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System
Name: State-Provided
Physician Records for the Application Submission
& Processing System, SDB, BHPr, HRSA
Security Classification:
None.
System Location:
-
System Manager is located in Shortage Designation
Branch, Office of Workforce Evaluation and
Quality Assurance, Bureau of Health Professions,
Health Resources and Services Administration,
5600 Fishers Lane, Room 8C-26, Rockville,
Maryland 20857. Actual computer server is
located in Office of Information Technology,
Health Resources and Services Administration,
5600 Fishers Lane, Room 10A-08, Rockville,
Maryland 20857.
Categories of Individuals
Covered by the System: Health care
practitioners who are the subjects of databases
collected and maintained by State Primary Care
Offices/Associations. Such health care practitioners
include physicians (both M.D.s and D.O.s), licensed
or otherwise authorized by a State to provide
health care services.
Categories of Records
in the System: The system will include
records that show a value for each of the
following fields for all of the physicians that
are included in each States' database:
- Provider
ID (System-Assigned)
- Provider
Type
- Provider
Status
- First
Name
- Middle
Name
- Last
Name
- Suffix
- Physician
License Number
- Specialty
Code
- Visa
Status
- Federal
Employee Status
- National
Health Service Corps Status
- MD/DO
- AMA
ID
- AOA
ID
- Hospital
Privileges Status
- Gender
- Source
Type
-
Address 1
- Address
2
- Address
3
- City
- State
- Zip
- FIPS
State
- FIPS
County
- Census
Tract
- Minor
Civil Division
- Longitude
- Latitude
- Address
FTE
- Office
Visits (Per Year)
- New
Patients Waiting Time For Appointments (days)
- Current
Patients Waiting Time For Appointments (days)
- Average
Wait for New Patient (hours)
- Average
Wait for Current Patient (hours)
- Patient
Percent--Homeless
- Patient
Percent--Medicaid
- Patient
Percent--Migrant Farmworker
- Patient
Percent--Native American
- Patient
Percent--Sliding Fee Scale
- Patient
Percent--Language Barrier Present
- Patient
Percent--Migrant/Seasonal Farmworker
- Patient
Percent--Other Population
- Medicaid
Claims
- Hours
Given Include Time Spent in Hospital?
- Accepts
New Patients?
- Tour
Hours in Direct Patient Care for this Address
- Sub
Specialty
- Sub
Specialty Percent
- Language
1
-
Language 1 Percent
- Language
2
- Language
2 Percent
- Language
3
- Language
3 Percent
Authority for Maintenance
of the System: 42 CFR, chapter 1, part
5--Designation of Health Professional
Shortage Areas and section 332 of the Public
Health Service (PHS) Act provide that the Secretary
of Health and Human Services shall designate
health professional shortage areas, (HPSAs),
and/or Medically
Underserved Populations (MUPs), based on criteria
established by regulation. The authority for
designation of HPSAs is delegated to the Bureau
of Health Profession's Shortage Designation
Branch (SDB). Criteria
and the process used for designation of HPSAs
and/or MUPs were developed in accordance with
the requirements of section 332 of the PHS Act.
Designation as a HPSA is a prerequisite for
application for the National Health Service
Corps recruitment assistance. To accomplish
this task, the SDB relies on data specified
in 42 CFR part 5 and HPSA and/or MUP guidelines,
to review applications submitted by State Primary
Care Offices (PCO) and their affiliates for
designation status.
Purpose(s):
The sole purpose of the system is to support
the Application Submission and Processing System
electronic application for the development,
submission, and review of applications for HPSAs
and MUPs.
The most critical requirement for accurate designation
determinations is reliable data on the location
of primary care providers relative to the population.
To this end, SDB continually tries to obtain
the latest data on primary care providers and
their practice location(s) at the lowest geographical
level possible for use in the designation process,
with the objective of minimizing the level of
effort required on the part of States and communities
seeking designations.
Routine Uses of Records
Maintained in the System, Including Categories
of Users and the Purposes of Such Uses:
-
Disclosure may be made to HRSA employees in
order to accomplish the purposes for which
the records are collected. The users are required
to comply with the requirements of the Privacy
Act with respect to such records.
- Each
state Primary Care Office (and a few Primary
Care Associations) may have access to provider
data within their own state. These users will
also have access to bordering states' data
(one county-deep) at an aggregate level only.
-
Disclosure may be made to contractors engaged
by the Department to geocode the physicians'
address so that it may be seen on a computerized
map, or to load the provider data into the
Application Submission and Processing Systems.
All such contractors shall be required to
maintain Privacy Act safeguards with respect
to such records and return all records to
HRSA.
Policies and Practices
for Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
-
Storage: Records are maintained in file folders
and in computer data files.
- Retrievability:
Retrieval of physician records is by use of
personal identifiers used when entering the
system.
- Safeguards:
- Authorized users: Access
to records is limited to designated HRSA
and PCO/A staff. Theses employees are
the only authorized users. HRSA maintains
current lists of authorized users.
- Physical Safeguards:
All computer equipment and files are stored
in areas where fire and life safety codes
are strictly enforced. All automated and
non-automated documents are protected
on a 24-hour basis. Perimeter security
includes intrusion alarms, on-site guard
force, random guard patrol, key/passcard/combination
controls, and receptionist controlled
area. Hard copy files are maintained in
a file room used solely for this purpose
with access limited by combination lock
to authorized users identified above.
Computer files are password protected
and are accessible only by use of computers
which are password protected.
- Procedural Safeguards:
A password is required to access computer
files. 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. All authorized users
sign a ``Rules of Behavior'' document.
All passwords, keys and/or combinations
are changed when a person leaves or no
longer has authorized duties. Access to
records is limited to those authorized
personnel trained in accordance with the
Privacy Act and ADP security procedures.
The safeguards described above were established
in accordance with 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:
Retention and disposal is in accordance with
the HRSA records retention schedule. Contact
the System Manager at the following address
for further information.
System Manager(s) and
Address:
- Debra
Small, ASAPS System Manager, Public Health
Analyst, Shortage Designation Branch, Office
of Workforce Evaluation and Quality Assurance,
Bureau of Health Professions, Health Resources
and Services Administration, 5600 Fishers
Lane, Room 8C-26, Rockville, Maryland 20857.
Notification Procedure:
Write to the System Manager to determine
if a record exists. The requester must also
verify his or her identity by providing either
a notarization of the request or a written certification
that the
requester is who he or she claims to be and
understands that the knowing and willful request
for acquisition of a record pertaining to an
individual under false pretenses is a criminal
offense under the Act, subject to a fine.
Record Access Procedure:
To obtain access to a record, contact
the System Manager at the above specific address.
Requesters should provide the same information
as is required under the Notification Procedures
above. Individuals may also request listings
of accountable disclosures that have been made
of their records, if any.
Contesting Record Procedures:
Write to the official specified under
Notification Procedures above, and reasonably
identify the record and specify the information
being contested, the corrective action sought,
and your reasons for requesting the correction,
along with supporting information to show how
the record is inaccurate, incomplete, untimely,
or irrelevant. The right to contest records
is limited to information which is incomplete,
incorrect, untimely, or irrelevant.
Record Source Categories:
Data are collected from the State Primary
Care Offices and a few State Primary Care Associations.
Systems Exempted From
Certain Provisions of the Act: None.
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