Privacy Act of 1974; System of Records, 11527-11531 [2015-04312]
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Federal Register / Vol. 80, No. 41 / Tuesday, March 3, 2015 / Notices
Management (02REG), Department of
Veterans Affairs, 810 Vermont Ave.
NW., Washington, DC 20420; telephone
(202) 461–4902.
NOTIFICATION PROCEDURES:
Individuals seeking to determine
whether this System of Records contains
information about them should address
written inquiries to the Office of
Regulation Policy and Management
(02REG), Department of Veterans
Affairs, 810 Vermont Ave. NW.,
Washington, DC 20420. Requests should
contain the full name, address and
telephone number of the individual
making the inquiry.
RECORD ACCESS PROCEDURE:
Individuals seeking to access or
contest the contents of records, about
themselves, contained in this System of
Records should address a written
request, including full name, address
and telephone number to the Office of
Regulation Policy and Management
(02REG), Department of Veterans
Affairs, 810 Vermont Ave. NW.,
Washington, DC 20420.
CONTESTING RECORD PROCEDURE:
(See Record Access Procedure above.)
RECORD SOURCE CATEGORIES:
Individuals; public or private
organizations.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
There are no exemptions being
claimed for this system.
[FR Doc. 2015–04314 Filed 3–2–15; 8:45 am]
BILLING CODE 8320–01–P
DEPARTMENT OF VETERANS
AFFAIRS
Privacy Act of 1974; System of
Records
AGENCY:
Department of Veterans Affairs
(VA).
Notice of amendment to system
of records.
ACTION:
As required by the Privacy
Act of 1974, 5 U.S.C. 552a(e), notice is
hereby given that the Department of
Veteran Affairs (VA) is amending the
system of records currently entitled
‘‘Health Administration Center Civilian
Health and Medical Program RecordsVA’’ (54VA16) as set forth in the
Federal Register 74 FR 34398. VA is
amending the system of records by
revising the System Name, System
Number, System Location, Categories of
Individuals Covered by the System,
Categories of Records in the System,
Authority for Maintenance of the
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SUMMARY:
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System, Purpose, Routine Uses of
Records Maintained in the System,
Including Categories of Users and the
Purposes of Such Uses; Retrievability,
Safeguards, Retention and Disposal,
System Manager(s) and Address, Record
Access Procedure, and Notification
Procedure. VA is republishing the
system notice in its entirety.
ADDRESSES: Written comments
concerning the proposed new system of
records may be submitted through
www.regulations.gov; by mail or handdelivery to Director, Regulations
Management (02REG), Department of
Veterans Affairs, 810 Vermont Avenue
NW., Room 1068, Washington, DC
20420; or by fax to (202) 273–9026. All
comments received will be available for
public inspection in the Office of
Regulation Policy and Management,
Room 1063B, between the hours of 8:00
a.m. and 4:30 p.m., Monday through
Friday (except holidays). Please call
(202) 461–4902 for an appointment.
(This is not a toll free number.) In
addition, during the comment period,
comments may be viewed online
through the Federal Docket Management
System at www.regulations.gov.
FOR FURTHER INFORMATION CONTACT:
Veterans Health Administration (VHA)
Privacy Officer, Department of Veterans
Affairs, 810 Vermont Avenue NW.,
Washington, DC 20420; telephone (704)
245–2492.
SUPPLEMENTARY INFORMATION: VA is
renaming the system of records from
Health Administration Center Civilian
Health and Medical Program RecordsVA to Veterans and Beneficiaries
Purchased Care Community Health Care
Claims, Correspondence, Eligibility,
Inquiry and Payment Files-VA.
The system number is changed from
54VA16 to 54VA10NB3 to reflect the
current organizational alignment.
The System Location, Safeguards,
Notification Procedure, and Record
Access Procedure have been amended to
reflect a name change from the Health
Administration Center to the VA Chief
Business Office Purchased Care.
Categories of Individuals Covered by
the System has been amended to
include family members and caregivers
of Veterans who are authorized and
receive community non-VA medical
care health care benefits and/or
stipends, and to reflect that records are
maintained on all health care providers
who provide care under the programs
administered by CBOPC. 38 U.S.C.
1720G, 1787, 1812, 1821 and Public
Law 111–163 section 101 are being
added to section 1 and 4. A new section
5 has been added to include caregivers
of Veterans providing personal care
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services and in receipt of a stipend
under 38 U.S.C. 1720G and Public Law
111–163 section 101.
The Category of Records in the
System is amended to reflect that
information regarding family members
and caregivers will be included,
including information regarding
eligibility or entitlement to other federal
medical programs; and those who have
applied for benefits in these programs,
claims (billing) for medical care and
services; information related to claims
processing; documents pertaining to
stipend calculation and payment; and
documents pertaining to appeals.
The Authority for Maintenance of the
System is amended to include 1720G,
1787, 1812, 1821, and Public Law 111–
163 section 101.
The Purpose is being amended to
include processing claims for medical
care and services, and processing
stipends.
Routine use 1 is being amended to
add interactive voice recognition and
portal. Routine use 28 is added to allow
the disclosure of any relevant
information to the Centers for Medicare
and Medicaid, the Social Security
Administration, Veterans Benefit
Administration, or any other federal or
state agency.
The Retrievability section is being
amended to include caregivers. The
Retention and Disposal section is
amended to reflect the Record Control
Schedule (RCS) 10–1 item XXXVIII
Civilian Health and Medical care
(CHMC) Records, NARA job number
N1–015–3–1Item 1–8b, (Master file)
item 3, destroy 6 years after all
individuals in the record become
ineligible for program benefits.
The System Manager and Address and
Record Access Procedure are being
amended to change the official
maintaining the System from the
Director, Health Administration Center
to the Deputy Chief Business Officer
Purchased Care.
The Privacy Act permits VA to
disclose information about individuals
without their consent for a routine use
when the information will be used for
a purpose that is compatible with the
purpose for which VA collected the
information. In all of the routine use
disclosures described above, the
recipient of the information will use the
information in connection with a matter
relating to one of VA’s programs, or to
provide a benefit to VA, or disclosure is
required by law.
The Report of Intent to Amend a
System of Records Notice and an
advance copy of the system notice have
been sent to the appropriate
Congressional committees and to the
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Federal Register / Vol. 80, No. 41 / Tuesday, March 3, 2015 / Notices
Director of the Office of Management
and Budget (OMB) as required by 5
U.S.C. 552a(r) (Privacy Act) and
guidelines issued by OMB (65 FR
77677), December 12, 2000.
Signing Authority: The Secretary of
Veterans Affairs, or designee, approved
this document and authorized the
undersigned to sign and submit the
document to the Office of the Federal
Register for publication electronically as
an official document of the Department
of Veterans Affairs. Jose D. Riojas, Chief
of Staff, approved this document on
February 10, 2015, for publication.
Dated: February 25, 2015.
Jeffrey M. Martin,
Program Manager, Regulation Policy and
Management, Office of the General Counsel,
Department of Veterans Affairs.
54VA10NB3
SYSTEM NAME:
‘‘Veterans and Beneficiaries
Purchased Care Community Health Care
Claims, Correspondence, Eligibility,
Inquiry and Payment Files—VA’’
SYSTEM LOCATION:
Records are maintained at the Chief
Business Office Purchased Care
(CBOPC), 3773 Cherry Creek North
Drive, Denver, Colorado 80209.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
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Categories of individuals covered by
the system include the following:
1. Family members of Veterans who
seek health care under 38 U.S.C. 1720G,
1781, 1787, 1802, 1803, 1812, 1813,
1821, Public Law 103–446, section 107
and Public Law 111–163 section 101.
2. Veterans seeking health care
services in a foreign country under 38
U.S.C. 1724.
3. Veterans receiving community feefor-service benefits at VA expense under
Title 38 U.S.C. 1703, 1725 and 1728.
4. Health care providers treating
individuals who receive care under 38
U.S.C. 1703, 1720G, 1724, 1725, 1728,
1781, 1787, 1803, 1812, 1813, 1821,
Public Law 103–446 section 107 and
Public Law 111–163 section 101.
5. Caregivers of Veterans providing
personal care services and in receipt of
a stipend under 38 U.S.C. 1720G and
Public Law 111–163 section 101.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records maintained in the system
include program applications, eligibility
information concerning the Veteran,
family members, caregivers: Other
health insurance information to include
information regarding eligibility or
entitlement to other federal medical
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programs: Correspondence concerning
individuals who have applied for
benefits in these programs; claims
(billing) for medical care and services;
documents pertaining to claims for
medical services; information related to
claims processing; documents
pertaining to stipend calculation and
payment; documents pertaining to
appeals; and third party liability
information and recovery actions taken
by VA and/or TRICARE. The record may
include the name, address and other
identifying information concerning
health care providers, services provided,
amounts claimed and paid for health
care services, amounts calculated and
paid for stipends, medical records, and
treatment and payment dates.
Additional information may include
Veterans, who have applied for benefits
in these programs; claims (billing) for
medical care and services; documents
pertaining to claims for medical
services; information related to claims
processing; documents pertaining to
stipend calculation and payment;
documents pertaining to appeals; and
third party liability information and
recovery actions. family member, and
caregiver identifying information (e.g.,
name, address, social security number,
VA claim file number, date of birth),
and military service information
concerning the Veteran and spouse or
other family member (when
applicable—e.g., dates, branch and
character of service, medical
information).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Title 38, United States Code, sections
501(a), 501(b), 1703, 1720G, 1724, 1725,
1728, 1781, 1787, 1802, 1803, 1812,
1813, 1821, Public Law 103–446 section
107 and Public Law 111–163 section
101.
PURPOSE(S):
Records may be used for purposes of
establishing and monitoring eligibility
to receive VA benefits, processing
claims for medical care and services,
and processing stipends.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
To the extent that records contained
in the system include information
protected by 45 CFR parts 160 and 164,
i.e., individually identifiable health
information, and 38 U.S.C. 7332, i.e.,
medical treatment information related to
drug abuse, alcoholism or alcohol abuse,
sickle cell anemia or infection with the
human immunodeficiency virus, that
information cannot be disclosed under a
routine use unless there is also specific
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statutory authority in 38 U.S.C. 7332
and regulatory authority in 45 CFR parts
160 and 164 permitting disclosure.
1. Eligibility and claim information
from this system of records may be
disclosed verbally or in writing. For
example, disclosure may be made via
correspondence, call service center,
interactive voice recognition, portal or
interactive Web page, in response to an
inquiry made by the claimant,
claimant’s guardian, claimant’s next of
kin, health care provider, trading
partner, other federal agency or
contractor. Purposes of these disclosures
are to assist the provider or claimant in
obtaining reimbursement for claimed
medical services, to facilitate billing
processes, to verify beneficiary
eligibility and to provide payment
information regarding claimed services.
Eligibility or entitlement information
disclosed may include the name,
authorization number (social security
number), effective dates of eligibility,
reasons for any period of ineligibility,
and other health insurance information
of the named individual. Claim or
stipend information disclosed may
include payment information such as
payment identification number, date of
payment, date of service, amount billed,
amount paid, name of payee, or reasons
for non-payment.
2. Statistical and other data to
Federal, State, and local government
agencies and national health
organizations to assist in the
development of programs that will be
beneficial to health care recipients, to
protect their rights under the law, and
to ensure that they are receiving all
health benefits to which they are
entitled.
3. VA may disclose on its own
initiative any information in this
system, except the names and home
addresses of Veterans and their family
members or caregivers which is relevant
to a suspected or reasonably imminent
violation of law, whether civil, criminal
or regulatory in nature, and whether
arising by general or program statute or
by regulation, rule or order issued
pursuant thereto, to a Federal, State,
local, Tribal, or foreign agency charged
with the responsibility of investigating
or prosecuting such violation, or
charged with enforcing or implementing
the statute, regulation, rule or order. On
its own initiative, VA may also disclose
the names and addresses of Veterans,
their family members or caregivers to a
Federal agency charged with the
responsibility of investigating or
prosecuting civil, criminal or regulatory
violations of law, or charged with
enforcing or implementing the statute,
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regulation, rule or order issued pursuant
thereto.
4. A record from this system of
records may be disclosed to a Federal
agency upon its request for use in the
issuance of a security clearance, the
investigation of an employee, the letting
of a contract, or the issuance of a
license, grant or other benefit by the
requesting agency, to the extent that the
information is relevant and necessary to
the requesting Agency’s decision on the
matter.
5. Disclosure may be made to a
congressional office from the record of
an individual in response to an inquiry
from the congressional office made at
the request of that individual.
6. Disclosure may be made to National
Archives and Records Administration
and to General Services Administration
in records management inspections
conducted under authority of 44 U.S.C.
7. Any relevant information in this
system of records may be disclosed to
attorneys, insurance companies,
employers, and to courts, boards, or
commissions; such disclosures may be
made only to the extent necessary to aid
the VA in preparation, presentation, and
prosecution of claims authorized under
Federal, State, or local laws, and
regulations promulgated thereunder.
8. Any information in this system of
records may be disclosed to the United
States Department of Justice or United
States Attorneys in order to prosecute or
defend litigation involving or pertaining
to the United States, or in which the
United States has an interest.
9. Any information in this system of
records may be disclosed to a Federal
agency or party to an administrative
proceeding being conducted by a
Federal agency, in order for VA to
respond to and comply with the
issuance of an order by that Federal
agency requiring production of the
information.
10. Any information in this system of
records may be disclosed to a State or
municipal grand jury, a State or
municipal court or a party in litigation,
or to a State or municipal administrative
agency functioning in a quasi-judicial
capacity or a party to a proceeding being
conducted by such agency, provided
that any disclosure of claimant
information made under this routine use
must comply with the provisions of 38
CFR 1.511.
11. Any information concerning the
claimant’s indebtedness to the United
States by virtue of a person’s
participation in a benefits program
administered by VA, including personal
information obtained from other Federal
agencies through computer matching
programs, may be disclosed to any third
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party, except consumer reporting
agencies, in connection with any
proceeding for the collection of any
amount owed to the United States.
Purposes of these disclosures may be to
assist VA in collection of costs of
services provided individuals not
entitled to such services and to initiate
legal actions for prosecuting individuals
who willfully or fraudulently obtain
Title 38 benefits without entitlement.
This disclosure is consistent with 38
U.S.C. 5701(b)(6).
12. Any relevant information from
this system of records may be disclosed
to TRICARE, the Department of Defense
(DoD) and the Defense Eligibility
Enrollment Reporting System (DEERS)
to the extent necessary to determine
eligibility for the Civilian Health and
Medical Program of the Department of
Veterans Affairs (CHAMPVA) or
TRICARE benefits, to develop and
process CHAMPVA or TRICARE claims,
and to develop cost-recovery actions for
claims involving individuals not eligible
for the services or claims involving
potential third party liability.
13. The name and address of a
Veteran, family member or caregiver,
and other information as is reasonably
necessary to identify such individual,
may be disclosed to a consumer
reporting agency for the purpose of
locating the individual or obtaining a
consumer report to determine the ability
of the individual to repay an
indebtedness to the United States by
virtue of the individual’s participation
in a benefits program administered by
VA, provided that the requirements of
38 U.S.C. 5701(g)(2) have been met.
14. The name and address of a
Veteran, family member or caregiver
and other information as is reasonably
necessary to identify such individual,
including personal information obtained
from other Federal agencies through
computer matching programs, and any
information concerning the individual’s
indebtedness to the United States by
virtue of the individual’s participation
in a benefits program administered by
VA, may be disclosed to a consumer
reporting agency for purposes of
assisting in the collection of such
indebtedness, provided that the
requirements of 38 U.S.C. 5701(g)(4)
have been met.
15. In response to an inquiry about a
named individual from a member of the
general public, disclosure of
information may be made from this
system of records to report the amount
of VA monetary benefits being received
by the individual. This disclosure is
consistent with 38 U.S.C. 5701(c)(1).
16. The name and address of a
Veteran, family member or caregiver
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11529
may be disclosed to another Federal
agency or to a contractor of that agency,
at the written request of the head of that
agency or designee of the head of that
agency, for the purpose of conducting
government research necessary to
accomplish a statutory purpose of that
agency.
17. Any information in this system of
records relevant to a claim of a Veteran,
family member or caregiver such as the
name, address, the basis and nature of
a claim, amount of benefit payment
information, medical information and
military service and active duty
separation information may be disclosed
at the request of the claimant to
accredited service organizations, VA
approved claim agents and attorneys
acting under a declaration of
representation, so that these individuals
can aid claimants in the preparation,
presentation and prosecution of claims
under the laws administered by VA. The
name and address of a claimant will not,
however, be disclosed to these
individuals under this routine use if the
claimant has not requested the
assistance of the accredited service
organization, claims agent or an
attorney.
18. Any information in this system,
including medical information, the basis
and nature of claim, the amount of
benefits and personal information may
be disclosed to a VA Federal fiduciary
or a guardian ad litem in relation to his
or her representation of a claimant only
to the extent necessary to fulfill the
duties of the VA Federal fiduciary or the
guardian ad litem.
19. The individual’s name, address,
social security number and the amount
(excluding interest) of any indebtedness
which is waived under 38 U.S.C. 3102,
compromised under 4 CFR part 103,
otherwise forgiven, or for which the
applicable statute of limitations for
enforcing collection has expired, may be
disclosed to the Treasury Department,
Internal Revenue Service, as a report of
income under 26 U.S.C. 61(a)(12).
20. The name of a Veteran, family
member or caregiver, or other
information as is reasonably necessary
to identify such individual, and any
other information concerning the
individual’s indebtedness by virtue of a
person’s participation in a benefit
program administered by VA, may be
disclosed to the Treasury Department,
Internal Revenue Service, for the
collection of Title 38, U.S.C. benefit
overpayments, overdue indebtedness,
and/or costs of services provided to an
individual not entitled to such services,
by the withholding of all or a portion of
the person’s Federal income tax refund.
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21. The name, date of birth and social
security number of a Veteran, family
member or caregiver, and other
identifying information as is reasonably
necessary may be disclosed to Social
Security Administration and Centers for
Medicare & Medicaid Services,
Department of Health and Human
Services, for the purpose of validating
social security numbers and Medicare
information.
22. The name and address of any
health care provider in this system of
records who has received payment for
claimed services on behalf of a Veteran,
family member or caregiver may be
disclosed in response to an inquiry from
a member of the general public who
requests assistance in locating medical
providers who accept VA payment for
health care services.
23. Relevant information from this
system of records may be disclosed to
individuals, organizations, private or
public agencies, etc., with whom VA
has a contract or agreement to perform
such services as VA may deem
practicable for the purposes of laws
administered by VA in order for the
contractor or subcontractor to perform
the services of the contract or
agreement.
24. Relevant information from this
system of records may be disclosed to
an accrediting Quality Review and Peer
Review Organization in connection with
the review of claims or other review
activities associated with CBOPC
accreditation to professionally accepted
claims processing standards.
25. Identifying information, including
social security number, of Veterans,
spouse(s) of veterans, and dependents of
Veterans, family members and
caregivers, may be disclosed to other
Federal agencies for purposes of
conducting computer matches, to obtain
information to determine or verify
eligibility of Veterans who are receiving
VA medical care under relevant sections
of Title 38, U.S.C.
26. Disclosure to other Federal
agencies may be made to assist such
agencies in preventing and detecting
possible fraud or abuse by individuals
in their operations and programs.
27. VA may, on its own initiative,
disclose any information or records to
appropriate agencies, entities, and
persons when (1) VA suspects or has
confirmed that the integrity or
confidentiality of information in the
system of records has been
compromised; (2) the Department has
determined that as a result of the
suspected or confirmed compromise,
there is a risk of embarrassment or harm
to the reputations of the record subjects,
harm to economic or property interests,
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identity theft or fraud, or harm to the
security, confidentiality, or integrity of
this system or other systems or
programs (whether maintained by the
Department or another agency or entity)
that rely upon the potentially
compromised information; and (3) the
disclosure is to agencies, entities, or
persons whom VA determines are
reasonably necessary to assist or carry
out the Department’s efforts to respond
to the suspected or confirmed
compromise and prevent, minimize, or
remedy such harm. This routine use
permits disclosures by the Department
to respond to a suspected or confirmed
data breach, including the conduct of
any risk analysis or provision of credit
protection services as provided in 38
U.S.C. 5724, as the terms are defined in
38 U.S.C. 5727.
28. Any relevant information from
this system of records may be disclosed
to the Centers for Medicare and
Medicaid, the Social Security
Administration, Veterans Benefit
Administration, or any other federal or
state agency.
to-know’’ basis. Access to the computer
room is limited by appropriate locking
devices and restricted to authorized VA
employees and vendor personnel.
Automated Data Processing (ADP)
peripheral devices are generally placed
in secure areas or are otherwise
protected. Authorized VA employees
may access information in the computer
system by a series of individually
unique passwords/codes.
RETENTION AND DISPOSAL:
Record Control Schedule (RCS) 10–1
item XXXVIII Civilian Health and
Medical care (CHMC) Records. NARA
job number N1–015–3–1Item 1–8b.
(Master file) item 3, Destroy 6 years after
all individuals in the record become
ineligible for program benefits.
SYSTEM MANAGER(S) AND ADDRESS:
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING, AND
DISPOSING OF RECORDS IN THE SYSTEM:
Official responsible for policies and
procedures: Chief Business Officer
(10NB), Department of Veterans Affairs,
Veterans Health Administration, VA
Central Office, 810 Vermont Avenue
NW., Washington, DC 20420. Official
Maintaining the System: Deputy Chief
Business Officer Purchased Care,
Department of Veterans Affairs, P.O.
Box 469060, Denver, CO 80246–9060.
STORAGE:
NOTIFICATION PROCEDURE:
Records are stored electronically, in
paper folders, magnetic discs, and
magnetic tape. Paper documents may be
scanned/digitized and stored for
viewing electronically.
Any individual who wishes to
determine whether a record is being
maintained in this system under his or
her name or other personal identifier, or
wants to determine the contents of such
record, should submit a written request
to Chief Business Office Purchased Care,
P.O. Box 469060, Denver, Colorado
80246–9060, or apply in person to the
VHA Chief Business Office Purchased
Care, 3773 Cherry Creek North Drive,
Denver, Colorado 80209. All inquiries
(Veteran and beneficiary) should
include the Veteran’s full name and
social security and VA claims file
numbers, and the spouse’s family
member or caregiver’s name, social
security number and return address.
RETRIEVABILITY:
Paper records are retrieved by name
or VA claims file number or social
security number of the Veteran, family
member or caregiver. Computer records
are retrieved by name or social security
number of the Veteran family member,
caregiver, or VA claims file number of
the Veteran.
SAFEGUARDS:
Working spaces and record storage
areas at CBOPC are secured during all
business and non-business hours. All
entrance doors require an electronic
pass card for entry. The CBOPC
Logistics Department issues electronic
pass cards. CBOPC staff control visitor
entry by door release and escort. The
building is equipped with an intrusion
alarm system monitored by CBOPC
security staff during business hours and
by a security service vendor during nonbusiness hours. Electronic/Digital
records are stored in an electronic
controlled storage filing area. Paper
records in work areas are stored in
locked file cabinets or locked rooms.
Access to record storage areas is
restricted to VA employees on a ‘‘need-
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RECORD ACCESS PROCEDURE:
An individual who seeks access to
records maintained under his or her
name in this system may write or visit
the Deputy Chief Business Officer, VHA
CBO Purchased Care.
CONTESTING RECORD PROCEDURES:
(See Record Access Procedures
above.)
RECORD SOURCE CATEGORIES:
The Veteran sponsor, family member,
caregiver, military service departments,
private medical facilities and health
care professionals, electronic trading
partners, contractors, DoD, TRICARE,
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DEERS, other Federal agencies, VA
Regional Offices, Veterans Benefits
Administration (VBA) automated record
systems, and VA Medical Centers.
[FR Doc. 2015–04312 Filed 3–2–15; 8:45 am]
BILLING CODE 8320–01–P
DEPARTMENT OF VETERANS
AFFAIRS
Privacy Act of 1974; System of
Records
AGENCY:
Department of Veterans Affairs
(VA).
Notice of amendment of system
of records.
ACTION:
As required by the Privacy
Act of 1974, 5 U.S.C. 552a(e), notice is
hereby given that the Department of
Veterans Affairs (VA) is amending the
system of records currently entitled
‘‘Customer Relationship Management
System (CRMS)–VA’’ (155VA16) as set
forth in the Federal Register 77 FR
72123. VA is amending the system by
revising the System Number, System
Location, Categories of Individuals
Covered by the System, Categories of
Records in the System, Safeguards, and
System Managers and Address. VA is
republishing the system of records
notice in its entirety.
DATES: Comments on this amended
system of records must be received no
later than April 2, 2015. If no public
comment is received during the period
allowed for comment or unless
otherwise published in the Federal
Register by the VA, the new system of
records will become effective April 2,
2015.
SUMMARY:
Written comments
concerning the proposed amended
system of records may be submitted by:
mail or hand-delivery to Director,
Regulations Management (02REG),
Department of Veterans Affairs, 810
Vermont Avenue NW., Room 1068,
Washington, DC 20420; fax to (202)
273–9026; or email to https://
www.Regulations.gov. All comments
received will be available for public
inspection in the Office of Regulation
Policy and Management, Room 1063B,
between the hours of 8:00 a.m. and 4:30
p.m., Monday through Friday (except
holidays). Please call (202) 461–4902
(this is not a toll-free number) for an
appointment.
mstockstill on DSK4VPTVN1PROD with NOTICES
ADDRESSES:
FOR FURTHER INFORMATION CONTACT:
Veterans Health Administration (VHA)
Privacy Officer, Department of Veterans
Affairs, 810 Vermont Avenue NW.,
Washington, DC 20420; telephone (704)
245–2492.
VerDate Sep<11>2014
19:24 Mar 02, 2015
Jkt 235001
11531
The
System Number is changed from
155VA16 to 155VA10NB to reflect the
current organizational alignment.
The System Location and the System
Manager and Address sections are being
amended to reflect a name change from
Health Revenue Center to the Health
Resource Center (HRC).
The Categories of Individuals Covered
by the System is being amended to
include information concerning secure
messaging and web chat.
The Categories of Records in the
System is being amended to include
health care appointment request and
general administrative pharmacy
inquires.
Safeguards, number one, is being
amended to state that all entrance doors
to the HRC Topeka, KS and Waco, TX
locations require an electronic pass card
to gain entry. Number four is being
amended to replace the Statement of
Commitment and Understanding with
the Rules of Behavior.
The Report of Intent to Amend a
System of Records Notice and an
advance copy of the system notice have
been sent to the appropriate
Congressional committees and to the
Director of the Office of Management
and Budget (OMB) as required by 5
U.S.C. 552a(r) (Privacy Act) and
guidelines issued by OMB (65 FR
77677), December 12, 2000.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
Signing Authority: The Secretary of
Veterans Affairs, or designee, approved
this document and authorized the
undersigned to sign and submit the
document to the Office of the Federal
Register for publication electronically as
an official document of the Department
of Veterans Affairs. Jose D. Riojas, Chief
of Staff, approved this document on
February 10, 2015, for publication.
ROUTINE USES OF RECORDS MAINTAINED IN THE
SYSTEM, INCLUDING CATEGORIES OF USERS AND
THE PURPOSES OF SUCH USES:
SUPPLEMENTARY INFORMATION:
Dated: February 25, 2015.
Jeffrey M. Martin,
Program Manager, Regulation Policy and
Management, Office of the General Counsel,
Department of Veterans Affairs.
155VA10NB
SYSTEM NAME:
Customer Relationship Management
System (CRMS)—VA
SYSTEM LOCATION:
Records and magnetic media are
maintained at the Health Resource
Center (HRC), Topeka, Kansas facility or
at another OI&T approved location.
Magnetic media are also stored at an
OI&T approved location for contingency
back-up purposes.
PO 00000
Frm 00145
Fmt 4703
Sfmt 4703
The records include information
concerning telephone, secure messaging
and web chat inquiries from Veterans,
Veteran’s family members, members of
the general public, VA customers, and
VA employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
The records may include information
related to:
1. Veteran health benefits eligibility
and health care appointment request;
2. Veteran medical claims processing
and payments;
3. Co-payments charged for medical
care and prescriptions;
4. General administrative pharmacy
inquiries;
5. General human resources
management; e.g., employee benefits,
recruitment/job applicants, etc.; and
6. Other information related to
Veterans, Veteran’s family members,
members of the general public, VA
customers, and VA employees.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Title 38, United States Code, sections
501(a), 1705, 1710, 1722, 1722(a), 1781
and Title 5, United States Code, section
552(a).
PURPOSE(S):
The records and information may be
used for historical reference, quality
assurance, training, and statistical
reporting.
To the extent that records contained
in the system include information
protected by 45 CFR parts 160 and 164,
i.e., individually identifiable health
information, and 38 U.S.C. 7332, i.e.,
medical treatment information related to
drug abuse, alcoholism or alcohol abuse,
sickle cell anemia or infection with the
human immunodeficiency virus, that
information cannot be disclosed under a
routine use unless there is also specific
statutory authority in 38 U.S.C. 7332
and regulatory authority in 45 CFR parts
160 and 164 permitting disclosure.
1. The record of an individual who is
covered by this system of records may
be disclosed to a Member of Congress,
or a staff person acting for the Member,
when the Member or staff person
requests the record on behalf of and at
the written request of the individual.
2. Disclosure may be made to National
Archives and Records Administration
(NARA) and the General Services
Administration (GSA) in records
management inspections conducted
under authority of Tile, Chapter 29, of
the Unites States Code (44 U.S.C.).
E:\FR\FM\03MRN1.SGM
03MRN1
Agencies
[Federal Register Volume 80, Number 41 (Tuesday, March 3, 2015)]
[Notices]
[Pages 11527-11531]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2015-04312]
-----------------------------------------------------------------------
DEPARTMENT OF VETERANS AFFAIRS
Privacy Act of 1974; System of Records
AGENCY: Department of Veterans Affairs (VA).
ACTION: Notice of amendment to system of records.
-----------------------------------------------------------------------
SUMMARY: As required by the Privacy Act of 1974, 5 U.S.C. 552a(e),
notice is hereby given that the Department of Veteran Affairs (VA) is
amending the system of records currently entitled ``Health
Administration Center Civilian Health and Medical Program Records-VA''
(54VA16) as set forth in the Federal Register 74 FR 34398. VA is
amending the system of records by revising the System Name, System
Number, System Location, Categories of Individuals Covered by the
System, Categories of Records in the System, Authority for Maintenance
of the System, Purpose, Routine Uses of Records Maintained in the
System, Including Categories of Users and the Purposes of Such Uses;
Retrievability, Safeguards, Retention and Disposal, System Manager(s)
and Address, Record Access Procedure, and Notification Procedure. VA is
republishing the system notice in its entirety.
ADDRESSES: Written comments concerning the proposed new system of
records may be submitted through www.regulations.gov; by mail or hand-
delivery to Director, Regulations Management (02REG), Department of
Veterans Affairs, 810 Vermont Avenue NW., Room 1068, Washington, DC
20420; or by fax to (202) 273-9026. All comments received will be
available for public inspection in the Office of Regulation Policy and
Management, Room 1063B, between the hours of 8:00 a.m. and 4:30 p.m.,
Monday through Friday (except holidays). Please call (202) 461-4902 for
an appointment. (This is not a toll free number.) In addition, during
the comment period, comments may be viewed online through the Federal
Docket Management System at www.regulations.gov.
FOR FURTHER INFORMATION CONTACT: Veterans Health Administration (VHA)
Privacy Officer, Department of Veterans Affairs, 810 Vermont Avenue
NW., Washington, DC 20420; telephone (704) 245-2492.
SUPPLEMENTARY INFORMATION: VA is renaming the system of records from
Health Administration Center Civilian Health and Medical Program
Records-VA to Veterans and Beneficiaries Purchased Care Community
Health Care Claims, Correspondence, Eligibility, Inquiry and Payment
Files-VA.
The system number is changed from 54VA16 to 54VA10NB3 to reflect
the current organizational alignment.
The System Location, Safeguards, Notification Procedure, and Record
Access Procedure have been amended to reflect a name change from the
Health Administration Center to the VA Chief Business Office Purchased
Care.
Categories of Individuals Covered by the System has been amended to
include family members and caregivers of Veterans who are authorized
and receive community non-VA medical care health care benefits and/or
stipends, and to reflect that records are maintained on all health care
providers who provide care under the programs administered by CBOPC. 38
U.S.C. 1720G, 1787, 1812, 1821 and Public Law 111-163 section 101 are
being added to section 1 and 4. A new section 5 has been added to
include caregivers of Veterans providing personal care services and in
receipt of a stipend under 38 U.S.C. 1720G and Public Law 111-163
section 101.
The Category of Records in the System is amended to reflect that
information regarding family members and caregivers will be included,
including information regarding eligibility or entitlement to other
federal medical programs; and those who have applied for benefits in
these programs, claims (billing) for medical care and services;
information related to claims processing; documents pertaining to
stipend calculation and payment; and documents pertaining to appeals.
The Authority for Maintenance of the System is amended to include
1720G, 1787, 1812, 1821, and Public Law 111-163 section 101.
The Purpose is being amended to include processing claims for
medical care and services, and processing stipends.
Routine use 1 is being amended to add interactive voice recognition
and portal. Routine use 28 is added to allow the disclosure of any
relevant information to the Centers for Medicare and Medicaid, the
Social Security Administration, Veterans Benefit Administration, or any
other federal or state agency.
The Retrievability section is being amended to include caregivers.
The Retention and Disposal section is amended to reflect the Record
Control Schedule (RCS) 10-1 item XXXVIII Civilian Health and Medical
care (CHMC) Records, NARA job number N1-015-3-1Item 1-8b, (Master file)
item 3, destroy 6 years after all individuals in the record become
ineligible for program benefits.
The System Manager and Address and Record Access Procedure are
being amended to change the official maintaining the System from the
Director, Health Administration Center to the Deputy Chief Business
Officer Purchased Care.
The Privacy Act permits VA to disclose information about
individuals without their consent for a routine use when the
information will be used for a purpose that is compatible with the
purpose for which VA collected the information. In all of the routine
use disclosures described above, the recipient of the information will
use the information in connection with a matter relating to one of VA's
programs, or to provide a benefit to VA, or disclosure is required by
law.
The Report of Intent to Amend a System of Records Notice and an
advance copy of the system notice have been sent to the appropriate
Congressional committees and to the
[[Page 11528]]
Director of the Office of Management and Budget (OMB) as required by 5
U.S.C. 552a(r) (Privacy Act) and guidelines issued by OMB (65 FR
77677), December 12, 2000.
Signing Authority: The Secretary of Veterans Affairs, or designee,
approved this document and authorized the undersigned to sign and
submit the document to the Office of the Federal Register for
publication electronically as an official document of the Department of
Veterans Affairs. Jose D. Riojas, Chief of Staff, approved this
document on February 10, 2015, for publication.
Dated: February 25, 2015.
Jeffrey M. Martin,
Program Manager, Regulation Policy and Management, Office of the
General Counsel, Department of Veterans Affairs.
54VA10NB3
SYSTEM NAME:
``Veterans and Beneficiaries Purchased Care Community Health Care
Claims, Correspondence, Eligibility, Inquiry and Payment Files--VA''
SYSTEM LOCATION:
Records are maintained at the Chief Business Office Purchased Care
(CBOPC), 3773 Cherry Creek North Drive, Denver, Colorado 80209.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Categories of individuals covered by the system include the
following:
1. Family members of Veterans who seek health care under 38 U.S.C.
1720G, 1781, 1787, 1802, 1803, 1812, 1813, 1821, Public Law 103-446,
section 107 and Public Law 111-163 section 101.
2. Veterans seeking health care services in a foreign country under
38 U.S.C. 1724.
3. Veterans receiving community fee-for-service benefits at VA
expense under Title 38 U.S.C. 1703, 1725 and 1728.
4. Health care providers treating individuals who receive care
under 38 U.S.C. 1703, 1720G, 1724, 1725, 1728, 1781, 1787, 1803, 1812,
1813, 1821, Public Law 103-446 section 107 and Public Law 111-163
section 101.
5. Caregivers of Veterans providing personal care services and in
receipt of a stipend under 38 U.S.C. 1720G and Public Law 111-163
section 101.
CATEGORIES OF RECORDS IN THE SYSTEM:
Records maintained in the system include program applications,
eligibility information concerning the Veteran, family members,
caregivers: Other health insurance information to include information
regarding eligibility or entitlement to other federal medical programs:
Correspondence concerning individuals who have applied for benefits in
these programs; claims (billing) for medical care and services;
documents pertaining to claims for medical services; information
related to claims processing; documents pertaining to stipend
calculation and payment; documents pertaining to appeals; and third
party liability information and recovery actions taken by VA and/or
TRICARE. The record may include the name, address and other identifying
information concerning health care providers, services provided,
amounts claimed and paid for health care services, amounts calculated
and paid for stipends, medical records, and treatment and payment
dates.
Additional information may include Veterans, who have applied for
benefits in these programs; claims (billing) for medical care and
services; documents pertaining to claims for medical services;
information related to claims processing; documents pertaining to
stipend calculation and payment; documents pertaining to appeals; and
third party liability information and recovery actions. family member,
and caregiver identifying information (e.g., name, address, social
security number, VA claim file number, date of birth), and military
service information concerning the Veteran and spouse or other family
member (when applicable--e.g., dates, branch and character of service,
medical information).
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
Title 38, United States Code, sections 501(a), 501(b), 1703, 1720G,
1724, 1725, 1728, 1781, 1787, 1802, 1803, 1812, 1813, 1821, Public Law
103-446 section 107 and Public Law 111-163 section 101.
PURPOSE(S):
Records may be used for purposes of establishing and monitoring
eligibility to receive VA benefits, processing claims for medical care
and services, and processing stipends.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND THE PURPOSES OF SUCH USES:
To the extent that records contained in the system include
information protected by 45 CFR parts 160 and 164, i.e., individually
identifiable health information, and 38 U.S.C. 7332, i.e., medical
treatment information related to drug abuse, alcoholism or alcohol
abuse, sickle cell anemia or infection with the human immunodeficiency
virus, that information cannot be disclosed under a routine use unless
there is also specific statutory authority in 38 U.S.C. 7332 and
regulatory authority in 45 CFR parts 160 and 164 permitting disclosure.
1. Eligibility and claim information from this system of records
may be disclosed verbally or in writing. For example, disclosure may be
made via correspondence, call service center, interactive voice
recognition, portal or interactive Web page, in response to an inquiry
made by the claimant, claimant's guardian, claimant's next of kin,
health care provider, trading partner, other federal agency or
contractor. Purposes of these disclosures are to assist the provider or
claimant in obtaining reimbursement for claimed medical services, to
facilitate billing processes, to verify beneficiary eligibility and to
provide payment information regarding claimed services. Eligibility or
entitlement information disclosed may include the name, authorization
number (social security number), effective dates of eligibility,
reasons for any period of ineligibility, and other health insurance
information of the named individual. Claim or stipend information
disclosed may include payment information such as payment
identification number, date of payment, date of service, amount billed,
amount paid, name of payee, or reasons for non-payment.
2. Statistical and other data to Federal, State, and local
government agencies and national health organizations to assist in the
development of programs that will be beneficial to health care
recipients, to protect their rights under the law, and to ensure that
they are receiving all health benefits to which they are entitled.
3. VA may disclose on its own initiative any information in this
system, except the names and home addresses of Veterans and their
family members or caregivers which is relevant to a suspected or
reasonably imminent violation of law, whether civil, criminal or
regulatory in nature, and whether arising by general or program statute
or by regulation, rule or order issued pursuant thereto, to a Federal,
State, local, Tribal, or foreign agency charged with the responsibility
of investigating or prosecuting such violation, or charged with
enforcing or implementing the statute, regulation, rule or order. On
its own initiative, VA may also disclose the names and addresses of
Veterans, their family members or caregivers to a Federal agency
charged with the responsibility of investigating or prosecuting civil,
criminal or regulatory violations of law, or charged with enforcing or
implementing the statute,
[[Page 11529]]
regulation, rule or order issued pursuant thereto.
4. A record from this system of records may be disclosed to a
Federal agency upon its request for use in the issuance of a security
clearance, the investigation of an employee, the letting of a contract,
or the issuance of a license, grant or other benefit by the requesting
agency, to the extent that the information is relevant and necessary to
the requesting Agency's decision on the matter.
5. Disclosure may be made to a congressional office from the record
of an individual in response to an inquiry from the congressional
office made at the request of that individual.
6. Disclosure may be made to National Archives and Records
Administration and to General Services Administration in records
management inspections conducted under authority of 44 U.S.C.
7. Any relevant information in this system of records may be
disclosed to attorneys, insurance companies, employers, and to courts,
boards, or commissions; such disclosures may be made only to the extent
necessary to aid the VA in preparation, presentation, and prosecution
of claims authorized under Federal, State, or local laws, and
regulations promulgated thereunder.
8. Any information in this system of records may be disclosed to
the United States Department of Justice or United States Attorneys in
order to prosecute or defend litigation involving or pertaining to the
United States, or in which the United States has an interest.
9. Any information in this system of records may be disclosed to a
Federal agency or party to an administrative proceeding being conducted
by a Federal agency, in order for VA to respond to and comply with the
issuance of an order by that Federal agency requiring production of the
information.
10. Any information in this system of records may be disclosed to a
State or municipal grand jury, a State or municipal court or a party in
litigation, or to a State or municipal administrative agency
functioning in a quasi-judicial capacity or a party to a proceeding
being conducted by such agency, provided that any disclosure of
claimant information made under this routine use must comply with the
provisions of 38 CFR 1.511.
11. Any information concerning the claimant's indebtedness to the
United States by virtue of a person's participation in a benefits
program administered by VA, including personal information obtained
from other Federal agencies through computer matching programs, may be
disclosed to any third party, except consumer reporting agencies, in
connection with any proceeding for the collection of any amount owed to
the United States. Purposes of these disclosures may be to assist VA in
collection of costs of services provided individuals not entitled to
such services and to initiate legal actions for prosecuting individuals
who willfully or fraudulently obtain Title 38 benefits without
entitlement. This disclosure is consistent with 38 U.S.C. 5701(b)(6).
12. Any relevant information from this system of records may be
disclosed to TRICARE, the Department of Defense (DoD) and the Defense
Eligibility Enrollment Reporting System (DEERS) to the extent necessary
to determine eligibility for the Civilian Health and Medical Program of
the Department of Veterans Affairs (CHAMPVA) or TRICARE benefits, to
develop and process CHAMPVA or TRICARE claims, and to develop cost-
recovery actions for claims involving individuals not eligible for the
services or claims involving potential third party liability.
13. The name and address of a Veteran, family member or caregiver,
and other information as is reasonably necessary to identify such
individual, may be disclosed to a consumer reporting agency for the
purpose of locating the individual or obtaining a consumer report to
determine the ability of the individual to repay an indebtedness to the
United States by virtue of the individual's participation in a benefits
program administered by VA, provided that the requirements of 38 U.S.C.
5701(g)(2) have been met.
14. The name and address of a Veteran, family member or caregiver
and other information as is reasonably necessary to identify such
individual, including personal information obtained from other Federal
agencies through computer matching programs, and any information
concerning the individual's indebtedness to the United States by virtue
of the individual's participation in a benefits program administered by
VA, may be disclosed to a consumer reporting agency for purposes of
assisting in the collection of such indebtedness, provided that the
requirements of 38 U.S.C. 5701(g)(4) have been met.
15. In response to an inquiry about a named individual from a
member of the general public, disclosure of information may be made
from this system of records to report the amount of VA monetary
benefits being received by the individual. This disclosure is
consistent with 38 U.S.C. 5701(c)(1).
16. The name and address of a Veteran, family member or caregiver
may be disclosed to another Federal agency or to a contractor of that
agency, at the written request of the head of that agency or designee
of the head of that agency, for the purpose of conducting government
research necessary to accomplish a statutory purpose of that agency.
17. Any information in this system of records relevant to a claim
of a Veteran, family member or caregiver such as the name, address, the
basis and nature of a claim, amount of benefit payment information,
medical information and military service and active duty separation
information may be disclosed at the request of the claimant to
accredited service organizations, VA approved claim agents and
attorneys acting under a declaration of representation, so that these
individuals can aid claimants in the preparation, presentation and
prosecution of claims under the laws administered by VA. The name and
address of a claimant will not, however, be disclosed to these
individuals under this routine use if the claimant has not requested
the assistance of the accredited service organization, claims agent or
an attorney.
18. Any information in this system, including medical information,
the basis and nature of claim, the amount of benefits and personal
information may be disclosed to a VA Federal fiduciary or a guardian ad
litem in relation to his or her representation of a claimant only to
the extent necessary to fulfill the duties of the VA Federal fiduciary
or the guardian ad litem.
19. The individual's name, address, social security number and the
amount (excluding interest) of any indebtedness which is waived under
38 U.S.C. 3102, compromised under 4 CFR part 103, otherwise forgiven,
or for which the applicable statute of limitations for enforcing
collection has expired, may be disclosed to the Treasury Department,
Internal Revenue Service, as a report of income under 26 U.S.C.
61(a)(12).
20. The name of a Veteran, family member or caregiver, or other
information as is reasonably necessary to identify such individual, and
any other information concerning the individual's indebtedness by
virtue of a person's participation in a benefit program administered by
VA, may be disclosed to the Treasury Department, Internal Revenue
Service, for the collection of Title 38, U.S.C. benefit overpayments,
overdue indebtedness, and/or costs of services provided to an
individual not entitled to such services, by the withholding of all or
a portion of the person's Federal income tax refund.
[[Page 11530]]
21. The name, date of birth and social security number of a
Veteran, family member or caregiver, and other identifying information
as is reasonably necessary may be disclosed to Social Security
Administration and Centers for Medicare & Medicaid Services, Department
of Health and Human Services, for the purpose of validating social
security numbers and Medicare information.
22. The name and address of any health care provider in this system
of records who has received payment for claimed services on behalf of a
Veteran, family member or caregiver may be disclosed in response to an
inquiry from a member of the general public who requests assistance in
locating medical providers who accept VA payment for health care
services.
23. Relevant information from this system of records may be
disclosed to individuals, organizations, private or public agencies,
etc., with whom VA has a contract or agreement to perform such services
as VA may deem practicable for the purposes of laws administered by VA
in order for the contractor or subcontractor to perform the services of
the contract or agreement.
24. Relevant information from this system of records may be
disclosed to an accrediting Quality Review and Peer Review Organization
in connection with the review of claims or other review activities
associated with CBOPC accreditation to professionally accepted claims
processing standards.
25. Identifying information, including social security number, of
Veterans, spouse(s) of veterans, and dependents of Veterans, family
members and caregivers, may be disclosed to other Federal agencies for
purposes of conducting computer matches, to obtain information to
determine or verify eligibility of Veterans who are receiving VA
medical care under relevant sections of Title 38, U.S.C.
26. Disclosure to other Federal agencies may be made to assist such
agencies in preventing and detecting possible fraud or abuse by
individuals in their operations and programs.
27. VA may, on its own initiative, disclose any information or
records to appropriate agencies, entities, and persons when (1) VA
suspects or has confirmed that the integrity or confidentiality of
information in the system of records has been compromised; (2) the
Department has determined that as a result of the suspected or
confirmed compromise, there is a risk of embarrassment or harm to the
reputations of the record subjects, harm to economic or property
interests, identity theft or fraud, or harm to the security,
confidentiality, or integrity of this system or other systems or
programs (whether maintained by the Department or another agency or
entity) that rely upon the potentially compromised information; and (3)
the disclosure is to agencies, entities, or persons whom VA determines
are reasonably necessary to assist or carry out the Department's
efforts to respond to the suspected or confirmed compromise and
prevent, minimize, or remedy such harm. This routine use permits
disclosures by the Department to respond to a suspected or confirmed
data breach, including the conduct of any risk analysis or provision of
credit protection services as provided in 38 U.S.C. 5724, as the terms
are defined in 38 U.S.C. 5727.
28. Any relevant information from this system of records may be
disclosed to the Centers for Medicare and Medicaid, the Social Security
Administration, Veterans Benefit Administration, or any other federal
or state agency.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING,
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored electronically, in paper folders, magnetic
discs, and magnetic tape. Paper documents may be scanned/digitized and
stored for viewing electronically.
RETRIEVABILITY:
Paper records are retrieved by name or VA claims file number or
social security number of the Veteran, family member or caregiver.
Computer records are retrieved by name or social security number of the
Veteran family member, caregiver, or VA claims file number of the
Veteran.
SAFEGUARDS:
Working spaces and record storage areas at CBOPC are secured during
all business and non-business hours. All entrance doors require an
electronic pass card for entry. The CBOPC Logistics Department issues
electronic pass cards. CBOPC staff control visitor entry by door
release and escort. The building is equipped with an intrusion alarm
system monitored by CBOPC security staff during business hours and by a
security service vendor during non-business hours. Electronic/Digital
records are stored in an electronic controlled storage filing area.
Paper records in work areas are stored in locked file cabinets or
locked rooms. Access to record storage areas is restricted to VA
employees on a ``need-to-know'' basis. Access to the computer room is
limited by appropriate locking devices and restricted to authorized VA
employees and vendor personnel. Automated Data Processing (ADP)
peripheral devices are generally placed in secure areas or are
otherwise protected. Authorized VA employees may access information in
the computer system by a series of individually unique passwords/codes.
RETENTION AND DISPOSAL:
Record Control Schedule (RCS) 10-1 item XXXVIII Civilian Health and
Medical care (CHMC) Records. NARA job number N1-015-3-1Item 1-8b.
(Master file) item 3, Destroy 6 years after all individuals in the
record become ineligible for program benefits.
SYSTEM MANAGER(S) AND ADDRESS:
Official responsible for policies and procedures: Chief Business
Officer (10NB), Department of Veterans Affairs, Veterans Health
Administration, VA Central Office, 810 Vermont Avenue NW., Washington,
DC 20420. Official Maintaining the System: Deputy Chief Business
Officer Purchased Care, Department of Veterans Affairs, P.O. Box
469060, Denver, CO 80246-9060.
NOTIFICATION PROCEDURE:
Any individual who wishes to determine whether a record is being
maintained in this system under his or her name or other personal
identifier, or wants to determine the contents of such record, should
submit a written request to Chief Business Office Purchased Care, P.O.
Box 469060, Denver, Colorado 80246-9060, or apply in person to the VHA
Chief Business Office Purchased Care, 3773 Cherry Creek North Drive,
Denver, Colorado 80209. All inquiries (Veteran and beneficiary) should
include the Veteran's full name and social security and VA claims file
numbers, and the spouse's family member or caregiver's name, social
security number and return address.
RECORD ACCESS PROCEDURE:
An individual who seeks access to records maintained under his or
her name in this system may write or visit the Deputy Chief Business
Officer, VHA CBO Purchased Care.
CONTESTING RECORD PROCEDURES:
(See Record Access Procedures above.)
RECORD SOURCE CATEGORIES:
The Veteran sponsor, family member, caregiver, military service
departments, private medical facilities and health care professionals,
electronic trading partners, contractors, DoD, TRICARE,
[[Page 11531]]
DEERS, other Federal agencies, VA Regional Offices, Veterans Benefits
Administration (VBA) automated record systems, and VA Medical Centers.
[FR Doc. 2015-04312 Filed 3-2-15; 8:45 am]
BILLING CODE 8320-01-P