Notice2025-17712
Privacy Act of 1974; System of Records
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
September 15, 2025
Issuing agencies
Veterans Affairs Department
Abstract
Pursuant to the Privacy Act of 1974, notice is hereby given that the VA is modifying the system of records titled Veterans and Beneficiaries Purchased Care Community Health Care Claims, Correspondence, Eligibility, Inquiry and Payment Files--VA (54VA10NB3). This system is used for establishing and monitoring eligibility to receive VA benefits, processing claims for medical care and services, and processing stipends. This system also has a database that uses accumulator calculation and makes transactions using the Payer Electronic Data Interchange Transaction Application System to process claims for medical care and services and payments.
Full Text
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<title>Federal Register, Volume 90 Issue 176 (Monday, September 15, 2025)</title>
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[Federal Register Volume 90, Number 176 (Monday, September 15, 2025)]
[Notices]
[Pages 44473-44478]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2025-17712]
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DEPARTMENT OF VETERANS AFFAIRS
Privacy Act of 1974; System of Records
AGENCY: Department of Veterans Affairs (VA), Veterans Health
Administration (VHA).
ACTION: Notice of a Modified System of Records.
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SUMMARY: Pursuant to the Privacy Act of 1974, notice is hereby given
that the VA is modifying the system of records titled Veterans and
Beneficiaries Purchased Care Community Health Care Claims,
Correspondence, Eligibility, Inquiry and Payment Files--VA (54VA10NB3).
This system is used for establishing and monitoring eligibility to
receive VA benefits, processing claims for medical care and services,
and processing stipends. This system also has a database that uses
accumulator calculation and makes transactions using the Payer
Electronic Data Interchange Transaction Application System to process
claims for medical care and services and payments.
DATES: Comments on this modified system of records must be received no
later than 30 days after the Date of Publication in the Federal
Register. If no public comment is received during the period allowed
for comment or unless otherwise published in the Federal Register by
VA, the modified system of records will become effective a minimum of
30 days after date of publication in the Federal Register. If VA
receives public comments, VA shall review the comments to determine
whether any changes to the notice are necessary.
ADDRESSES: Comments may be submitted through <a href="https://www.regulations.gov/">https://www.regulations.gov/</a> or mailed to VA Privacy Service, 810 Vermont
Avenue NW, (005X6F), Washington, DC 20420. Comments should indicate
that they are submitted in response to ``Veterans and Beneficiaries
Purchased Care Community Health Care Claims, Correspondence,
Eligibility, Inquiry and Payment Files--VA'' (54VA10NB3). Comments
received will be available at <a href="http://regulations.gov">regulations.gov</a> for public viewing,
inspection, or copies.
FOR FURTHER INFORMATION CONTACT: Stephania Griffin, VHA Chief Privacy
Officer, 810 Vermont Avenue NW, (10DH03A), Washington, DC 20420,
<a href="/cdn-cgi/l/email-protection#cd9eb9a8bda5aca3a4ace38abfa4ababa4a38dbbace3aaa2bb"><span class="__cf_email__" data-cfemail="0f5c7b6a7f676e61666e21487d66696966614f796e21686079">[email protected]</span></a>. The telephone number is 704-245-2492 (Note:
This is not a toll-free number).
SUPPLEMENTARY INFORMATION: VA is modifying this system of records by
revising the following sections: system number; system location; system
manager; purpose of the system; categories of individuals covered by
the system; categories of records in the system; record source
categories; routine uses of records maintained in the system; policies
and practices for storage of records; policies and practices for
retrieval of records; administrative, technical and physical
safeguards; record access procedure; contesting records procedures; and
notification procedure. VA is republishing the system notice in its
entirety.
The system number is being updated from 54VA10NB3 to 54VA10 to
reflect the current VHA organizational routing symbol.
The system location is being updated due to an organizational
realignment of VHA offices from the Chief Business Office, Purchased
Care Office (CBOPC), 3773 Cherry Creek North Drive, Denver, Colorado
80209, to the Office of Integrated Veteran Care (OIVC), 3773 Cherry
Creek North Drive, Denver, Colorado 80209. The records are also located
at the VA Enterprise Cloud Data Centers/Amazon Web Services, 1915 Terry
Avenue, Seattle, WA 98101.
The System Manager has changed from, ``Chief Business Officer
(10NB), 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'' to ``Chief Payer, <a href="/cdn-cgi/l/email-protection#7a2c323b35332c392a373e2a1b031f083f3e333a0c1b541d150c"><span class="__cf_email__" data-cfemail="77213f36383e2134273a3327160e120532333e37011659101801">[email protected]</span></a>.
OIVC, 3773 Cherry Creek North Drive, Denver, Colorado 80209''.
The purpose is being updated to include, ``This system also has a
database that uses accumulator calculation and makes transactions using
the Payer Electronic Data Interchange Transaction Application System to
process claims for medical care, services, and payments.''
The categories of individuals covered by system number 1 is being
amended to include beneficiaries, the Maintaining Internal Systems and
Strengthening Integrated Outside Networks (MISSION) Act, and the
Honoring our Promise to Address Comprehensive Toxics (PACT) Act. Number
4 is being amended to include MISSION Act, and PACT Act.
The categories of records in the system are being amended to
include beneficiaries.
The record source categories is being amended to include
beneficiaries and health care providers.
The following routine uses were updated:
The language in routine use at number 2 has been updated.
Previously, it read, ``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.'' Routine use number 2 will now read as, ``Governmental
Agencies, Health Organizations, for Claimants' Benefits: To Federal,
state, and local government agencies and national health organizations
as reasonably necessary to assist in the development of programs that
will be beneficial to claimants, to protect their rights under law, and
assure that they are receiving all benefits to which they are
entitled.''
The language in routine use number 3 has been updated. Previously,
it read, ``VA may disclose on its own initiative
[[Page 44474]]
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, regulation, rule, or order
issued pursuant thereto.'' Routine use number 3 will now read as, ``Law
Enforcement: To a Federal, state, local, territorial, tribal, or
foreign law enforcement authority or other appropriate entity charged
with the responsibility of investigating or prosecuting such violation
or charged with enforcing or implementing such law, provided that the
disclosure is limited to information that, either alone or in
conjunction with other information, indicates a violation or potential
violation of law, whether civil, criminal, or regulatory in nature. The
disclosure of the names and addresses of Veterans and their dependents
from VA records under this routine use must also comply with the
provisions of 38 U.S.C. 5701.''
The language in routine use number 8 has been updated. Previously,
it read, ``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.''
Routine use number 8 will now read as, ``The Department of Justice
(DoJ), Litigation, Administrative Proceeding: To DoJ, or in a
proceeding before a court, adjudicative body, or other administrative
body before which VA is authorized to appear, when any of the following
is a party to such proceedings or has an interest in such proceedings,
and VA determines that use of such records is relevant and necessary to
the proceedings:
(a) VA or any component thereof;
(b) Any VA employee in his or her official capacity;
(c) Any VA employee in his or her individual capacity where DoJ has
agreed to represent the employee; or
(d) The United States, where VA determines that litigation is
likely to affect the agency or any of its components.
Routine uses number 13 and number 14 are duplicates. Routine use
number 14 will now state, ``Federal Labor Relations Authority (FLRA):
To the FLRA in connection with the investigation and resolution of
allegations of unfair labor practices, the resolution of exceptions to
arbitration awards when a question of material fact is raised, matters
before the Federal Service Impasses Panel, and the investigation of
representation petitions and the conduct or supervision of
representation elections.''
The language in routine use number 16 has been updated. Previously,
it read, ``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.'' Routine use number 16 will now read as, ``Federal Agencies,
for Research: To a Federal agency for the purpose of conducting
research and data analysis to perform a statutory purpose of that
Federal agency upon the written request of that agency.''
The language in Routine use number 23 has been updated. Previously,
it read, ``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.'' Routine use number 23 will now read as,
``Contractors: To contractors, grantees, experts, consultants,
students, and others performing or working on a contract, service,
grant, cooperative agreement, or other assignment for VA, when
reasonably necessary to accomplish an agency function related to the
records.''
The language in routine use number 27 has been updated. Previously,
it read, ``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.'' Routine use number 27 will now read
as, ``Data breach response and remediation, for VA: To appropriate
agencies, entities, and persons when (1) VA suspects or has confirmed
that there has been a breach of the system of records; (2) VA has
determined that as a result of the suspected or confirmed breach there
is a risk of harm to individuals, VA (including its information
systems, programs, and operations), the Federal Government, or national
security; and (3) the disclosure made to such agencies, entities, and
persons is reasonably necessary to assist in connection with VA's
efforts to respond to the suspected or confirmed breach or to prevent,
minimize, or remedy such harm.''
Routine use number 28 is being amended to state, ``Any relevant
information from this system of record may be disclosed to the Centers
for Medicare and Medicaid, the SSA, or any other Federal or state
agencies for the review and reporting of CHAMPVA and TRICARE health
benefit claims.''
Routine use number 29 is being added to state, ``Data breach
response and remediation, for another Federal agency: To another
Federal agency or Federal entity, when VA determines that information
from this system of records is reasonably necessary to assist the
recipient agency or entity in (1) responding to a suspected or
confirmed breach or (2) preventing, minimizing, or remedying the risk
of harm to individuals, the recipient agency or entity (including its
information systems, programs, and operations), the Federal Government,
or national
[[Page 44475]]
security, resulting from a suspected or confirmed breach.''
Routine use number 30 is being added to state, ``Merit Systems
Protection Board (MSPB): To the MSPB in connection with appeals,
special studies of the civil service and other merit systems, review of
rules and regulations, investigation of alleged or possible prohibited
personnel practices, and such other functions promulgated in 5 U.S.C.
1205 and 1206, or as authorized by law.''
Routine use number 31 is being added to state, ``Equal Employment
Opportunity Commission (EEOC): To the EEOC in connection with
investigations of alleged or possible discriminatory practices,
examination of Federal affirmative employment programs, or other
functions of the Commission as authorized by law.''
Policies and practices for storage of records is being updated to
include Amazon Web Service Cloud. This section will remove, ``paper
folders, magnetic discs, and magnetic tape.''
Policies and practices for retrieval of records is being updated to
include VA assigned integration control number, data file number (DFN),
and DFN and beneficiary first name. This section is replacing paper
records with electronic records.
Policies and practices for retention and disposal of records is
being updated to remove, ``item XXXVIII Civilian Health and Medical
care (CHMC) Records. National Archives and Records Administration job
number N1-015-3-1 Item 1-8b. (Master file) item 3, Destroy 6 years
after all individuals in the record become ineligible for program
benefits''. This section is being updated to include item number
1260.1.
The administrative, technical and physical safeguards section is
being updated to replace ``CBOPC'' with ``OIVC.'' This section is also
being updated to include, ``The system is hosted in Amazon Web Services
Government Cloud infrastructure as a service Cloud computing
environment that has been authorized at the high-impact level under the
Federal Risk and Authorization Management Program. The secure site-to-
site encrypted network connection is limited to access through the VA
trusted internet connection.'' The following is being removed from this
section, ``Automated Data Processing (ADP) peripheral devices are
generally placed in secure areas or are otherwise protected.''
Record access procedures is being amended to state, ``Individuals
seeking information on the existence and content of records in this
system pertaining to them should contact the system manager in writing
as indicated above or may write or visit the VA medical facility
location where they normally receive their care. A request for access
to records must contain the requester's full name, address, telephone
number, be signed by the requester, and describe the records sought in
sufficient detail to enable VA personnel to locate them with a
reasonable amount of effort.''
Contesting record procedures is being amended to state,
``Individuals seeking to contest or amend records in this system
pertaining to them should contact the system manager in writing as
indicated above or may write or visit the VA medical facility location
where they normally receive their care. A request to contest or amend
records must state clearly and concisely what record is being
contested, the reasons for contesting it, and the proposed amendment to
the record.''
Notification procedure is being amended to state, ``Individuals who
wish to be notified if a record in this system of records pertains to
them should submit the request following the procedures described in
``Record Access Procedures,'' above.''
The Report of Intent to Amend a System of Records Notice and an
advance copy of the system notice were 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(c) (Privacy
Act) and guidelines issued by OMB (65 FR 77677), December 12, 2000.
Signing Authority
The Senior Agency Official for Privacy, 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. Eddie Pool,
Deputy Chief Information Officer, Connectivity and Collaboration
Services, Performing the Delegable Duties of the Assistant Secretary
for Information and Technology and Chief Information Officer, approved
this document on July 17, 2025, for publication.
Dated: September 10, 2025.
Saurav Devkota,
Government Information Specialist, VA Privacy Service, Office of
Compliance, Risk and Remediation, Office of Information and Technology,
Department of Veterans Affairs.
SYSTEM NAME AND NUMBER:
``Veterans and Beneficiaries Purchased Care Community Health Care
Claims, Correspondence, Eligibility, Inquiry and Payment Files--VA''
(54VA10).
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
Records are maintained at the Office of Integrated Veteran Care
(OIVC), 3773 Cherry Creek North Drive, Denver, Colorado 80209. Records
are also located at the Department of Veterans Affairs (VA) Enterprise
Cloud Data Centers/Amazon Web Services, 1915 Terry Avenue, Seattle, WA
98101.
SYSTEM MANAGER(S):
Official responsible for policies and procedures: Chief Payer,
<a href="/cdn-cgi/l/email-protection#22746a636d6b7461726f6672435b475067666b6254430c454d54"><span class="__cf_email__" data-cfemail="02544a434d4b5441524f4652637b677047464b4274632c656d74">[email protected]</span></a>, OIVC, 3773 Cherry Creek North Drive, Denver,
CO 80209.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
38 U.S.C. 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) OF THE SYSTEM:
This system is used for establishing and monitoring eligibility to
receive VA benefits, processing claims for medical care and services,
and processing stipends. This system also has a database that uses
accumulator calculation and makes transactions using the Payer
Electronic Data Interchange Transaction Application System to process
claims for medical care and services and payments.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Categories of individuals covered by the system include the
following:
1. Family members and beneficiaries of Veterans who seek health
care under 38 U.S.C. 1720G, 1781, 1787, 1802, 1803, 1812, 1813, 1821,
MISSION Act, PACT Act, Public Law 103-446, 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, MISSION Act, PACT Act, 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.
[[Page 44476]]
CATEGORIES OF RECORDS IN THE SYSTEM:
Records maintained in the system include program applications,
eligibility information concerning the Veteran, family members,
beneficiaries, 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 (such as 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--for example, dates, branch and character of
service, medical information).
RECORD SOURCE CATEGORIES:
The Veteran sponsor, family member, beneficiary, caregiver,
military service departments, private medical facilities and health
care providers, electronic trading partners, contractors, Department of
Defense (DoD), TRICARE, Defense Eligibility Enrollment Reporting System
(DEERS), other Federal agencies, VA Regional Offices, Veterans Benefits
Administration (VBA) automated record systems, VA medical centers and
health care providers.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
To the extent that records contained in the system include
information protected by 45 CFR parts 160 and 164, (individually
identifiable health information), and 38 U.S.C. 7332, (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, disclosures 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. Governmental Agencies, Health Organizations, for Claimants'
Benefits: To Federal, state, and local government agencies and national
health organizations as reasonably necessary to assist in the
development of programs that will be beneficial to claimants, to
protect their rights under law, and assure that they are receiving all
benefits to which they are entitled.
3. Law Enforcement: To a Federal, state, local, territorial,
tribal, or foreign law enforcement authority or other appropriate
entity charged with the responsibility of investigating or prosecuting
such violation or charged with enforcing or implementing such law,
provided that the disclosure is limited to information that, either
alone or in conjunction with other information, indicates a violation
or potential violation of law, whether civil, criminal, or regulatory
in nature. The disclosure of the names and addresses of Veterans and
their dependents from VA records under this routine use must also
comply with the provisions of 38 U.S.C. 5701.
4. Federal Agencies, for Employment: VA may disclose information to
a Federal agency, except the United States Postal Service, or to the
Washington, DC Government, in response to its request, in connection
with that agency's decision on the hiring, transfer, or retention of an
employee, the issuance of a security clearance, the letting of a
contract, or the issuance of a license, grant, or other benefit by that
agency.
5. Congress: To a Member of Congress or staff acting upon the
Member's behalf when the Member or staff requests the information on
behalf of, and at the request of, the individual who is the subject of
the record.
6. National Archives and Records Administration (NARA): To NARA in
records management inspections conducted under 44 U.S.C. 2904 and 2906,
or other functions authorized by laws and policies governing NARA
operations and VA records management responsibilities.
7. Attorneys, Insurers, Employers: To attorneys, insurance
companies, employers, third parties liable or potentially liable under
health plan contracts, and courts, boards, or commissions as relevant
and necessary to aid VA in the preparation, presentation, and
prosecution of claims authorized by law.
8. The Department of Justice (DOJ), Litigation, Administrative
Proceeding: To DOJ, or in a proceeding before a court, an adjudicative
body, or other administrative body before which VA is authorized to
appear, when any of the following is a party to such proceedings or has
an interest in such proceedings, and VA determines that use of such
records is relevant and necessary to the proceedings:
(a) VA or any component thereof;
(b) Any VA employee in his or her official capacity;
(c) Any VA employee in his or her individual capacity where DOJ has
agreed to represent the employee; or
(d) The United States, where VA determines that litigation is
likely to affect the agency or any of its components.
9. Federal Agencies, Courts, Litigants, for Litigation or
Administrative Proceedings: VA may disclose information to another
Federal agency, court, or party in litigation before a court or in an
administrative proceeding conducted by a Federal agency, when the
Government is a party to the judicial or administrative proceeding.
10. Any information in this system of records may be disclosed to a
state or municipal grand jury, a state or
[[Page 44477]]
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. Federal Agencies, for Recovery of Medical Care Costs: VA may
disclose information to Federal agencies and Governmentwide third-party
insurers responsible for payment of the cost of medical care for the
identified patients, to seek recovery of the medical care costs. These
records may also be disclosed as part of a computer matching program to
accomplish this purpose.
12. Any relevant information from this system of records may be
disclosed to TRICARE, DoD and 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. Consumer Reporting Agencies: VA may disclose information as is
reasonably necessary to identify such individual or concerning that
individual's indebtedness to the United States by virtue of the
person's participation in a benefits program administered by the
Department, to a consumer reporting agency for the purpose of locating
the individual, obtaining a consumer report to determine the ability of
the individual to repay an indebtedness to the United States, or
assisting in the collection of such indebtedness, provided that the
provisions of 38 U.S.C. 57019(g)(2) and (4) have been met.
14. Federal Labor Relations Authority (FLRA): To the FLRA in
connection with the investigation and resolution of allegations of
unfair labor practices, the resolution of exceptions to arbitration
awards when a question of material fact is raised, matters before the
Federal Service Impasses Panel, and the investigation of representation
petitions and the conduct or supervision of representation elections.
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 Federal Agencies, for Research: To a Federal agency for the
purpose of conducting research and data analysis to perform a statutory
purpose of that Federal agency upon the written request of that agency.
17. Claims Representatives: 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 upon the request of the claimant and provided that
the disclosure is limited to information relevant to a claim, 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.
18. Guardians Ad Litem, for Representation: To a fiduciary or
guardian ad litem in relation to his or her representation of a
claimant in any legal proceeding as relevant and necessary to fulfill
the duties of the fiduciary or guardian ad litem.
19. Treasury, To Report Waived Debt as Income: To the Department of
the Treasury as a report of income under 26 U.S.C. 61(a)(12), provided
that the disclosure is limited to information concerning an
individual's indebtedness that 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.
20. Treasury, for Withholding: To the Department of the Treasury
for the collection of title 38 benefit overpayments, overdue
indebtedness, 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, provided that the disclosure is
limited to information concerning an individual's indebtedness by
virtue of a person's participation in a benefits program administered
by VA.
21. Social Security Administration (SSA), Department of Health and
Human Services (HHS) for Social Security Number Validation: To SSA and
HHS, for the purpose of conducting computer matches to obtain
information to validate the social security numbers maintained in VA
records.
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. Contractors: To contractors, grantees, experts, consultants,
students, and others performing or working on a contract, service,
grant, cooperative agreement, or other assignment for VA, when
reasonably necessary to accomplish an agency function related to the
records.
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 OIVC accreditation to professionally accepted claims
processing standards.
25. Federal Agencies, for Computer Matches: To other Federal
agencies for the purpose of conducting computer matches to obtain
information to determine or verify eligibility of Veterans receiving VA
benefits or medical care under title 38.
26. Federal Agencies, Fraud and Abuse: To other Federal agencies to
assist such agencies in preventing and detecting possible fraud or
abuse by individuals in their operations and programs.
27. Data Breach Response and Remediation, for VA: To appropriate
agencies, entities, and persons when (1) VA suspects or has confirmed
that there has been a breach of the system of records; (2) VA has
determined that as a result of the suspected or confirmed breach there
is a risk of harm to individuals, VA (including its information
systems, programs, and operations), the Federal Government, or national
security; and
(3) the disclosure made to such agencies, entities, and persons is
reasonably necessary to assist in connection with VA's efforts to
respond to the suspected or confirmed breach or to prevent, minimize,
or remedy such harm.
28. Any relevant information from this system of record may be
disclosed to the Centers for Medicare and Medicaid, the SSA, or any
other Federal or state agencies for the review and reporting of CHAMPVA
and TRICARE health benefit claims.
29. Data Breach Response and Remediation, for another Federal
agency: To another Federal agency or Federal entity, when VA determines
that information from this system of records is reasonably necessary to
assist the recipient agency or entity in (1) responding to a suspected
or confirmed breach or (2) preventing, minimizing, or remedying the
risk of harm to individuals, the recipient agency or entity (including
its information
[[Page 44478]]
systems, programs, and operations), the Federal Government, or national
security, resulting from a suspected or confirmed breach.
30. Merit Systems Protection Board (MSPB): To MSPB in connection
with appeals, special studies of the civil service and other merit
systems, review of rules and regulations, investigation of alleged or
possible prohibited personnel practices, and such other functions
promulgated in 5 U.S.C. 1205 and Sec. 1206, or as authorized by law.
31. Equal Employment Opportunity Commission (EEOC): To the EEOC in
connection with investigations of alleged or possible discriminatory
practices, examination of Federal affirmative employment programs, or
other functions of the Commission as authorized by law.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
Records are stored electronically in the Amazon Web Service Cloud.
Paper documents may be scanned/digitized and stored for viewing
electronically.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Electronic 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, the VA assigned Integration
Control Number, data file number (DFN), DFN and beneficiary first name,
Social Security Number of the Veteran, family member, caregiver, or VA
claims file number of the Veteran.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
Records in this system are retained and disposed of in accordance
with the schedule approved by the Archivist of the United States,
Record Control Schedule 10-1 item 1260.1.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Working spaces and record storage areas at OIVC are secured during
all business and non-business hours. All entrance doors require an
electronic pass card for entry. The OIVC Logistics Department issues
electronic pass cards. OIVC staff control visitor entry by door release
and escort. The building is equipped with an intrusion alarm system
monitored by OIVC security staff during business hours and by a
security service vendor during nonbusiness hours.
Electronic/digital records are stored in an electronically
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. Authorized
VA employees may access information in the computer system by a series
of individually unique passwords/codes.
The system is hosted in Amazon Web Services Government Cloud
infrastructure as a service Cloud computing environment that has been
authorized at the high-impact level under the Federal Risk and
Authorization Management Program. The secure site- to-site encrypted
network connection is limited to access via the VA trusted internet
connection.
RECORD ACCESS PROCEDURES:
Individuals seeking information on the existence and content of
records in this system pertaining to them should contact the system
manager in writing as indicated above or write or visit the VA medical
facility location where they normally receive their care. A request for
access to records must contain the requester's full name, address, and
telephone number, be signed by the requester and describe the records
sought in sufficient detail to enable VA personnel to locate them with
a reasonable amount of effort.
CONTESTING RECORD PROCEDURES:
Individuals seeking to contest or amend records in this system
pertaining to them should contact the System Manager in writing as
indicated above or may write or visit the VA medical facility location
where they normally receive their care. A request to contest or amend
records must state clearly and concisely what record is being
contested, the reasons for contesting it, and the proposed amendment to
the record.
NOTIFICATION PROCEDURES:
Individuals who wish to be notified if a record in this system of
records pertains to them should submit the request following the
procedures described in ``Record Access Procedures,'' above.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
68 FR 53784 (September 12, 2003), 74 FR 34398 (July 15, 2009), 80
FR 11527 (March 3, 2015).
[FR Doc. 2025-17712 Filed 9-12-25; 8:45 am]
BILLING CODE 8320-01-P
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</html>Indexed from Federal Register on September 15, 2025.
This is legal information, not legal advice. Laws vary by jurisdiction and change frequently. Always verify current law with official sources and consult a licensed attorney in your jurisdiction for advice on your specific situation.