68420 Federal Register / Vol. 79, No. 221 / Monday, November 17, 2014 / Notices 

DEPARTMENT OF DEFENSE 

Office of the Secretary 

[Docket ID: DoD–2014–HA–0149] 

Privacy Act of 1974; System of 

Records 

AGENCY: Defense Health Agency, DoD. 

ACTION: Notice to alter a system of 

records. 

SUMMARY: The Defense Health Agency 

proposes to alter an existing system of 

records, EDTMA 01, entitled ‘‘Health 

Benefits Authorization Files’’ in its 

inventory of record systems subject to 

the Privacy Act of 1974, as amended. 

This system maintains and controls 

records pertaining to requests for 

authorization or pre-authorization of 

health and dental care under TRICARE 

and the Civilian Health and Medical 

Program of the Department of Veterans 

Affairs (CHAMPVA). The system is used 

to determine eligibility of an individual, 

authorize payment, control and review 

health care management plans and 

health care demonstration programs, 

control accomplishment of reviews, and 

coordinate subject matter clearance for 

internal and external audits and reviews 

of the program. 

DATES: Comments will be accepted on or 

before December 17, 2014. This 

proposed action will be effective the 

date following the end of the comment 

period unless comments are received 

which result in a contrary 

determination. 

ADDRESSES: You may submit comments, 

identified by docket number and title, 

by any of the following methods: 

* Federal Rulemaking Portal: http://

www.regulations.gov. 

Follow the instructions for submitting 

comments. 

* Mail: Federal Docket Management 

System Office, 4800 Mark Center Drive, 

East Tower, 2nd Floor, Suite 02G09, 

Alexandria, VA 22350–3100. 

Instructions: All submissions received 

must include the agency name and 

docket number for this Federal Register 

document. The general policy for 

comments and other submissions from 

members of the public is to make these 

submissions available for public 

viewing on the Internet at http://

www.regulations.gov as they are 

received without change, including any 

personal identifiers or contact 

information. 

FOR FURTHER INFORMATION CONTACT: Ms. 

Linda S. Thomas, Chief, Defense Health 

Agency Privacy and Civil Liberties 

Office, Defense Health Agency, 7700 

Arlington Boulevard, Suite 5101, Falls 

Church, VA 22042–5101, or by phone at 

(703) 681–7500. 

SUPPLEMENTARY INFORMATION: The 

Defense Health Agency notices for 

systems of records subject to the Privacy 

Act of 1974 (5 U.S.C. 552a), as amended, 

have been published in the Federal 

Register and are available from the 

address in FOR FURTHER INFORMATION

CONTACT or at the Defense Privacy and 

Civil Liberties Office Web site at http:// 

dpclo.defense.gov/. 

The proposed system report, as 

required by 5 U.S.C. 552a(r) of the 

Privacy Act of 1974, as amended, was 

submitted on November 10, 2014, to the 

House Committee on Oversight and 

Government Reform, the Senate 

Committee on Governmental Affairs, 

and the Office of Management and 

Budget (OMB) pursuant to paragraph 4c 

of Appendix I to OMB Circular No. A– 

130, ‘‘Federal Agency Responsibilities 

for Maintaining Records About 

Individuals,’’ dated February 8, 1996 

(February 20, 1996, 61 FR 6427). 

Dated: November 12, 2014. 

Aaron Siegel, 

Alternate OSD Federal Register Liaison 

Officer, Department of Defense. 

EDTMA 01 

SYSTEM NAME: 

Health Benefits Authorization Files 

(November 18, 2013, 78 FR 69076) 

CHANGES: 

* * * * * 

SYSTEM LOCATION: 

Delete entry and replace with 

‘‘Records Management, Administration 

and Management Directorate, 16401 

East Centretech Parkway, Aurora, CO 

80011–9066, and contractors under 

contract to the Defense Health Agency. 

A listing of Managed Care Support 

contractors maintaining these records is 

available from the system manager.’’ 

CATEGORIES OF INDIVIDUALS COVERED BY THE

SYSTEM: 

Delete entry and replace with ‘‘All 

individuals who seek authorization or 

pre-authorization for medical and dental 

health care under TRICARE/CHAMPUS 

and the Civilian Health and Medical 

Program of the Department of Veterans 

Affairs (CHAMPVA).’’ 

CATEGORIES OF RECORDS IN THE SYSTEM: 

Delete entry and replace with 

‘‘Original correspondence to and from 

individuals; medical/dental statements; 

the name, Social Security Number (SSN) 

and/or DoD Identification Number (DoD 

ID Number) of the sponsor and/or 

beneficiary; beneficiary’s relationship to 

sponsor; medical/dental histories; 

Health Care Advice Nurse records; 

Congressional inquiries; medical/dental 

diagnosis and treatment records 

including web-based behavioral health 

assistance encounters; authorization and 

pre-authorization requests for care; case 

status sheets; memoranda for the record; 

follow-up reports justifying extended 

care; correspondence with contractors; 

and work-up sheets maintained by case 

workers.’’ 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: 

Delete entry and replace with ‘‘10 

U.S.C. Chapter 55, Medical and Dental 

Care; 38 U.S.C. Chapter 17, Hospital, 

Nursing Home, Domiciliary, and 

Medical Care; 32 CFR Part 199, Civilian 

Health and Medical Program of the 

Uniformed Services (CHAMPUS); and 

E.O. 9397 (SSN), as amended.’’ 

PURPOSE(S): 

Delete entry and replace with ‘‘To 

maintain and control records pertaining 

to requests for authorization or preauthorization of health and dental care 

under TRICARE. 

The system is used to determine 

eligibility of an individual, authorize 

payment, control and review health care 

management plans, and health care 

demonstration programs, control 

accomplishment of reviews, and 

coordinate subject matter clearance for 

internal and external audits and reviews 

of the program.’’ 

ROUTINE USES OF RECORDS MAINTAINED IN THE

SYSTEM, INCLUDING CATEGORIES OF USERS AND

THE PURPOSES OF SUCH USES: 

Delete entry and replace with ‘‘In 

addition to those disclosures generally 

permitted under 5 U.S.C. 552a(b) of the 

Privacy Act of 1974, as amended, these 

records may specifically be disclosed 

outside the DoD as a routine use 

pursuant to 5 U.S.C. 552a(b)(3) as 

follows: 

To the Departments of Health and 

Human Services and Veterans Affairs 

consistent with their statutory 

administrative responsibilities under 

TRICARE and CHAMPVA pursuant to 

10 U.S.C. Chapter 55 and 38 U.S.C. 

Chapter 17. 

Referral to Federal, state, local, or 

foreign governmental agencies, and to 

private business entities, including 

individual providers of care 

(participating and non-participating), on 

matters relating to eligibility, claims 

pricing and payment, fraud, program 

abuse, utilization review, quality 

assurance, peer review, program 

integrity, third-party liability, 

coordination of benefits, and civil or 

criminal litigation related to the 

operation of TRICARE. 


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Federal Register / Vol. 79, No. 221 / Monday, November 17, 2014 / Notices 68421 

Disclosure to the Department of 

Justice and the United States Attorneys 

in situations where the matter directly 

or indirectly involves the TRICARE 

program. 

Disclosure to third-party contacts in 

situations where the party to be 

contacted has, or is expected to have, 

information necessary to establish the 

validity of evidence or to verify the 

accuracy of information presented by 

the individual concerning his or her 

entitlement, the amount of benefit 

payments, any review of suspected 

abuse or fraud, or any concern for 

program integrity or quality appraisal. 

The DoD Blanket Routine Uses may 

apply to this system of records. 

Note 1: This system of records contains 

individually identifiable health information. 

The DoD Health Information Privacy 

Regulation (DoD 6025.18–R) or any successor 

DoD issuances implementing the Health 

Insurance Portability and Accountability Act 

of 1996 (HIPAA) and 45 CFR Parts 160 and 

164, Health and Human Services, General 

Administrative Requirements and Security & 

Privacy, respectively, applies to most such 

health information. DoD 6025.18–R or a 

successor issuance may place additional 

procedural requirements on uses and 

disclosures of such information beyond those 

found in the Privacy Act of 1974, as amended 

or mentioned in this system of records 

notice. 

Note 2: Except as provided under 42 U.S.C. 

290dd–2, records of identity, diagnosis, 

prognosis or treatment information of any 

patient maintained in connection with the 

performance of any program or activity 

relating to substance abuse education, 

prevention, training, treatment, 

rehabilitation, or research, which is 

conducted, regulated, or directly or indirectly 

assisted by a department or agency of the 

United States will be treated as confidential 

and disclosed only for the purposes and 

under the circumstances expressly 

authorized under 42 U.S.C. 290dd–2.’’ 

STORAGE: 

Delete entry and replace with ‘‘Paper 

records and/or electronic storage 

media.’’ 

RETRIEVABILITY: 

Delete entry and replace with 

‘‘Information is retrieved by the name, 

SSN and/or DoD ID Number of the 

sponsor or beneficiary.’’ 

SAFEGUARDS: 

Delete entry and replace with 

‘‘Electronic media, data and/or 

electronic records are maintained in a 

controlled area. Records are maintained 

in a secure, limited access, or monitored 

area. The computer system is accessible 

only to authorized personnel. Entry into 

these areas is restricted to those 

personnel with a valid requirement and 

authorization to enter. Physical entry is 

restricted by the use of locks, passwords 

which are changed periodically, and 

administrative procedures. 

The system provides two-factor 

authentication through user IDs/

passwords. Access to personal 

information is restricted to those who 

require the data in the performance of 

their official duties. All personnel 

whose official duties require access to 

the information are trained in the proper 

safeguarding and use of the information. 

All of the records must be properly 

secured for the duration of their life 

cycle. The safeguards in place for the 

paper records include placing the 

documents in locked file cabinets and 

storage rooms with limited access and 

electronic security measures. In 

addition, some of the records are housed 

in secure facilities monitored by 

security guards and video surveillance.’’ 

RETENTION AND DISPOSAL: 

Delete entry and replace with ‘‘Close 

out at end of the calendar year in which 

received. Destroy 10 years after cutoff. 

Records are currently frozen under DHA 

litigation holds.’’ 

SYSTEM MANAGER(S) AND ADDRESS: 

Delete entry and replace with 

‘‘Manager, Records Management, 

Administration and Management 

Directorate, 16401 East Centretech 

Parkway, Aurora, CO 80011–9066.’’ 

NOTIFICATION PROCEDURE: 

Delete entry and replace with 

‘‘Individuals seeking to determine 

whether information about themselves 

is contained in this system of records 

should address written inquiries to 

Chief, Freedom of Information Act 

(FOIA) Service Center, Defense Health 

Agency Privacy and Civil Liberties 

Office, 7700 Arlington Boulevard, Suite 

5101, Falls Church, VA 22042–5101. 

Requests should contain the full name 

and signature of the sponsor or 

beneficiary. 

If requesting information about a 

minor or legally incompetent person, 

the request must be made by the 

custodial parent, legal guardian, or party 

acting in loco parentis of such 

individual. Written proof of that status 

may be required before the existence of 

any information will be confirmed.’’ 

RECORD ACCESS PROCEDURES: 

Delete entry and replace with 

‘‘Individuals seeking access to records 

about themselves contained in this 

system of records should address 

written inquiries to the Chief, FOIA 

Service Center, Defense Health Agency 

Privacy and Civil Liberties Office, 7700 

Arlington Boulevard, Suite 5101, Falls 

Church, VA 22042–5101. 

Written requests for information 

should include the full name and 

signature of the sponsor or beneficiary. 

If requesting records about a minor or 

legally incompetent person, the request 

must be made by the custodial parent, 

legal guardian, or party acting in loco 

parentis of such individual. Written 

proof of that status may be required 

before any records will be provided.’’ 

CONTESTING RECORD PROCEDURES: 

Delete entry and replace with ‘‘The 

Office of the Secretary of Defense (OSD) 

rules for accessing records, for 

contesting contents and appealing 

initial agency determinations are 

published in OSD Administrative 

Instruction 81, 32 CFR Part 311, or may 

be obtained from the system manager.’’ 

RECORD SOURCE CATEGORIES: 

Delete entry and replace with 

‘‘Contractor submissions on behalf of 

beneficiaries, Health Benefits Advisors, 

all branches of the Uniformed Services, 

Congressional offices, providers of care, 

consultants, sponsor and/or 

beneficiary.’’ 

* * * * * 

[FR Doc. 2014–27102 Filed 11–14–14; 8:45 am] 

BILLING CODE 5001–06–P 

DEPARTMENT OF DEFENSE 

Office of the Secretary 

[Docket ID DoD–2014–OS–0148] 

Privacy Act of 1974; System of 

Records 

AGENCY: Defense Finance and 

Accounting Service, DoD. 

ACTION: Notice to alter a system of 

records. 

SUMMARY: The Defense Finance and 

Accounting Service proposes to alter a 

system of records notice, T7335d, 

entitled ‘‘Civilian Pay Accounting 

Interface Records’’ in its inventory of 

record systems subject to the Privacy 

Act of 1974, as amended. This system 

maintains and processes civilian payroll 

accounting and finance data that 

originates in the Defense Civilian 

Payroll System (DCPS). The Civilian Pay 

Accounting Interface System (CPAIS) 

receives bi-weekly files that are used to 

generate civilian payroll costs, 

manpower data and reports; and 

detailed management reports for the 

U.S. Air Force. The system will also 

contain information on other than U.S. 

Air Force civilian employees. However, 

the CPAIS system will not use the nonVerDate Sep<11>2014 17:14 Nov 14, 2014 Jkt 235001 PO 00000 Frm 00017 Fmt 4703 Sfmt 4703 E:\FR\FM\17NON1.SGM 17NON1

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