Privacy Act of 1974; National Disaster Medical System Medical Professional Credentials System of Records, 60554-60557 [E6-16671]
Download as PDF
<![CDATA[
60554
Federal Register / Vol. 71, No. 198 / Friday, October 13, 2006 / Notices
borne out in practice and was not
intended by Congress.
Accordingly, because the NPFC
claims procedures under 33 U.S.C. 2713
and the implementing regulations at 33
CFR part 136 are internal, informal
administrative processes the use of a
MCIR in those processes is not
precluded by 46 U.S.C. 6308.
The NPFC may consider and rely on
any part of a report of a MCIR in
determining whether to pay or deny a
claim. While any part of such a MCIR
may be considered, it is the enclosures
to such a report, such as witness
statements, navigation records and
vessel logs that will most likely bear on
any determination to pay or deny a
claim. While such reports may be of use
to NPFC in this regard, and may also be
submitted by claimants to support their
claims, the NPFC is not bound by such
reports of investigation. The NPFC may
require additional information from
claimants in order to support their
claims and may, considering the record
as a whole, find additional facts or
different facts than those determined in
such reports of investigation.
Dated: October 10, 2006.
William D. Baumgartner,
Rear Admiral, U.S. Coast Guard, Judge
Advocate General.
[FR Doc. E6–17042 Filed 10–12–06; 8:45 am]
BILLING CODE 4910–15–P
DEPARTMENT OF HOMELAND
SECURITY
(FEMA–3220–EM), West Virginia
(FEMA–3221–EM), North Carolina
(FEMA–3222–EM), Utah (FEMA–3223–
EM), Colorado (FEMA–3224–EM),
Michigan (FEMA–3225–EM), District of
Columbia (FEMA–3226–EM),
Washington (FEMA–3227–EM), Oregon
(FEMA–3228–EM), New Mexico
(FEMA–3229–EM), Illinois (FEMA–
3230–EM), Kentucky (FEMA–3231–EM),
Missouri (FEMA–3232–EM), South
Carolina (FEMA–3233–EM), South
Dakota (FEMA–3234–EM), Pennsylvania
(FEMA–3235–EM), Kansas (FEMA–
3236–EM), Alabama (FEMA–3237–EM),
Indiana (FEMA–3238–EM), Iowa
(FEMA–3239–EM), Virginia (FEMA–
3240–EM), Arizona (FEMA–3241–EM),
Minnesota (FEMA–3242–EM), Nevada
(FEMA–3243–EM), Idaho (FEMA–3244–
EM), Nebraska (FEMA–3245–EM),
Connecticut (FEMA–3246–EM), North
Dakota (FEMA–3247–EM), California
(FEMA–3248–EM), Wisconsin (FEMA–
3249–EM), Ohio (FEMA–3250–EM),
Maryland (FEMA–3251–EM),
Massachusetts (FEMA–3252–EM),
Montana (FEMA–3253–EM), Rhode
Island (FEMA–3255–EM), Maine
(FEMA–3256–EM), New Jersey (FEMA–
3257–EM), New Hampshire (FEMA–
3258–EM), New York (FEMA–3262–
EM), and Delaware (FEMA–3263–EM).
R. David Paulison,
Under Secretary for Federal Emergency
Management, and Director of FEMA.
[FR Doc. E6–17027 Filed 10–12–06; 8:45 am]
BILLING CODE 9110–10–P
Federal Emergency Management
Agency
DEPARTMENT OF HOMELAND
SECURITY
Amendment to Notices of Emergency
Declarations
Federal Emergency
Management Agency, Department of
Homeland Security.
ACTION: Notice.
Federal Emergency Management
Agency
AGENCY:
RIN 1660-ZA12
This notice amends the
notices of emergency declarations for 44
States and the District of Columbia
granted due to the influx of evacuees
from areas struck by Hurricane Katrina.
EFFECTIVE DATE: October 1, 2005.
FOR FURTHER INFORMATION CONTACT:
Magda Ruiz, Recovery Division, Federal
Emergency Management Agency,
Washington, DC 20472, (202) 646–2705.
SUPPLEMENTARY INFORMATION: Notice is
hereby given that the incident periods
for the following emergencies are closed
effective October 1, 2005:
Arkansas (FEMA–3215–EM), Texas
(FEMA–3216–EM), Tennessee (FEMA–
3217–EM), Georgia (FEMA–3218–EM),
Oklahoma (FEMA–3219–EM), Florida
SUMMARY:
ycherry on PROD1PC64 with NOTICES2
[Docket ID FEMA–2006–0002]
VerDate Aug<31>2005
15:21 Oct 12, 2006
Jkt 211001
Privacy Act of 1974; National Disaster
Medical System Medical Professional
Credentials System of Records
National Disaster Medical
System; Response Division, Federal
Emergency Management Agency,
Department of Homeland Security.
ACTION: Notice of Privacy Act system of
records.
AGENCY:
SUMMARY: Pursuant to the Privacy Act of
1974, the Department of Homeland
Security gives notice that the Federal
Emergency Management Agency,
Response Division, National Disaster
Medical System, is establishing a new
system of records entitled the ‘‘National
Disaster Medical System Medical
PO 00000
Frm 00094
Fmt 4703
Sfmt 4703
Professional Credentials System of
Records.’’
This system of records will enable the
National Disaster Medical System to
have an efficient, centralized method for
collecting medical credentials and
verifying continued certification of the
credentials of deployable medical
personnel.
DATES: The system of records will be
effective November 13, 2006, unless
comments are received that result in a
contrary determination.
ADDRESSES: You may submit comments,
identified by Docket ID FEMA–2006–
0002, by one of the following methods:
• Federal eRulemaking Portal: https://
www.regulations.gov. Follow the
instructions for submitting comments;
• E-mail: FEMA–RULES@dhs.gov.
Include Docket ID FEMA–2006–0002 in
the subject line of the message;
• Fax: 202–646–4536 (not a toll-free
number); or
• Mail/Hand Delivery/Courier: Rules
Docket Clerk, Office of Chief Counsel,
Federal Emergency Management
Agency, Room 835, 500 C Street, SW.,
Washington, DC 20472; Maureen
Cooney, Acting Chief Privacy Officer,
Department of Homeland Security, 601
S. 12th Street, Arlington, VA 22202.
Instructions: All submissions received
must include the agency name and
Docket ID (if available) for this notice.
All comments received will be posted
without change to https://
www.regulations.gov, including any
personal information provided.
Docket: For access to the docket to
read background documents or
comments received, go to the Federal
eRulemaking Portal at https://
www.regulations.gov. Submitted
comments may also be inspected at
FEMA, Office of Chief Counsel, 500 C
Street, SW., Room 835, Washington, DC
20472.
FOR FURTHER INFORMATION CONTACT:
Captain Ana Marie Balingit-Wines,
Credentialing Program Manager, FEMA/
NDMS, 500 C Street, SW., Suite 713,
Washington, DC 20472, at 202–646–
4248, for credentialing matters; Jean
Hardin, Attorney, FEMA Office of Chief
Counsel, General Law Division, 500 C
Street, SW., Room 713 H, Washington,
DC 20472, at 202–646–4059; Hugo
Teufel III, Chief Privacy Officer,
Department of Homeland Security, 601
S. 12th Street, Arlington, VA 22202–
4220, at 571–227–3813.
SUPPLEMENTARY INFORMATION: The
National Disaster Medical System
(NDMS), authorized by 42 U.S.C. 300hh11(b), has primary responsibility for
providing emergency medical care after
a natural or man-made disaster or in the
E:\FR\FM\13OCN1.SGM
13OCN1
Federal Register / Vol. 71, No. 198 / Friday, October 13, 2006 / Notices
ycherry on PROD1PC64 with NOTICES2
event of a public health emergency.
NDMS functions as a coordinated effort
by the Department of Homeland
Security (DHS)/Federal Emergency
Management Agency (FEMA),
Department of Health and Human
Services, the Department of Defense,
and the Department of Veterans Affairs,
but is managed by FEMA’s Response
Division.
NDMS personnel are composed of
medical professionals and allied health
members 1 who are hired and deployed
specifically to provide medical care in
the event of an emergency. NDMS
members are activated and employed as
Federal employees not only to provide
health care services, but also healthrelated social services, family
assistance, and coordination with other
assisting agencies. NDMS personnel also
function as appropriate auxiliary service
providers for mortuary and veterinary
services to respond to the needs of
victims during an emergency. These
individuals are assigned to Disaster
Medical Assistance Teams (DMATS) or
other specialty teams that are placed in
various locations throughout the United
States.
To facilitate the continued provision
of high quality care to both people and
animals, NDMS collects the information
necessary to make decisions concerning
the hiring and retention of these
individuals for disaster relief efforts. In
addition, NDMS collects information on
qualified medical professionals who are
System Members of the National Urban
Search and Rescue Response System
(US&R), which also falls under the
responsibility of FEMA’s Response
Division.
To assess qualifications, NDMS asks
applicants to complete the Optional
Form (OF) 612 or other standard formats
for applications for Federal employment
or status. While the employment forms,
like the OF 612 (used to gather
information necessary for credentialing)
are currently submitted in paper format,
NDMS has developed electronic data
entry forms specifically for
credentialing and the forms have been
submitted to the Office of Management
and Budget (OMB) for approval.
Information taken from the completed
paper applications is transferred to a
database that is maintained by NDMS.
The information that is collected on
the OF 612 or other application formats,
consists of:
1 Allied health professionals/members are
employed in those clinical healthcare professions
distinct from the medical, dental, and nursing
profession. As the name implies, they are all allies
in the healthcare team, working together to make
the healthcare system function.
VerDate Aug<31>2005
15:21 Oct 12, 2006
Jkt 211001
• Name (Last, First, Middle),
including any other names known by
and when.
• Social Security Number.
• Position Being Applied For.
• Home Address, including street
address, City, State, and Zip Code.
• Home Telephone.
• Cell Phone, if applicable.
• Fax number, if applicable.
• E-mail address, if applicable.
• Current Employer Name, if
applicable, or place of employment.
• Primary Office Address, including
street address, City, State and Zip Code.
• Primary Office Telephone, Fax, or
E-mail.
• Place of Birth, City, State, Country
other than U.S.
• Citizenship, and if not a citizen,
Status and Visa Number.
• Gender.
• Military Service History, if
applicable, and copy of DD 214.
• Other Employment History,
including name, location, dates, and
contact information.
• Other health care facility
affiliations.
• Education Background, including
names and dates for all certificates and
diplomas.
• Specialty(ies), including all
certificates or other documentation.
• If certifying Board membership,
Board name and address, and most
recent date.
• Certification, date of initial
certification and most recent
certification.
• Examinations passed.
• Licenses—include for all States.
• Drug Enforcement Administration
Registration Number, if applicable.
• References, including name,
address, phone numbers, and e-mail
addresses.
• Other information, such as criminal
history, medical malpractice action, or
other disciplinary action taken against
the applicant, if applicable. (This
includes statements from all malpractice
insurance carriers, dating back ten
years.)
This collected information serves as
the basis by which hiring officials can
certify the providers’ basic
qualifications for the jobs to which they
are assigned, as well as to determine the
clinical privileges 2 designated to
2 Privileges are granted by an institution based on
credentials, skill currency, skill proficiency, and
resources available within the organization. For
example, if an individual was trained in a skill ten
years ago but has not practiced that skill recently,
the institution would not allow that skill to be
performed within its facility without demonstrated
refresher training. Privileges are used to ensure
providers and institutions are providing quality
care.
PO 00000
Frm 00095
Fmt 4703
Sfmt 4703
60555
specific team members. The verification
of credentials ensures that the medical
treatment provided is done by qualified,
licensed, professionals who meet the
industry standard. Credential
verification also provides DHS the
ability to utilize these employees in the
most effective way possible. Similar
information on US&R medical
professionals is included in the
database.
The Privacy Act (5 U.S.C. 552a)
embodies fair information principles in
a statutory framework governing the
means by which the United States
Government collects, maintains, uses
and disseminates personally identifiable
information. The Act applies to
information that is maintained in a
‘‘system of records.’’ A ‘‘system of
records’’ is a group of any records under
the control of an agency from which
information is retrieved by the name of
the individual or by some identifying
number, symbol, or other identifying
particular assigned to the individual.
The National Disaster Medical System
Medical Professional Credentials File
System established by this notice is
such a system of records.
The Privacy Act requires each agency
to publish in the Federal Register a
description of the type and character of
each system of records that the agency
maintains, and the routine uses for
which such information may be
disseminated and the purpose for which
the system is maintained. The following
description is provided for the National
Disaster Medical System Medical
Professional Credentials System of
Records. In accordance with 5 U.S.C.
552a(r), notification of the creation of
this record system has been provided to
Congress and to OMB.
DHS/FEMA/NDMS–1
SYSTEM NAME:
National Disaster Medical System
Medical Professional Credentials
System of Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
The database and paper records for
this system of records will be
maintained within NDMS offices at
FEMA Headquarters, 500 C Street, SW.,
Suite 713, Washington, DC.
CATEGORIES OF INDIVIDUALS COVERED BY THE
SYSTEM:
This system of records covers the
following types of medical professionals
and allied health members who apply to
the NDMS and US&R:
• Doctors (or physicians).
E:\FR\FM\13OCN1.SGM
13OCN1
60556
Federal Register / Vol. 71, No. 198 / Friday, October 13, 2006 / Notices
• Examinations passed.
• Licenses—include for all States.
• Drug Enforcement Agency Number.
• References, including name,
address, phone numbers and e-mail
addresses.
• Other information, such as criminal
history, medical malpractice action, or
other disciplinary action taken against
the applicant, if applicable. (This
includes statements from all malpractice
insurance carriers, dating back ten
years.)
Copies of actual diplomas, transcripts,
licenses, or certificates, a signed
attestation form and a release of
information form will also be requested
from the applicants, and, in some cases,
certified copies must be sent from the
institution or certifying agency.
CATEGORIES OF RECORDS IN THE SYSTEM:
ycherry on PROD1PC64 with NOTICES2
• Physician’s Assistants.
• Dentists.
• Dental Assistants and Hygienists.
• Pharmacists.
• Pharmacy Assistants.
• Nurses—Registered and Licensed
Vocational or Licensed Practical Nurses.
• Nurse’s Aides.
• Dietitians.
• Psychologists.
• Paramedics and Emergency Medical
Technicians.
• Social Workers.
• Therapists.
• Radiology Technicians.
• Respiratory Therapists.
• Medical Technologists.
• Counselors.
• Optometrists and Opticians.
• Veterinarians.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
FEMA will collect medical credential
and qualification information from all
medical professionals and allied health
members who apply to the NDMS and
US&R. The types of information to be
maintained in the system of records
include:
• Name (Last, First, Middle),
including any other names known by
and when.
• Social Security number.
• Position Being Applied For.
• Home Address, including street
address, City, State, and Zip Code.
• Home Telephone.
• Cell Phone, if applicable.
• Fax number, if applicable.
• E-mail address, if applicable.
• Current Employer Name, if
applicable, or place of employment.
• Primary Office Address, including
street address, City, State and Zip Code.
• Primary Office Telephone, Fax, or
E-mail.
• Place of Birth, City, State, Country
other than U.S.
• Citizenship, and if not a citizen,
Status and Visa Number.
• Gender.
• Military Service History, if
applicable, and copy of DD 214.
• Other Employment History,
including name, location, dates, and
contact information.
• Other health care facility
affiliations.
• Education Background, including
names and dates for all certificates and
diplomas.
• Specialty(ies), including all
certificates or other documentation.
• If certifying Board membership,
Board name and address, and most
recent date.
• Certification, date of initial
certification and most recent
certification.
The collection of information is based
on the Robert T. Stafford Disaster Relief
and Emergency Assistance Act, 42
U.S.C. 5121–5206, the Homeland
Security Act of 2002, Public Law 107–
296 (2002), 6 U.S.C. 101, et seq., and the
Health Care Quality Improvement Act of
1986, 42 U.S.C. 11101, et seq. The
NDMS Statute, 42 U.S.C. 300hh–11, is
the authority that places NDMS within
DHS/FEMA. The National Response
Plan, Emergency Support Function #8,
‘‘Public Health and Medical Services
Annex’’ also delineates NDMS
responsibilities for providing health
care and coordinating with the
Department of Defense, Department of
Veterans Affairs, and Department of
Health and Human Services in an
emergency requiring implementation of
the National Response Plan.
VerDate Aug<31>2005
15:21 Oct 12, 2006
Jkt 211001
PURPOSE(S):
Information is collected on potential
and current NDMS medical providers
and US&R medical providers for three
primary purposes: Hiring decisions;
certification/recertification; and
privileging.
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, all or a
portion of the records or information
contained in this system may be
disclosed outside DHS as a routine use
pursuant to 5 U.S.C. 552a (b)(3) as
follows:
(A) To a Member of Congress or a
Congressional staff member in response
to an inquiry from the Congressional
office made at the request of the
individual to whom the records pertain.
(B) To the Department of Justice (DOJ)
or other Federal agency conducting
PO 00000
Frm 00096
Fmt 4703
Sfmt 4703
litigation or in proceedings before any
court, adjudicative or administrative
body, when: (1) DHS, or (2) any
employee of DHS in his/her official
capacity, or (3) any employee of DHS in
his/her individual capacity where DOJ
or DHS has agreed to represent the
employee, or (4) the United States or
any agency thereof, is a party to the
litigation or has an interest in such
litigation, and DHS determines that
disclosure is relevant and necessary to
the litigation.
(C) To the National Archives and
Records Administration (NARA) or
other Federal government agencies
pursuant to records management
inspections being conducted under the
authority of 44 U.S.C. sections 2904 and
2906.
(D) To an agency, organization, or
individual for the purposes of
performing authorized audit or
oversight operations.
(E) Where a record, either on its face
or in conjunction with other
information, indicates a violation or
potential violation of law—criminal,
civil or regulatory—the relevant records
may be referred to an appropriate
Federal, State, local, or tribal law
enforcement authority or other
appropriate agency charged with
investigating or prosecuting such a
violation or enforcing or implementing
such law.
(F) To a Federal, State, local and tribal
government to help in identifying and
meeting health and medical needs of
victims in an Incident of National
Significance.
(G) To the other Federal agencies with
which NDMS coordinates under the
National Response Plan to include the
Department of Defense, the Department
of Veterans Affairs, and the Department
of Health and Human Services.
(H) To credentialing entities,
governmental or private, that NDMS
agrees to work with to verify credential
information and facilitate exchange of
information for deployment purposes.
This includes entities, such as the
National Practitioner Databank, which
serves as a clearinghouse for any
derogatory information on medical
professionals, such as revoked licenses
or other information that may prevent
these NDMS members from legally
performing the medical duties for the
position that they hold.
POLICIES AND PRACTICES FOR STORING,
RETRIEVING, ACCESSING, RETAINING AND
DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE
Paper records from this system are
stored in the FEMA Headquarters
Building, NDMS Central Office, at 500
E:\FR\FM\13OCN1.SGM
13OCN1
Federal Register / Vol. 71, No. 198 / Friday, October 13, 2006 / Notices
C Street, SW., Suite 713, Washington,
DC 20472. The database into which the
information is entered is also
maintained within the same office
space. FEMA Headquarters manages
data use at all locations where it will be
needed, including all locations where
NDMS or US&R members will be
deployed. FEMA has a configuration
management process that is used to
share any necessary information in a
consistent and secure manner with all
potential users.
Copies of paper applications as well
as information maintained
electronically are stored in a work area
that is locked when it is not staffed. The
doors to the work area are kept closed.
There is limited access given to persons
who have a need to access the
information to perform their official
duties. FEMA computer based records
such as databases or e-mails are stored
in database servers secured in a file
server room in another location and
backed up nightly.
RETRIEVABILITY:
Files and automated data are
retrievable by name, social security
number, medical profession, geographic
area and/or residence of an applicant or
existing NDMS or US&R medical
professional employee.
ycherry on PROD1PC64 with NOTICES2
SAFEGUARDS:
Data access within DHS/FEMA
computer systems is determined by the
system administrator staff on a need-toknow basis only. Access is provided to
the online system based upon written
authorization of the NDMS Chief or his
designee, and will result in generation
of a unique userID and password.
Passwords must be updated on a regular
basis based upon internal FEMA
administration requirements. All
printouts and paper records will be
marked as ‘‘For Official Use Only’’
(FOUO), and will be maintained within
NDMS offices at Headquarters location,
500 C Street, SW., Suite 713,
Washington, DC 20472. The offices
containing these records are locked,
with only authorized personnel having
unsupervised access.
Information is shared internally
within DHS only as specified herein on
a need-to-know basis and only for
purposes of credentialing and for
oversight of the program.
FEMA limits the sharing of personal
information collected as part of the
NDMS and US&R medical credentialing
process to external agencies on a caseby-case basis. Permission to have the
credentialing information is based upon
the ‘‘need to know.’’ Once the ‘‘need to
know’’ has been established and
VerDate Aug<31>2005
15:21 Oct 12, 2006
Jkt 211001
verified, the information will be shared.
Only those portions of the requested
information for which the ‘‘need to
know’’ has been established will be
shared.
RETENTION AND DISPOSAL:
Records in this system will be
retained in accordance with a schedule
approved by NARA for personnel
records. Employee files are retained for
a period of 65 years after date of
employee’s separation from the Agency,
based on NARA General Records
Schedule (GRS), Sec. 1, 1(b). The
retention schedule for application
information for eligible applicants who
are not hired for any reason is
delineated in GRS, Schedule 1,
Transmittal No. 12, July 2004, Section
33, part a–t, ‘‘Examining and
Certification Records.’’
SYSTEM MANAGER(S) AND ADDRESS:
Chief Medical Officer, National
Disaster Medical System (NDMS), 500 C
Street, SW., Suite 713, Washington, DC
20472.
NOTIFICATION PROCEDURE:
Requests for Privacy Act protected
information must conform with DHS
regulations found at 6 CFR Part 5 and
FEMA’s regulations at 44 CFR Part 6.
They must be made in writing, and
clearly marked as a ‘‘Privacy Act
Request’’ on the envelope and letter.
Inquiries should be addressed to
FEMA—Records Management Division,
500 C Street, SW., Washington, DC
20472. Requests may also be sent to:
Privacy Act Officer, DHS/FEMA Office
of Chief Counsel (OGC), General Law
Division, Room 518, 500 C Street, SW.,
Washington, DC 20472.
RECORD ACCESS PROCEDURES:
Same as the Notification Procedure
above.
CONTESTING RECORD PROCEDURE:
Same as the Notification Procedure
above. The letter should state clearly
and concisely the information
contested, the reasons for contesting it,
and the proposed amendment to the
information that is sought pursuant to
DHS Privacy Act regulations at 6 CFR
Part 5 and FEMA regulations at 44 CFR
Part 6.
RECORD SOURCE CATEGORIES:
• Applicants for NDMS health care
related jobs and US&R status requiring
specific credentials.
• Current NDMS medical
professionals requiring updated
credential verification and privileging.
• State and local licensing boards.
• Educational institutions.
PO 00000
Frm 00097
Fmt 4703
Sfmt 4703
60557
• Sources of information on which to
base credentialing decisions for NDMS
medical professionals—such as the
National Practitioner Databank.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Dated: October 2, 2006.
Hugo Teufel III,
Chief Privacy Officer.
[FR Doc. E6–16671 Filed 10–12–06; 8:45 am]
BILLING CODE 4400–10–P
DEPARTMENT OF HOMELAND
SECURITY
U.S. Citizenship and Immigration
Services
Agency Information Collection
Activities: Extension of a Currently
Approved Information Collection;
Comment Request
60-Day Notice of Information
Collection Under Review: Interagency
Alien Witness and Informant Record;
Form I–854; OMB No. 1615–0046.
ACTION:
The Department of Homeland
Security, U.S. Citizenship and
Immigration Services has submitted the
following information collection request
for review and clearance in accordance
with the Paperwork Reduction Act of
1995. The information collection is
published to obtain comments from the
public and affected agencies. Comments
are encouraged and will be accepted for
sixty days until December 12, 2006.
Written comments and/or suggestions
regarding the item(s) contained in this
notice, especially regarding the
estimated public burden and associated
response time, should be directed to the
Department of Homeland Security
(DHS), USCIS, Director, Regulatory
Management Division, Clearance Office,
111 Massachusetts Avenue, Suite 3008,
Washington, DC 20529. Comments may
also be submitted to DHS via facsimile
to 202–272–8352 or via e-mail at
rfs.regs@dhs.gov. When submitting
comments by e-mail please make sure to
add OMB Control Number 1615–0046 in
the subject box. Written comments and
suggestions from the public and affected
agencies should address one or more of
the following four points:
(1) Evaluate whether the collection of
information is necessary for the proper
performance of the functions of the
agency, including whether the
information will have practical utility;
(2) Evaluate the accuracy of the
agency’s estimate of the burden of the
collection of information, including the
E:\FR\FM\13OCN1.SGM
13OCN1
]]>Agencies
[Federal Register Volume 71, Number 198 (Friday, October 13, 2006)]
[Notices]
[Pages 60554-60557]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E6-16671]
-----------------------------------------------------------------------
DEPARTMENT OF HOMELAND SECURITY
Federal Emergency Management Agency
[Docket ID FEMA-2006-0002]
RIN 1660-ZA12
Privacy Act of 1974; National Disaster Medical System Medical
Professional Credentials System of Records
AGENCY: National Disaster Medical System; Response Division, Federal
Emergency Management Agency, Department of Homeland Security.
ACTION: Notice of Privacy Act system of records.
-----------------------------------------------------------------------
SUMMARY: Pursuant to the Privacy Act of 1974, the Department of
Homeland Security gives notice that the Federal Emergency Management
Agency, Response Division, National Disaster Medical System, is
establishing a new system of records entitled the ``National Disaster
Medical System Medical Professional Credentials System of Records.''
This system of records will enable the National Disaster Medical
System to have an efficient, centralized method for collecting medical
credentials and verifying continued certification of the credentials of
deployable medical personnel.
DATES: The system of records will be effective November 13, 2006,
unless comments are received that result in a contrary determination.
ADDRESSES: You may submit comments, identified by Docket ID FEMA-2006-
0002, by one of the following methods:
Federal eRulemaking Portal: https://www.regulations.gov.
Follow the instructions for submitting comments;
E-mail: FEMA-RULES@dhs.gov. Include Docket ID FEMA-2006-
0002 in the subject line of the message;
Fax: 202-646-4536 (not a toll-free number); or
Mail/Hand Delivery/Courier: Rules Docket Clerk, Office of
Chief Counsel, Federal Emergency Management Agency, Room 835, 500 C
Street, SW., Washington, DC 20472; Maureen Cooney, Acting Chief Privacy
Officer, Department of Homeland Security, 601 S. 12th Street,
Arlington, VA 22202.
Instructions: All submissions received must include the agency name
and Docket ID (if available) for this notice. All comments received
will be posted without change to https://www.regulations.gov, including
any personal information provided.
Docket: For access to the docket to read background documents or
comments received, go to the Federal eRulemaking Portal at https://
www.regulations.gov. Submitted comments may also be inspected at FEMA,
Office of Chief Counsel, 500 C Street, SW., Room 835, Washington, DC
20472.
FOR FURTHER INFORMATION CONTACT: Captain Ana Marie Balingit-Wines,
Credentialing Program Manager, FEMA/NDMS, 500 C Street, SW., Suite 713,
Washington, DC 20472, at 202-646-4248, for credentialing matters; Jean
Hardin, Attorney, FEMA Office of Chief Counsel, General Law Division,
500 C Street, SW., Room 713 H, Washington, DC 20472, at 202-646-4059;
Hugo Teufel III, Chief Privacy Officer, Department of Homeland
Security, 601 S. 12th Street, Arlington, VA 22202-4220, at 571-227-
3813.
SUPPLEMENTARY INFORMATION: The National Disaster Medical System (NDMS),
authorized by 42 U.S.C. 300hh-11(b), has primary responsibility for
providing emergency medical care after a natural or man-made disaster
or in the
[[Page 60555]]
event of a public health emergency. NDMS functions as a coordinated
effort by the Department of Homeland Security (DHS)/Federal Emergency
Management Agency (FEMA), Department of Health and Human Services, the
Department of Defense, and the Department of Veterans Affairs, but is
managed by FEMA's Response Division.
NDMS personnel are composed of medical professionals and allied
health members \1\ who are hired and deployed specifically to provide
medical care in the event of an emergency. NDMS members are activated
and employed as Federal employees not only to provide health care
services, but also health-related social services, family assistance,
and coordination with other assisting agencies. NDMS personnel also
function as appropriate auxiliary service providers for mortuary and
veterinary services to respond to the needs of victims during an
emergency. These individuals are assigned to Disaster Medical
Assistance Teams (DMATS) or other specialty teams that are placed in
various locations throughout the United States.
---------------------------------------------------------------------------
\1\ Allied health professionals/members are employed in those
clinical healthcare professions distinct from the medical, dental,
and nursing profession. As the name implies, they are all allies in
the healthcare team, working together to make the healthcare system
function.
---------------------------------------------------------------------------
To facilitate the continued provision of high quality care to both
people and animals, NDMS collects the information necessary to make
decisions concerning the hiring and retention of these individuals for
disaster relief efforts. In addition, NDMS collects information on
qualified medical professionals who are System Members of the National
Urban Search and Rescue Response System (US&R), which also falls under
the responsibility of FEMA's Response Division.
To assess qualifications, NDMS asks applicants to complete the
Optional Form (OF) 612 or other standard formats for applications for
Federal employment or status. While the employment forms, like the OF
612 (used to gather information necessary for credentialing) are
currently submitted in paper format, NDMS has developed electronic data
entry forms specifically for credentialing and the forms have been
submitted to the Office of Management and Budget (OMB) for approval.
Information taken from the completed paper applications is transferred
to a database that is maintained by NDMS.
The information that is collected on the OF 612 or other
application formats, consists of:
Name (Last, First, Middle), including any other names
known by and when.
Social Security Number.
Position Being Applied For.
Home Address, including street address, City, State, and
Zip Code.
Home Telephone.
Cell Phone, if applicable.
Fax number, if applicable.
E-mail address, if applicable.
Current Employer Name, if applicable, or place of
employment.
Primary Office Address, including street address, City,
State and Zip Code.
Primary Office Telephone, Fax, or E-mail.
Place of Birth, City, State, Country other than U.S.
Citizenship, and if not a citizen, Status and Visa Number.
Gender.
Military Service History, if applicable, and copy of DD
214.
Other Employment History, including name, location, dates,
and contact information.
Other health care facility affiliations.
Education Background, including names and dates for all
certificates and diplomas.
Specialty(ies), including all certificates or other
documentation.
If certifying Board membership, Board name and address,
and most recent date.
Certification, date of initial certification and most
recent certification.
Examinations passed.
Licenses--include for all States.
Drug Enforcement Administration Registration Number, if
applicable.
References, including name, address, phone numbers, and e-
mail addresses.
Other information, such as criminal history, medical
malpractice action, or other disciplinary action taken against the
applicant, if applicable. (This includes statements from all
malpractice insurance carriers, dating back ten years.)
This collected information serves as the basis by which hiring
officials can certify the providers' basic qualifications for the jobs
to which they are assigned, as well as to determine the clinical
privileges \2\ designated to specific team members. The verification of
credentials ensures that the medical treatment provided is done by
qualified, licensed, professionals who meet the industry standard.
Credential verification also provides DHS the ability to utilize these
employees in the most effective way possible. Similar information on
US&R medical professionals is included in the database.
---------------------------------------------------------------------------
\2\ Privileges are granted by an institution based on
credentials, skill currency, skill proficiency, and resources
available within the organization. For example, if an individual was
trained in a skill ten years ago but has not practiced that skill
recently, the institution would not allow that skill to be performed
within its facility without demonstrated refresher training.
Privileges are used to ensure providers and institutions are
providing quality care.
---------------------------------------------------------------------------
The Privacy Act (5 U.S.C. 552a) embodies fair information
principles in a statutory framework governing the means by which the
United States Government collects, maintains, uses and disseminates
personally identifiable information. The Act applies to information
that is maintained in a ``system of records.'' A ``system of records''
is a group of any records under the control of an agency from which
information is retrieved by the name of the individual or by some
identifying number, symbol, or other identifying particular assigned to
the individual. The National Disaster Medical System Medical
Professional Credentials File System established by this notice is such
a system of records.
The Privacy Act requires each agency to publish in the Federal
Register a description of the type and character of each system of
records that the agency maintains, and the routine uses for which such
information may be disseminated and the purpose for which the system is
maintained. The following description is provided for the National
Disaster Medical System Medical Professional Credentials System of
Records. In accordance with 5 U.S.C. 552a(r), notification of the
creation of this record system has been provided to Congress and to
OMB.
DHS/FEMA/NDMS-1
SYSTEM NAME:
National Disaster Medical System Medical Professional Credentials
System of Records.
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
The database and paper records for this system of records will be
maintained within NDMS offices at FEMA Headquarters, 500 C Street, SW.,
Suite 713, Washington, DC.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
This system of records covers the following types of medical
professionals and allied health members who apply to the NDMS and US&R:
Doctors (or physicians).
[[Page 60556]]
Physician's Assistants.
Dentists.
Dental Assistants and Hygienists.
Pharmacists.
Pharmacy Assistants.
Nurses--Registered and Licensed Vocational or Licensed
Practical Nurses.
Nurse's Aides.
Dietitians.
Psychologists.
Paramedics and Emergency Medical Technicians.
Social Workers.
Therapists.
Radiology Technicians.
Respiratory Therapists.
Medical Technologists.
Counselors.
Optometrists and Opticians.
Veterinarians.
CATEGORIES OF RECORDS IN THE SYSTEM:
FEMA will collect medical credential and qualification information
from all medical professionals and allied health members who apply to
the NDMS and US&R. The types of information to be maintained in the
system of records include:
Name (Last, First, Middle), including any other names
known by and when.
Social Security number.
Position Being Applied For.
Home Address, including street address, City, State, and
Zip Code.
Home Telephone.
Cell Phone, if applicable.
Fax number, if applicable.
E-mail address, if applicable.
Current Employer Name, if applicable, or place of
employment.
Primary Office Address, including street address, City,
State and Zip Code.
Primary Office Telephone, Fax, or E-mail.
Place of Birth, City, State, Country other than U.S.
Citizenship, and if not a citizen, Status and Visa Number.
Gender.
Military Service History, if applicable, and copy of DD
214.
Other Employment History, including name, location, dates,
and contact information.
Other health care facility affiliations.
Education Background, including names and dates for all
certificates and diplomas.
Specialty(ies), including all certificates or other
documentation.
If certifying Board membership, Board name and address,
and most recent date.
Certification, date of initial certification and most
recent certification.
Examinations passed.
Licenses--include for all States.
Drug Enforcement Agency Number.
References, including name, address, phone numbers and e-
mail addresses.
Other information, such as criminal history, medical
malpractice action, or other disciplinary action taken against the
applicant, if applicable. (This includes statements from all
malpractice insurance carriers, dating back ten years.)
Copies of actual diplomas, transcripts, licenses, or certificates,
a signed attestation form and a release of information form will also
be requested from the applicants, and, in some cases, certified copies
must be sent from the institution or certifying agency.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
The collection of information is based on the Robert T. Stafford
Disaster Relief and Emergency Assistance Act, 42 U.S.C. 5121-5206, the
Homeland Security Act of 2002, Public Law 107-296 (2002), 6 U.S.C. 101,
et seq., and the Health Care Quality Improvement Act of 1986, 42 U.S.C.
11101, et seq. The NDMS Statute, 42 U.S.C. 300hh-11, is the authority
that places NDMS within DHS/FEMA. The National Response Plan, Emergency
Support Function 8, ``Public Health and Medical Services
Annex'' also delineates NDMS responsibilities for providing health care
and coordinating with the Department of Defense, Department of Veterans
Affairs, and Department of Health and Human Services in an emergency
requiring implementation of the National Response Plan.
PURPOSE(S):
Information is collected on potential and current NDMS medical
providers and US&R medical providers for three primary purposes: Hiring
decisions; certification/recertification; and privileging.
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, all or a portion of the records or
information contained in this system may be disclosed outside DHS as a
routine use pursuant to 5 U.S.C. 552a (b)(3) as follows:
(A) To a Member of Congress or a Congressional staff member in
response to an inquiry from the Congressional office made at the
request of the individual to whom the records pertain.
(B) To the Department of Justice (DOJ) or other Federal agency
conducting litigation or in proceedings before any court, adjudicative
or administrative body, when: (1) DHS, or (2) any employee of DHS in
his/her official capacity, or (3) any employee of DHS in his/her
individual capacity where DOJ or DHS has agreed to represent the
employee, or (4) the United States or any agency thereof, is a party to
the litigation or has an interest in such litigation, and DHS
determines that disclosure is relevant and necessary to the litigation.
(C) To the National Archives and Records Administration (NARA) or
other Federal government agencies pursuant to records management
inspections being conducted under the authority of 44 U.S.C. sections
2904 and 2906.
(D) To an agency, organization, or individual for the purposes of
performing authorized audit or oversight operations.
(E) Where a record, either on its face or in conjunction with other
information, indicates a violation or potential violation of law--
criminal, civil or regulatory--the relevant records may be referred to
an appropriate Federal, State, local, or tribal law enforcement
authority or other appropriate agency charged with investigating or
prosecuting such a violation or enforcing or implementing such law.
(F) To a Federal, State, local and tribal government to help in
identifying and meeting health and medical needs of victims in an
Incident of National Significance.
(G) To the other Federal agencies with which NDMS coordinates under
the National Response Plan to include the Department of Defense, the
Department of Veterans Affairs, and the Department of Health and Human
Services.
(H) To credentialing entities, governmental or private, that NDMS
agrees to work with to verify credential information and facilitate
exchange of information for deployment purposes. This includes
entities, such as the National Practitioner Databank, which serves as a
clearinghouse for any derogatory information on medical professionals,
such as revoked licenses or other information that may prevent these
NDMS members from legally performing the medical duties for the
position that they hold.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING
AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE
Paper records from this system are stored in the FEMA Headquarters
Building, NDMS Central Office, at 500
[[Page 60557]]
C Street, SW., Suite 713, Washington, DC 20472. The database into which
the information is entered is also maintained within the same office
space. FEMA Headquarters manages data use at all locations where it
will be needed, including all locations where NDMS or US&R members will
be deployed. FEMA has a configuration management process that is used
to share any necessary information in a consistent and secure manner
with all potential users.
Copies of paper applications as well as information maintained
electronically are stored in a work area that is locked when it is not
staffed. The doors to the work area are kept closed. There is limited
access given to persons who have a need to access the information to
perform their official duties. FEMA computer based records such as
databases or e-mails are stored in database servers secured in a file
server room in another location and backed up nightly.
RETRIEVABILITY:
Files and automated data are retrievable by name, social security
number, medical profession, geographic area and/or residence of an
applicant or existing NDMS or US&R medical professional employee.
SAFEGUARDS:
Data access within DHS/FEMA computer systems is determined by the
system administrator staff on a need-to-know basis only. Access is
provided to the online system based upon written authorization of the
NDMS Chief or his designee, and will result in generation of a unique
userID and password. Passwords must be updated on a regular basis based
upon internal FEMA administration requirements. All printouts and paper
records will be marked as ``For Official Use Only'' (FOUO), and will be
maintained within NDMS offices at Headquarters location, 500 C Street,
SW., Suite 713, Washington, DC 20472. The offices containing these
records are locked, with only authorized personnel having unsupervised
access.
Information is shared internally within DHS only as specified
herein on a need-to-know basis and only for purposes of credentialing
and for oversight of the program.
FEMA limits the sharing of personal information collected as part
of the NDMS and US&R medical credentialing process to external agencies
on a case-by-case basis. Permission to have the credentialing
information is based upon the ``need to know.'' Once the ``need to
know'' has been established and verified, the information will be
shared. Only those portions of the requested information for which the
``need to know'' has been established will be shared.
RETENTION AND DISPOSAL:
Records in this system will be retained in accordance with a
schedule approved by NARA for personnel records. Employee files are
retained for a period of 65 years after date of employee's separation
from the Agency, based on NARA General Records Schedule (GRS), Sec. 1,
1(b). The retention schedule for application information for eligible
applicants who are not hired for any reason is delineated in GRS,
Schedule 1, Transmittal No. 12, July 2004, Section 33, part a-t,
``Examining and Certification Records.''
SYSTEM MANAGER(S) AND ADDRESS:
Chief Medical Officer, National Disaster Medical System (NDMS), 500
C Street, SW., Suite 713, Washington, DC 20472.
NOTIFICATION PROCEDURE:
Requests for Privacy Act protected information must conform with
DHS regulations found at 6 CFR Part 5 and FEMA's regulations at 44 CFR
Part 6. They must be made in writing, and clearly marked as a ``Privacy
Act Request'' on the envelope and letter. Inquiries should be addressed
to FEMA--Records Management Division, 500 C Street, SW., Washington, DC
20472. Requests may also be sent to: Privacy Act Officer, DHS/FEMA
Office of Chief Counsel (OGC), General Law Division, Room 518, 500 C
Street, SW., Washington, DC 20472.
RECORD ACCESS PROCEDURES:
Same as the Notification Procedure above.
CONTESTING RECORD PROCEDURE:
Same as the Notification Procedure above. The letter should state
clearly and concisely the information contested, the reasons for
contesting it, and the proposed amendment to the information that is
sought pursuant to DHS Privacy Act regulations at 6 CFR Part 5 and FEMA
regulations at 44 CFR Part 6.
RECORD SOURCE CATEGORIES:
Applicants for NDMS health care related jobs and US&R
status requiring specific credentials.
Current NDMS medical professionals requiring updated
credential verification and privileging.
State and local licensing boards.
Educational institutions.
Sources of information on which to base credentialing
decisions for NDMS medical professionals--such as the National
Practitioner Databank.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
Dated: October 2, 2006.
Hugo Teufel III,
Chief Privacy Officer.
[FR Doc. E6-16671 Filed 10-12-06; 8:45 am]
BILLING CODE 4400-10-P
