F031 AF SP E
System name:
Security Forces Management Information System (SFMIS).
System location:
DISA MegaCenter, Building 857, 401 E. Drive, Maxwell Air Force
Base--Gunter Annex, AL 36114-3001; security forces units at all levels
can access the system.
Categories of individuals covered by the system:
Individuals involved in incidents and accidents occurring on Air
Force (AF) installations, or reportable incidents occurring off base,
including all active duty military personnel, reserve and guard; DoD
civilians and other civilians; and retirees, who may be victims,
witnesses, complainants, offenders, suspects, drivers; individuals who
have had tickets issued on base, or had their license suspended or
revoked; those persons barred from the installation; and persons
possessing a licensed firearm.
Categories of records in the system:
Data on individuals (victims, witnesses, complainants, offenders,
suspects, and drivers) involved in incidents may include, but is not
limited to, name; Social Security Number; date of birth; place of
birth; home address and phone; alias; race; ethnicity; sex; marital
status; identifying marks (tattoos, scars, etc.); height; weight; eye
and hair color; date, location, nature and details of the incident/
offense to include whether alcohol, drugs and/or weapons were involved;
driver's license information; tickets issued; vehicle information;
suspension/revocation or barment records; whether bias against any
particular group was involved; if offense involved sexual harassment;
actions taken by military commanders (e.g., administrative and/or non-
judicial measures, to include sanctions imposed); referral actions;
court-martial results and punishments imposed; confinement information,
to include location of correctional facility, gang/cult affiliation if
applicable; and release/parole/clemency eligibility dates.
Authority for maintenance of the system:
10 U.S.C. 8013, Secretary of the Air Force; DoD Directive 7730.47,
Defense Incident Based Reporting System (DIBRS); Air Force Instruction
31-203, Security Forces Management Information System; 18 U.S.C. 922
note, Brady Handgun Violence Prevention Act; 28 U.S.C. 534 note,
Uniform Federal Crime Reporting Act; 42 U.S.C. 10601 et seq., Victims
Rights and Restitution Act of 1990; and E.O. 9397 (SSN).
Purpose(s):
Serves as a repository of criminal and specified other non-criminal
incidents used to satisfy statutory and regulatory reporting
requirements, specifically to provide crime statistics required by the
Department of Justice (DoJ) under the Uniform Federal Crime Reporting
Act; to provide personal information required by the DoJ under the
Brady Handgun Violence Prevention Act; and statistical information
required by DoD under the Victim's Rights and Restitution Act; and to
enhance AF's capability to analyze trends and to respond to executive,
legislative, and oversight requests for statistical crime data relating
to criminal and other high-interest incidents.
Security Forces commanders will use criminal/statistical data for
local law enforcement purposes. The system generates reports for use by
the Air Force Security Forces at all levels of command, provides
security forces commanders the ability to view criminal statistics and
apply whatever actions are necessary for enforcement.
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 Department of Justice for criminal reporting purposes and as
[[Page 52001]]
required by the Brady Handgun Violence Prevention Act.
To courts and state, local, and foreign law enforcement agencies
for valid judicial proceedings.
To victims and witnesses to comply with the Victim and Witness
Assistance Program, the Sexual Assault Prevention and Response Program,
and the Victims' Rights and Restitution Act of 1990.
The DoD ``Blanket Routine Uses'' published at the beginning of the
Air Force'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:
Maintained on computers and computer output products; some paper
reports are generated.
Retrievability:
Records are retrieved by name or Social Security Number.
Safeguards:
Records are accessed by person(s) responsible for servicing the
record system in performance of their official duties, and by
authorized personnel who are properly screened and cleared for need-to-
know. Records are stored in computer storage devices which are
protected by computer system software.
Retention and disposal:
Disposition pending. No records will be destroyed until
authorization is granted from the National Archives and Records
Administration. All records will be retained until approval is granted.
System manager(s) and address:
Reports and Analysis Program Manager, Police Services Branch,
Headquarters Air Force Security Forces Center (HQ AFSFC/SFOP), 1517
Billy Mitchell Boulevard, Lackland Air Force Base, TX 78236-0119.
Notification procedure:
Individuals seeking to access records about themselves contained in
the system should address written requests to their servicing Security
Forces Administrative Reports Section (SFAR) or visit the system
manager at HQ Air Force Security Forces Center, Police Services Branch
(HQ AFSFC/SFOP), 1517 Billy Mitchell Boulevard, Lackland Air Force
Base, TX 78236-0119.
Individuals must identify themselves by full name, rank, home
address, Social Security Number and present a military ID, valid
driver's license, or some other form of identification when appearing
in person.
Record access procedures:
Individuals seeking to access records about themselves contained in
the system should address written requests to their servicing Security
Forces Administrative Reports Section (SFAR) or visit the system
manager at HQ Air Force Security Forces Center, Police Services Branch
(HQ AFSFC/SFOP), 1517 Billy Mitchell Boulevard, Lackland Air Force
Base, TX 78236-0119.
Individuals must identify themselves by full name, rank, home
address, and Social Security Number.
Contesting records procedures:
The Air Force rules for accessing records, for contesting contents
and appealing initial agency determinations are published in Air Force
Instruction 37-132; 32 CFR part 806b; or may be obtained from the
system manager.
Record source categories:
Information obtained from individuals; DoD and civilian law
enforcement authorities, security flight personnel, desk sergeants,
operations personnel, staff judge advocates, courts-martial,
correctional institutions and facilities, and administrative reports
branch personnel.
Exemptions claimed for the system:
Parts of this system may be exempt pursuant to 5 U.S.C. 552a(j)(2)
if the information is compiled and maintained by a component of the
agency, which performs as its principle function any activity
pertaining to the enforcement of criminal laws.
An exemption rule for this exemption has been promulgated in
accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c)
and (e) and published in 32 CFR part 806b. For additional information
contact the system manager.
F044 AFPC A
System name:
Medical Assignment Limitation Record System (June 11, 1997, 62 FR
31793).
Changes
* * * * *
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Add a new paragraph to the end of the entry `Note: This system of
records contains individually identifiable health information. The DoD
Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant
to the Health Insurance Portability and Accountability Act of 1996,
applies to most such health information. DoD 6025.18-R may place
additional procedural requirements on the uses and disclosures of such
information beyond those found in the Privacy Act of 1974 or mentioned
in this system of records notice.'
* * * * *
F044 AFPC A
System name:
Medical Assignment Limitation Record System.
System location:
Headquarters Air Force Personnel Center, Medical Service Officer
Utilization Division, 550 C Street W, Randolph Air Force Base, TX
78150-4703.
Categories of individuals covered by the system:
All Air Force members whose cases have been presented to a Medical
Evaluation Board and were returned to duty by Medical Evaluation Board
or Physical Evaluation Board action and have been assigned an
Assignment limitation Code ``C''.
Categories of records in the system:
Medical Evaluation Board, Report of Medical Examination, Report of
Medical History, Narrative Summary, Clinical Record Consultation Sheet,
Electrocardiographic Record, etc.
Authority for maintenance of the system:
10 U.S.C. 8013, Secretary of the Air Force; Air Force Instruction
36-2902, Physical Evaluation for Retention, Retirement and Separation;
and Air Force Instruction 36-2110.
Purpose(s):
To determine if previous action has been taken by the system
manager, and what the previous disposition was.
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:
The DoD `Blanket Routine Uses' published at the beginning of the
Air Force's compilation of systems of records notices apply to this
system.
Note: This system of records contains individually identifiable
health information. The DoD Health Information Privacy Regulation
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability
and Accountability Act of 1996, applies to most such health
information. DoD 6025.18-R may
[[Page 52002]]
place additional procedural requirements on the uses and disclosures
of such information beyond those found in the Privacy Act of 1974 or
mentioned in this system of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders.
Retrievability:
Retrieved by name.
Safeguards:
Records are accessed by person(s) responsible for servicing the
record system in performance of their official duties. Records are
stored in locked rooms and cabinets.
Retention and disposal:
Retained in office files for two years or no longer needed for
reference, then destroyed by tearing into pieces, shredding, pulping,
macerating, or burning.
System manager(s) and address:
Headquarters Air Force Personnel Center, Chief, Medical Service
Officer Utilization Division, Randolph Air Force Base, TX 78150-4703.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information on themselves should address written inquiries to
Headquarters Air Force Personnel Center, Chief, Medical Service Officer
Utilization Division, Randolph Air Force Base, TX 78150-4703.
Record access procedures:
Individuals seeking to access records about themselves contained in
this system should address written requests to Headquarters Air Force
Personnel Center, Chief, Medical Service Officer Utilization Division,
Randolph Air Force Base, TX 78150-4703.
Contesting record procedures:
The Air Force rules for accessing records and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from
the system manager.
Record source categories:
Information obtained from medical institutions.
Exemptions claimed for the system:
None.
F044 AF SG D
System name:
Automated Medical/Dental Record System (June 11, 1997, 62 FR
31793).
Changes
* * * * *
Categories of records in the system:
Delete from entry ``Subsystems of the Automated Medical/Dental Data
System include: Air Force Clinical Laboratory Automation System
(AFCLAS); Automated Cardiac Catheterization Laboratory System (ACCLS);
Computer Assisted Practice of Cardiology (CAPOC) System; DATA STAT
Pharmacy System (formerly PROHECA); Occupational Health and Safety
System; Patient Appointment and Scheduling System (PAS); Tri-Laboratory
System (TRILAB); Tri-Pharmacy System; Tri-Radiology System (TRIRAD);
Health Evaluation and Risk Tabulation (HEART).''
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add a new paragraph to the end of the entry ``Note: This system of
records contains individually identifiable health information. The DoD
Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant
to the Health Insurance Portability and Accountability Act of 1996,
applies to most such health information. DoD 6025.18-R may place
additional procedural requirements on the uses and disclosures of such
information beyond those found in the Privacy Act of 1974 or mentioned
in this system of records notice.''
* * * * *
Storage:
Delete entry and replace with ``Data maintained primarily on
magnetic or optical media.''
* * * * *
Record source categories:
After ``when the patient is a child,'' add ``deemed incompetent''.
* * * * *
F044 AF SG D
System name:
Automated Medical/Dental Record System.
System location:
At Air Force medical centers, hospitals and clinics, major command
headquarters and field operating agencies. Official mailing addresses
are published as an appendix to the Air Force's compilation of systems
of records notices.
Categories of individuals covered by the system:
Any individual who is hospitalized in, is dead on arrival at, or
has received medical or dental care at an Air Force medical treatment
facility.
Individuals who have received medical care at other DOD or civilian
medical facilities but whose records are maintained at or processed by
Air Force medical facilities.
Any military active duty member who is on an excused-from-duty
status, on quarters, or subsistence elsewhere, on convalescent leave,
meets Medical Evaluation Board (MEB), or a Physical Evaluation Board
(PEB), on an outpatient basis or who is hospitalized in a non-federal
hospital and for whom an Air Force medical facility has assumed
administrative responsibility.
Any individual who has undergone medical or dental examinations at
any Air Force medical facility (or whose records are maintained or
processed by the Air Force), e.g., pre-employment examinations and food
handlers examinations, or who has otherwise had medical or dental tests
performed at any Air Force medical facility.
Categories of records in the system:
Files consist of automated records of treatment received and
medical/dental tests performed on an inpatient/outpatient basis in
military medical treatment facilities and of military members treated
in civilian facilities. These records may include radiographic images
and reports, Electrocardiographic tracings and reports, laboratory test
results and reports, blood gas analysis reports, occupational health
records, dental radiographic reports and records, automated cardiac
catheterization data and reports, physical examination reports, patient
administration and scheduling reports, pharmacy prescriptions and
reports, food service reports, hearing conservation tests,
cardiovascular fitness examinations and reports, reports of medical
waivers granted for flight duty, and other inpatient and outpatient
data and reports. They may contain information relating to medical/
dental examinations and treatments, inoculations, appointment and
scheduling information, and other medical and/or dental information.
Authority for maintenance of the system:
10 U.S.C. 55, Medical and Dental Care, and E.O. 9397 (SSN).
[[Page 52003]]
Purpose(s):
Used as a record of patient's medical/dental health, diagnosis, and
treatment and disposition while authorized care.
Used to help determine individual's qualification for duty, for
security clearances and for assignments.
Used by an individual or his legal representative for further
medical care, legal purposes, or other uses such as insurance requests
or compensation and other health care providers for further care of the
patient, research teaching, and legal purposes.
Used by medical treatment facility staff for evaluation of staff
performance in the care rendered; for preparation of statistical
reports; for reporting communicable diseases and other conditions
required by law to federal and state agencies.
Used by Army, Navy, Department of Veterans Affairs, Public Health
Service or civilian hospitals for continued medical care of the
patient.
Used by insurance companies (only with the patient's written
consent for release, except as authorized in 10 U.S.C. 1095) for
arbitrating insurance claims.
Used by other federal agencies such as Department of Veterans
Affairs and Department of Labor (workmen's compensation) for
adjudication of claims; for reporting communicable diseases or other
conditions required by law.
Used to provide input to other DoD medical records systems
including the Medical Record System, the Dental Personnel Actions, and
other DoD agencies (e.g., Army, Navy) when such agency is normally the
primary source or repository of medical information about the
individual.
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:
Information from the inpatient or outpatient medical records of
retirees and dependents may be disclosed to third party payers in
accordance with 10 U.S.C. 1095 as amended by Pub. L. 99-272, for the
purpose of collecting reasonable inpatient/outpatient hospital care
costs incurred on behalf of retirees or dependents. In addition,
records may be disclosed to:
(1) Officials and employees of the Department of Veterans Affairs
in the performance of their official duties relating to the
adjudication of veterans claims and in providing medical care to
members of the Air Force.
(2) Officials and employees of other departments and agencies of
the Executive Branch of government upon request in the performance of
their official duties relating to review of the official qualifications
and medical history of applicants and employees who are covered by this
record system and for the conduct of research studies.
(3) Private organizations (including educational institutions) and
individuals for authorized health research in the interest of the
Federal government and the public. When not considered mandatory,
patient identification data shall be eliminated from records used for
research studies.
(4) Officials and employees of the National Research Council in
cooperative studies of the National History of Disease; of prognosis
and of epidemiology. Each study in which the records of members and
former members of the Air Force are used must be approved by the
Surgeon General of the Air Force.
(5) Officials and employees of local and state governments and
agencies in the performance of their official duties pursuant to the
laws and regulations governing local control of communicable diseases,
preventive medicine and safety programs, child abuse and other public
health and welfare programs.
(6) Authorized surveying bodies for professional certification and
accreditation.
(7) The individual's organization or government agency as necessary
when required by Federal statute, Executive Order, or by treaty.
(8) Public Health Service or civilian hospitals for continued
medical care of the patient.
(9) Other federal agencies such as Department of Labor (workman's
compensation) for adjudication of claims; for reporting communicable
diseases of other conditions required by law.
The DoD `Blanket Routine Uses' published at the beginning of the
agency's compilation of record system notices apply to this system,
except as stipulated in `Note' below.
Note: Records of identity, diagnosis, prognosis or treatment of
any client/patient, irrespective of whether or when he/she ceases to
be a client/patient, maintained in connection with the performance
of any alcohol/drug abuse treatment function conducted, requested,
or directly or indirectly assisted by any department or agency of
the United States, shall, except as provided herein, be confidential
and be disclosed only for the purposes and under the circumstances
expressly authorized in 42 U.S.C. 290dd-2, and 5 U.S.C. 552. These
statutes take precedence over the Privacy Act of 1974 in regard to
accessibility of such records except to the individual to whom the
record pertains. The DoD ``Blanket Routine Uses'' do not apply to
these records.
Note: This system of records contains individually identifiable
health information. The DoD Health Information Privacy Regulation
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability
and Accountability Act of 1996, applies to most such health
information. DoD 6025.18-R may place additional procedural
requirements on the uses and disclosures of such information beyond
those found in the Privacy Act of 1974 or mentioned in this system
of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Data maintained primarily on magnetic or optical media.
Retrievability:
Retrieved by Social Security Number. May also be retrieved by
sponsor's Social Security Number in combination with the family member
prefix; by name, or by inpatient register number, laboratory accession
number, or pharmacy prescription number.
Retention and disposal:
Computer files are retained for variable lengths of time depending
upon the type of information involved and the size and mission of the
medical treatment facility. Retention time may vary from one day to ten
years. Records are disposed of by erasure of the magnetic computer
records and destruction of the computer related worksheets on paper,
film, or other media by tearing, shredding, pulping, burning or other
destructive methods. Identical medical/dental information may be
retained for longer periods of time in other medical records systems
(such as inpatient or outpatient charts), including the Medical Record
System (F168 AF SG C) and Dental Personnel Actions (SG 162 SG A).
System manager(s) and address:
Major command and field operating agencies; commanders of United
States Air Force medical treatment facilities. Official mailing
addresses are published as an appendix to the Air Force's compilation
of systems notices.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information about themselves should
[[Page 52004]]
address inquires to the appropriate system manager. Official mailing
addresses are published as an appendix to the Air Force's compilation
of record systems notices.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system should address requests to the appropriate system manager.
Official mailing addresses are published as an appendix to the Air
Force's compilation of record systems notices.
Requests should include complete name (including maiden name),
sponsor's name, Social Security Number or Service Number of person
through whom eligibility is established, category of record desired,
year in which treatment was provided, whether treatment was inpatient
or outpatient. If the individual establishes eligibility through a
sponsor other than self, the request should include the relationship to
the sponsor, e.g., spouse, second oldest child, parent, etc.
Contesting record procedures:
The Air Force rules for accessing records and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from
the system manager.
Record source categories:
Information is obtained directly from the individual whenever
practical and possible; from other individuals when necessary, e.g.,
when the patient is a child deemed incompetent or is in coma; from
other medical institutions; from automated systems interfaces; from
medical records, and from patient interactions with physicians and
other health care providers.
Exemptions claimed for the system:
None.
F044 AF SG E
System name:
Medical Record System (June 11, 1997, 62 FR 31793).
Changes
* * * * *
Category of records in the system:
Replace first sentence with `Inpatient, outpatient, and ambulatory
procedure visit (APV) records of care received in Air Force medical
facilities.'
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Replace first sentence in second paragraph to read `Information
from the inpatient, outpatient, or APV medical records of retirees and
dependents may be disclosed to third party payers in accordance with 10
U.S.C. 1095 as amended by Public Law 99-272, for the purpose of
collecting reasonable inpatient/outpatient/APV hospital care costs
incurred on behalf of retirees or dependents.'
Add a new paragraph to the end of the entry `Note: This system of
records contains individually identifiable health information. The DoD
Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant
to the Health Insurance Portability and Accountability Act of 1996,
applies to most such health information. DoD 6025.18-R may place
additional procedural requirements on the uses and disclosures of such
information beyond those found in the Privacy Act of 1974 or mentioned
in this system of records notice.'
* * * * *
F044 AF SG E
System name:
Medical Record System.
System location:
Headquarters, United States Air Force, Surgeon General (HQ USAF/
SG), medical centers, hospitals and clinics, medical aid stations,
National Personnel Record Centers, Air National Guard activities, and
Air Force Reserve units. Official mailing addresses are published as an
appendix to the Air Force compilation of systems notices.
Categories of individuals covered by the system:
Persons treated in an Air Force medical facility and active duty
members for whom primary care is provided.
Categories of records in the system:
Inpatient, outpatient, and ambulatory procedure visit (APV) records
of care received in Air Force medical facilities. Documentation
includes, but is not limited to, patient's medical history; physical
examination; treatment received; supporting documentation such as
laboratory and x-ray reports; cover sheets and summaries of
hospitalization; diagnoses; procedures or surgery performed;
administrative forms which concern medical conditions such as Line of
Duty Determinations; physical profiles, and medical recommendations for
flying duty. Secondary files are maintained such as patient registers,
nominal indices, x-ray and laboratory files, indices and registers
Authority for maintenance of the system:
10 U.S.C. 55, Medical and Dental Care; 10 U.S.C. 8013, Secretary of
the Air Force; and E.O. 9397 (SSN).
Purpose(s):
Used to document, plan, and coordinate the health care of patients;
aid in preventative health and communicable disease control programs;
determine eligibility and suitability for benefits for various
programs; adjudicate claims; evaluate care rendered; teach compile
statistical data, and conduct research.
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:
Information from the inpatient, outpatient, or APV medical records
of retirees and dependents may be disclosed to third party payers in
accordance with 10 U.S.C. 1095 as amended by Public Law 99-272, for the
purpose of collecting reasonable inpatient/outpatient/APV hospital care
costs incurred on behalf of retirees or dependents. Records are used
and reviewed by health care providers in the performance of their
duties. Health care providers include military and civilian providers
assigned to the medical facility where care is being provided. Students
participating in a training affiliation program with a USAF medical
facility may also use and review records as part of their training
program. In addition, records may be disclosed to:
(1) Officials and employees of the Department of Veterans Affairs
in the performance of their official duties relating to the
adjudication of veterans claims and in providing medical care to
members of the Air Force.
(2) Officials and employees of other departments and agencies of
the Executive Branch of government upon request in the performance of
their official duties relating to review of the official qualifications
and medical history of applicants and employees who are covered by this
record system and for the conduct of research studies.
(3) Private organizations (including educational institutions) and
[[Page 52005]]
individuals for authorized health research in the interest of the
Federal government and the public. When not considered mandatory,
patient identification data shall be eliminated from records used for
research studies.
(4) Officials and employees of the National Research Council in
cooperative studies of the National History of Disease; of prognosis
and of epidemiology. Each study in which the records of members and
former members of the Air Force are used must be approved by the
Surgeon General of the Air Force.
(5) Officials and employees of local and state governments and
agencies in the performance of their official duties pursuant to the
laws and regulations governing local control of communicable diseases,
preventive medicine and safety programs, child abuse and other public
health and welfare programs.
(6) Authorized surveying bodies for professional certification and
accreditations.
(7) The individual's organization or government agency as necessary
when required by Federal statute, E.O., or by treaty.
The DoD `Blanket Routine Uses' published at the beginning of the
Air Force's compilation of record system notices apply to this system,
except as stipulated in ``Note'' below.
Note: Records of identity, diagnosis, prognosis or treatment of
any client/patient, irrespective of whether or when he/she ceases to
be a client/patient, maintained in connection with the performance
of any alcohol/drug abuse treatment function conducted, requested,
or directly or indirectly assisted by any department or agency of
the United States, shall, except as provided herein, be confidential
and be disclosed only for the purposes and under the circumstances
expressly authorized in 42 U.S.C. 290dd-2. These statutes take
precedence over the Privacy Act of 1974 in regard to accessibility
of such records except to the individual to whom the record
pertains. The DoD `Blanket Routine Uses' do not apply to these types
of records.
Note: This system of records contains individually identifiable
health information. The DoD Health Information Privacy Regulation
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability
and Accountability Act of 1996, applies to most such health
information. DoD 6025.18-R may place additional procedural
requirements on the uses and disclosures of such information beyond
those found in the Privacy Act of 1974 or mentioned in this system
of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in paper and machine-readable form.
Retrievability:
By name, Social Security Number, or by Military Service Number.
Safeguards:
Records are accessed by commanders of medical centers, hospitals,
and clinics; by custodian of the record system, and by person(s)
responsible for servicing the record system in performance of their
official duties and by authorized personnel who are properly screened
and cleared for need-to-know. Records are stored in locked rooms and
cabinets, and access to automated records is controlled and limited.
Retention and disposal:
While on active duty, the Health Record of a U.S. military member
is maintained at the medical unit at which the person receives
treatment. On separation or retirement, records are forwarded to
National Personnel Records Center/Military Personnel Records (NPRC/MPR)
or other designated depository, such as Commandant, U.S. Coast Guard
for that agency's personnel, to appropriate Department of Veterans
Affairs (DVA) Regional Office if a DVA claim has been filed. Records of
non-active duty personnel may be hand carried or mailed to the next
military medical facility at which treatment will be received or the
records are retained at the treating facility for a minimum of 1 year
after date of last treatment then retire to NPRC or other designated
depository, such as, but not limited to, Medical Director, American Red
Cross, Washington, DC 20037-1898 for Red Cross personnel. At NPRC
records for military personnel are retained for 50 years after date of
last document, for all others 25 years.
System manager(s) and address:
The Surgeon General, Headquarters United States Air Force.
Chief of Air Force Reserve, Headquarters United States Air Force.
Director of Air National Guard, Headquarters United States Air
Force.
Commanders of medical centers, hospitals, clinics, medical aid
stations; Commander, Air Force Personnel Center. Official mailing
addresses are published as an appendix to the Air Force's compilation
of system notices.
Notification procedure:
Individuals seeking to determine whether this system of records
contain information about themselves should address inquiries to or
visit the system manager. Official mailing addresses are published as
an appendix to the Air Force's compilation of record systems notices.
Record access procedures:
Individuals seeking access to records about themselves contained in
this system should address requests to the system manager. Official
mailing addresses are published as an appendix to the Air Force's
compilation of systems notices.
Requester must submit full name; Social Security Number (or
Military Service Number) through whom eligibility for care is
established; date (at least year) treatment was provided; name of
facility providing treatment, and whether treatment was as inpatient or
outpatient.
Contesting record procedures:
The Air Force rules for accessing records, and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37-132; 32 CFR part 1806b; or may be obtained
from the system manager.
Record source categories:
Physicians and other patient care providers such as nurses,
dietitians, and physicians assistants. Administrative forms are
completed by appropriate military or civilian officials.
Exemptions claimed for the system:
None.
F044 AF SG F
System name:
Medical Service Accounts (June 11, 1997, 62 FR 31793).
Changes
* * * * *
System name:
Delete entry and replace with `Uniform Business Office Records'.
* * * * *
Categories of records covered by the system:
Add to the end of the entry `and information required for billing
third party insurers.'
Purpose(s):
Delete entry and replace with `Used by the Uniform Business Office
Manager to keep a record of billing, receipts, and an instrument for
cash posting. Used by
[[Page 52006]]
Food Service Officer as a receipt for cash collected and turned in to
the Medical Service Account officer.'
* * * * *
Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:
Add a new paragraph to the end of the entry `Note: This system of
records contains individually identifiable health information. The DoD
Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant
to the Health Insurance Portability and Accountability Act of 1996,
applies to most such health information. DoD 6025.18-R may place
additional procedural requirements on the uses and disclosures of such
information beyond those found in the Privacy Act of 1974 or mentioned
in this system of records notice.'
* * * * *
F044 AF SG F
System name:
Uniform Business Office Records.
System location:
Air Force hospitals, medical centers and clinics.
Categories of individuals covered by the system:
Active duty military personnel, retired military personnel,
dependents of active duty, retired and deceased military personnel, and
civilians treated in emergencies.
Categories of records in the system:
Hospital Invoice/Receipt/Accounts Receivable Records showing
charges for subsistence and medical service and information required
for billing third party insurers.
Authority for maintenance of the system:
10 U.S.C. 8013, Secretary of the Air Force and Air Force
Instruction 41-120, Medical Resource Operations.
Purpose(s):
Used by the Uniform Business Office Manager to keep a record of
billing, receipts, and an instrument for cash posting. Used by Food
Service Officer as a receipt for cash collected and turned in to the
Medical Service Account officer.
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:
The DoD `Blanket Routine Uses' published at the beginning of the
Air Force's compilation of systems of records notices apply to this
system.
Note: This system of records contains individually identifiable
health information. The DoD Health Information Privacy Regulation
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability
and Accountability Act of 1996, applies to most such health
information. DoD 6025.18-R may place additional procedural
requirements on the uses and disclosures of such information beyond
those found in the Privacy Act of 1974 or mentioned in this system
of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained electronically and in file folders at Clinics,
Hospitals, and Medical Centers.
Retrievability:
Retrieved by name and invoice receipt or voucher number.
Safeguards:
Records are accessed by custodian of the record system, by
person(s) responsible for servicing the record system in performance of
their official duties and Air Force auditors.
Retention and disposal:
Retained in office files for one year after annual cut-off, then
destroyed by tearing into pieces, shredding, pulping, macerating, or
burning.
System manager(s) and address:
Uniform Business Office Managers at all Clinics, Hospitals, Medical
Centers. Official mailing addresses are published as an appendix to the
Air Force's compilation of systems of records notices.
Notification procedure:
Individuals seeking to determine whether information about
themselves is contained in this system should address written inquiries
to or visit the Uniform Business Office Managers at all Clinics,
Hospitals, and Medical Centers. Official mailing addresses are
published as an appendix to the Air Force's compilation of systems of
records notices.
Record access procedures:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to or visit
the Uniform Business Office Managers at all Clinics, Hospitals, and
Medical Centers. Official mailing addresses are published as an
appendix to the Air Force's compilation of systems of records notices.
Contesting record procedures:
The Air Force rules for accessing records, and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from
the system manager.
Record source categories:
Information obtained from source documents such as records, reports
and accounts maintained by medical facilities.
Exemptions claimed for the system:
None.
F044 AF SG G
System name:
Nursing Service Records (June 11, 1997, 62 FR 31793).
Changes
* * * * *
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Add a new paragraph to the end of the entry `Note: This system of
records contains individually identifiable health information. The DoD
Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant
to the Health Insurance Portability and Accountability Act of 1996,
applies to most such health information. DoD 6025.18-R may place
additional procedural requirements on the uses and disclosures of such
information beyond those found in the Privacy Act of 1974 or mentioned
in this system of records notice.'
* * * * *
F044 AF SG G
System name:
Nursing Service Records.
System location:
Air Force hospitals, medical centers and clinics. Official mailing
addresses are published as an appendix to the Air Force's compilation
of record systems notices.
Categories of individuals covered by the system:
Active duty and retired military personnel; Air Force civilian
employees; Air Force Reserve and National Guard personnel; Air Force
Academy cadets; dependents of military personnel; Foreign Nationals
residing in the United States; American Red Cross personnel,
[[Page 52007]]
Peace Corps, and State Department personnel; Exchange officers, anyone
admitted to inpatient status in Air Force medical facilities.
Categories of records in the system:
File contains 24-hour nursing reports, listings of ward patients
and registers containing information on operations performed.
Authority for maintenance of the system:
10 U.S.C. 55, Medical and dental care, and 10 U.S.C. 8067(e),
Designation: Officers to perform certain professional functions, as
implemented by Air Force Instruction 46-102, Nursing Care.
Purpose(s):
Used by Chief Nurse and other management personnel to determine
nursing care work loads and allocate resources.
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:
Records are used and reviewed by health care providers in the
performance of their duties. Health care providers include military and
civilian providers assigned to the medical facility where care is being
provided. Students participating in a training affiliation program with
a USAF medical facility may also use and review records as part of
their training program.
The DoD `Blanket Routine Uses' published at the beginning of the
Air Force's compilation of record system notices apply to this system.
Note: This system of records contains individually identifiable
health information. The DoD Health Information Privacy Regulation
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability
and Accountability Act of 1996, applies to most such health
information. DoD 6025.18-R may place additional procedural
requirements on the uses and disclosures of such information beyond
those found in the Privacy Act of 1974 or mentioned in this system
of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders, notebooks and binders.
Retrievability:
Retrieved by name, dates of admission and discharge from medical
facility, date of operation.
Safeguards:
Records are accessed by person(s) responsible for servicing the
record system in performance of their official duties and by authorized
personnel who are properly screened and cleared for need-to-know.
Records are stored in locked rooms and cabinets.
Retention and disposal:
Retained in office files for three months after monthly cutoff,
then destroyed by tearing into pieces, shredding, pulping, macerating,
or burning. Operation registers are destroyed after five years.
System manager(s) and address:
The Surgeon General, Headquarters, United States Air Force. Chief
Nurses of medical centers and hospitals. Official mailing addresses are
published as an appendix to the Air Force's compilation of system
notices.
Notification procedure:
Individuals seeking to determine whether this system of records
contains information on them should address inquiries to or visit the
system manager. Official mailing addresses are published as an appendix
to the Air Force's compilation of record systems notices. Official
mailing addresses are published as an appendix to the Air Force's
compilation of record systems notices.
Record access procedures:
Individuals seeking to access records about themselves contained in
this system should address requests to the system manager.
Contesting record procedures:
The Air Force rules for accessing records, and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from
the system manager.
Record source categories:
From medical records and personal observations of Nursing Service
personnel.
Exemptions claimed for the system:
None.
F044 AF SG M
System name:
Compression Chamber Operations (June 11, 1997, 62 FR 31793).
Changes
* * * * *
System name:
Delete entry and replace with `Hyperbaric Medical Operations'.
System location:
Delete entry and replace with `Treatment records (original) are
retained in individual health record at United States Air Force or
other DoD medical treatment facilities or at the National Personnel
Records Center, Civilian Personnel Records, 111 Winnebago Street, St.
Louis, MO 63118-4126. A copy is retained at USAF School of Aerospace
Medicine, Hyperbaric Medicine Division (USAFSAM/FEH), 2601 Louis Bauer
Drive, Brooks City-Base TX 78235-5130. If Hyperbaric medical treatment
is provided at system locations other than USAFSAM/FEH, a copy of
emergency Hyperbaric treatment records, i.e., treatment records
generated for decompression sickness (DCS), arterial gas embolism
(AGE), carbon monoxide poisoning (CO-poisoning) or gas gangrene will be
sent to USAFSAM/FEH. Compression Chamber Reactor Case Report (AF Form
361; original) is retained indefinitely at USAFSAM/FEH, Brooks City-
Base and for 3 years at individual Aerospace Physiology Training
Units.'
Category of individuals covered by the system:
Delete entry and replace with `Personnel performing treatments;
patients who are active duty military personnel, retired Air Force
military personnel, dependents of military personnel, dependents of
retired military, selected international students, and civilians
treated on an emergency basis.'
Category of records in the system:
Delete entry and replace with `Treatment records of patient and
records of personnel conducting treatment. Records of training dives
are maintained on officers and technicians performing treatment dives.'
* * * * *
Purpose(s):
Delete entry and replace with `Provide an exact record for a
patient treated by recompression therapy and documents patient's
response to treatment.
Records are maintained on persons performing treatments because
they are exposed to the same treatment profiles as their patients and
to insure their capability of performing treatment. Records are used
for research and statistical analysis by the Air Force Medical
Operations Agency.
Records are maintained on technicians/officers conducting
[[Page 52008]]
procedures at treatment site to determine professional adequacy to
participate in treatment dives.'
* * * * *
Routine uses of records maintained in the system, including
categories of users and the purposes of such uses:
Add a new paragraph to the end of the entry `Note: This system of
records contains individually identifiable health information. The DoD
Health Information Privacy Regulation (DoD 6025.18-R) issued pursuant
to the Health Insurance Portability and Accountability Act of 1996,
applies to most such health information. DoD 6025.18-R may place
additional procedural requirements on the uses and disclosures of such
information beyond those found in the Privacy Act of 1974 or mentioned
in this system of records notice.'
* * * * *
Safeguards:
Delete entry and replace with `Records are accessed by patient's
medical care provider(s) and by person(s) responsible for servicing the
record system in performance of their official duties and by authorized
personnel conducting IRB-approved research protocols. Records are
stored in locked rooms and cabinets.'
* * * * *
F044 AF SG M
System name:
Hyperbaric Medical Operations.
System location:
Treatment records (original) are retained in individual health
record at United States Air Force or other DoD medical treatment
facilities or at the National Personnel Records Center, Civilian
Personnel Records, 111 Winnebago Street, St. Louis, MO 63118-4126. A
copy is retained at USAF School of Aerospace Medicine, Hyperbaric
Medicine Division (USAFSAM/FEH), 2601 Louis Bauer Drive, Brooks City-
Base TX 78235-5130. If Hyperbaric medical treatment is provided at
system locations other than USAFSAM/FEH, a copy of emergency Hyperbaric
treatment records, i.e., treatment records generated for decompression
sickness (DCS), arterial gas embolism (AGE), carbon monoxide poisoning
(CO-poisoning) or gas gangrene will be sent to USAFSAM/FEH. Compression
Chamber Reactor Case Report (AF Form 361; original) is retained
indefinitely at USAFSAM/FEH, Brooks City-Base and for 3 years at
individual Aerospace Physiology Training Units.
Categories of individuals covered by the system:
Personnel performing treatments; patients who are active duty
military personnel, retired Air Force military personnel, dependents of
military personnel, dependents of retired military, selected
international students, and civilians treated on an emergency basis.
Categories of records in the system:
Treatment records of patient and records of personnel conducting
treatment. Records of training dives are maintained on officers and
technicians performing treatment dives.
Authority for maintenance of the system:
10 U.S.C. 8013, Secretary of the Air Force; 10 U.S.C. 55, Medical
and Dental Care, as implemented by Air Force Instruction 48-104,
Aerospace Medicine; and Air Force Instruction 48-112, Hyperbaric
Chamber Program.
Purpose(s):
Provide an exact record for a patient treated by recompression
therapy and documents patient's response to treatment.
Records are maintained on persons performing treatments because
they are exposed to the same treatment profiles as their patients and
to insure their capability of performing treatment. Records are used
for research and statistical analysis by the Air Force Medical
Operations Agency.
Records are maintained on technicians/officers conducting
procedures at treatment site to determine professional adequacy to
participate in treatment dives.
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:
The DoD `Blanket Routine Uses' published at the beginning of the
Air Force's compilation of systems of records notices apply to this
system.
Note: This system of records contains individually identifiable
health information. The DoD Health Information Privacy Regulation
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability
and Accountability Act of 1996, applies to most such health
information. DoD 6025.18-R may place additional procedural
requirements on the uses and disclosures of such information beyond
those found in the Privacy Act of 1974 or mentioned in this system
of records notice.
Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:
Storage:
Maintained in file folders and visible file binders/cabinets.
Retrievability:
Retrieved by name.
Safeguards:
Records are accessed by patient's medical care provider(s) and by
person(s) responsible for servicing the record system in performance of
their official duties and by authorized personnel conducting IRB-
approved research protocols. Records are stored in locked rooms and
cabinets.
Retention and disposal:
Treatment Records (original) retained in individual health record
for fifty years after date of latest document and then destroyed. First
copy and other copies at Armstrong Laboratory, Air Force Medical
Operations Agency and major commands are retained in office files until
superseded, obsolete, no longer needed for reference, or on
inactivation, then destroyed. Copies at Physiological Training Units
are destroyed after 3 years; Compression Chamber Operation Record at
Physiological Training Units are retained in office files until
superseded, obsolete, no longer needed for reference, or on
inactivation, then destroyed. Compression Chamber Reaction Case Report
(original) retained in individual health record for fifty years after
date of latest document, then destroyed. First copy at Armstrong
Laboratory and other copies at Headquarters Air Force Medical
Operations Agency and major commands are retained in office files until
superseded, obsolete, no longer needed for reference, or on
inactivation, then destroyed. Copies at Physiological Training Units
retained in office files until superseded, obsolete, no longer needed
for reference, or on inactivation, then destroyed. Oxygen Sensitivity
Tolerance/Pressure Test retained in individual health record for fifty
years after date of latest document, then destroyed. All records are
destroyed by tearing into pieces, shredding, pulping, macerating or
burning.
System manager(s) and address:
Commander, Headquarters Air Force Medical Operation Agency, 170
Luke Avenue, Suite 400, Bolling Air Force Base, DC 20332-5113.
[[Page 52009]]
Notification procedure:
Individuals seeking to determine whether this system of records
contains information on themselves should apply to the Medical Records
Section of the relevant medical treatment facility for access.
Record access procedures:
Individuals seeking to access records about themselves contained in
this system of records should apply to the Medical Records Section of
the relevant medical treatment facility for access.
Contesting record procedures:
The Air Force rules for accessing records and for contesting
contents and appealing initial agency determinations are published in
Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from
the system manager.
Record source categories:
Physicians regarding diagnosis/treatment.
Exemptions claimed for the system:
None.
[FR Doc. 03-22113 Filed 8-29-03; 8:45 am]
BILLING CODE 5001-08-P