Medical Professional Staffing Records (November 18, 1997, 62 FR 61495)
At Air Force medical centers, hospitals, and clinics; all health facilities where graduate health education programs are conducted; reserve NAFs/Surgeon's Office; reserve tactical hospitals/clinics, reserve MSES, and reserve AAG medical elements.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Practitioners, who are, or have been, members of the USAF Medical Service or Civil Service Employees (including civilian consultants who engage in direct patient care) and who are assigned to, employed by, or practice in the Air Force medical facility for the purpose of providing health services for eligible beneficiaries; United States Air Force Medical Service personnel pursuing graduate health education programs.
CATEGORIES OF RECORDS IN THE SYSTEM:
Credential review files: Contains curriculum vitae, list of approved privileges, copies of diplomas and certificates, records of continuing health education training, letters of evaluation, summaries of special activities or other information, including malpractice claims reports, furnished or solicited in order to fully evaluate the professional qualifications of individuals, and the records of any actions taken on the individual's credentials.
Health education records: Applications for training, training reports, Faculty Board reports, photograph or negative, and personnel documents related to training.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
10 U.S.C. Chapter 55, Medical and Dental Care; 8067(f) Designation: Officers to perform certain professional functions; 8207, Regular Air Force: Commissioned officers on active duty; medical specialists, as implemented by Air Force Regulation 168-13, Quality Assurance in the Air Force Medical Service.
The information contained in credential review files is used to award inpatient and ambulatory clinical privileges to all categories of health practitioners.
Health education records are used to permit evaluations of individuals in training, by program directors, in managing the individual in training; by the record maintenance personnel, to document changes to the individual's personnel record maintained by the servicing Consolidated Base Personnel Office (CBPO).
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, these records or information contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows:
The information may also be released to a governmental board or agency or health care professional society or organization if such record of document is needed to perform licensing or professional standards monitoring related to health care practitioners who are or were formerly members or employees of the Armed Forces, and to medical institutions or organizations wherein such member or employee has applied for or been granted authority or employment to provide health care services if such record or document is needed to assess the professional qualifications of such member or employee.
Records concerning civilian consultants or contractors who engage in direct patient care may be released to civilian organizations employing said civilian consultants or contractors providing direct patient care to eligible beneficiaries if such records are necessary to evaluate the civilian consultant or contractor in accordance with 10 U.S.C. 1102(c)(E).
The DoD 'Blanket Routine Uses' published at the beginning of the Air Force's compilation of systems of records notices apply to this system.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
Maintained in file folders and visible file binders/cabinets.
Retrieved by name.
Records are accessed by custodian of the record system, by person(s) responsible for servicing the record system in performance of their official duties; by commanders of USAF medical centers hospitals and clinics (credential review files); by program directors, trainees and personnel managers with the need-to-know (health education records).
RETENTION AND DISPOSAL:
Credential review files are retained in the office files of the medical facility the practitioner is assigned or employed. Following separation, resignation, or retirement, the files are retained at the location of the last duty assignment for a period of 3 years and then are destroyed.
Health education files are retained by the director of health education until training is completed, files are then kept by the health facility for 30 years and then destroyed by tearing into pieces, shredding, pulping, macerating, or burning; if facility is deactivated, the records are retired to the Washington National Records Center, Washington, DC 20409 to be retained until the 30-year period has expired at which time they will be destroyed.
SYSTEM MANAGER(S) AND ADDRESS:
The Surgeon General, Headquarters, United States Air Force; Commanders of medical centers, hospitals, clinics. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices.
For health education records, individuals should give full name, military status, Social Security Number, when they entered training and completed training, and what corps within the medical service they are a member. Individuals may visit either the health facility maintaining the records or the Office of the Surgeon, Air Force Manpower and Personnel Center, Randolph Air Force Base, TX to learn if the record system contains their records. When visiting either of these locations, the individual must provide a valid drivers license or equivalent identification containing a photograph to establish identity.
Individuals seeking to determine whether information about themselves is contained in this system should address written inquiries to or visit the system manager.
RECORD ACCESS PROCEDURES:
ndividuals seeking access to information about themselves contained in this system should address written inquiries to or visit the system manager. For health education records, individual may obtain assistance by writing or presenting themselves in person to the health facility where the records are maintained. Official mailing addresses are published as an appendix to the Air Force's compilation of systems of records notices.
CONTESTING RECORD PROCEDURES:
The Air Force rules for accessing records, and for contesting contents and appealing initial agency determinations are published in Air Force Instruction 37-132; 32 CFR part 806b; or may be obtained from the system manager.
RECORD SOURCE CATEGORIES:
Credential review files: Basic information submitted by the practitioner. Additional information may be solicited from other sources in order to permit the credentials committee to best judge the capabilities of the practitioner. Health education records: Previous employer, educational institutions, master personnel record, information provided by the individual concerned.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
FEDERAL REGISTER HISTORY: