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System
name:
Federal Employees Occupational Health Data System,
HHS/HRSA/BPHC.
Security classification:
None.
System location:
- Division
of Federal Occupational Health, Bureau of
Primary Health Care, 3rd Floor, West Tower
Building, 4350 East West Highway, Bethesda,
Maryland,
- MAILING
ADDRESS: 3rd Floor, West Tower Building, 4350
East West Highway, Rockville, MD 20857.
Categories of individuals covered by
the system: Federal employees provided
occupational health services in PHS/ Division
of Federal Occupational Health (DFOH) service
provision sites.
Categories of records in the system:
Medical records documents are maintained
at service provision sites. Health services
data organized and presented for Agency billing
and program planning purposes are maintained
in the automated Program Operations Information
System (POIS).
Authority for maintenance of the system:
Title V (5 U.S.C. 7901), Health Service to Employees,
and 0MB Circular No. A-72).
Purpose(s): The system is designed
to provide occupational health record data for
clinical and program operations, analysis, planning
and evaluation.
Routine uses of records maintained in
the system, including categories of users and
the purposes of such uses:
-
U.S. Department of Labor, Office of Workers’
Compensation Programs (OWCP) , may be given
access to files of those persons claiming
compensation benefits due to personal injury
while on the job.
-
Certain records may be disclosed to medical
laboratories, medical consultants, or computer
processing facilities under service contract
agreement. Recipients are required to maintain
adequate safeguards with respect to such records.
-
In the event of a change in sponsorship of
a PHS/DFOH service provision site or in case
of mass transfer of employees covered by a
PHS/DFOH service provision site to one served
by a nondepartmental organization, the occupational
health records will be transferred to the
custodianship of the new organization.
-
Disclosure may be made to a congressional
office from the record of an individual in
response to a verified inquiry from the congressional
office made at the written request of that
individual.
-
In the event of litigation where the defendant
is:
-
The Department, any component of the Department,
or any employee of the Department in his
or her official capacity;
-
The United States where the Department
determines that the claim, if successful,
is likely to directly affect the operations
of the Department or any of its components;
or
-
Any Department employee in his or her
individual capacity where the Justice
Department has agreed to represent such
employee, for example, in defending a
claim against the Public Health Service
based upon an individual’s mental
or physical condition and alleged to have
arisen because of activities of the Public
Health Service in connection with such
individual. Disclosure may be made to
the Department of Justice to enable that
Department to present an effective defense,
provided that such disclosure is compatible
with the purpose for which the records
were collected.
Policies and practices for storing,
retrieving, accessing, retaining, and disposing
of records in the system:
-
Storage: Individual employee medical documents
in locked files. Magnetic tape and disc storage
of automated Agency billing and program planning
and evaluation data.
- Retrievability:
Name and Social Security numbers, which are
supplied on a voluntary basis, are used for
retrieval.
-
Safeguards:
-
Authorized users: DFOH personnel, service
provision site physicians, nurses, and
other allied health professionals with
a need to know.
-
Physical safeguards: Magnetic tapes, discs,
and other computer equipment and computerized
data are stored in areas where fire and
life safety codes and security requirements
are strictly enforced. All documents are
protected during lunch hours and nonworking
hours in locked file cabinets or locked
storage areas.
-
Procedural safeguards: A user verification
and validation code is required to access
POIS computer software and internal programming
enables file and data element specific
access control on a user specific basis.
All users of personal information in connection
with the performance of their jobs protect
information from public view and from
unauthorized personnel entering an unsupervised
office. Access to automated records is
strictly limited to those staff members
trained in accordance with the DFOH POIS
user’s manual. Contractors are required
to maintain confidentiality safeguards
with respect to these records. These safeguards
are in accordance with DHHS Chapter 45-13
and supplementary Chapter PHS.hf: 45-13
of the General Administration Manual.
Retention and disposal: Number
of years held: Automated records are retained
permanently.
System
manager(s) and address:
- Director,
Division of Federal Occupational Health, Bureau
of Primary Health Care, Health Resources and
Services Administration, 3rd Floor, West Tower
Building, 4350 East West Highway, Bethesda,
Maryland.
- MAILING
ADDRESS: 3rd Floor, West Tower Building, 4350
East
West Highway, Rockville, MD 20857.
Notification
procedures: To
determine if a record exists, write to the System
Manager at the address above. Individuals must
provide positive identification, such as a driver’s
license, passport, voter registration card,
union card, or a written certification verifying
his or her identity. Individuals must provide
treatment locations and approximate date of
treatment. Requestors should also reasonably
specify the record contents being sought. An
individual who requests access to a medical/dental
record shall, at the time the request is made,
designate in writing a responsible representative
who will be willing to review the record and
inform the subject individual of its content
at the representative’s discretion.
Record access procedures: Same
as notification procedures.
Contesting record procedures: Contact
the System Manager at the above address and
reasonably identify the record, specify the
information being contested, and state the corrective
action sought, with supporting justification.
Record source categories: Information
is obtained from the Federal employee, occupational
health services provision contractors, health
service provider notes, DOL, OWCP and personnel
officers of beneficiary Departments and Agencies.
Systems exempted for certain provisions
of the act: None.
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