Effective 09/08/94 (59 FR 46439)

SOCIAL SECURITY ADMINISTRATION NOTICE OF SYSTEM OF RECORDS REQUIRED BY THE PRIVACY ACT OF 1974
60-0095

System name: Health Insurance Overpayment Ledger Cards, SSA/OSR.

Security classification:

None.

System location:

PSCs (see Appendix A to this publication for address information)

Social Security Administration
Office of Disability Operations
1500 Woodlawn Drive
Baltimore, MD 21241

Categories of individuals covered by the system:

All Social Security HI and SMI enrollees prior to 1982 who received incorrect Medicare payments or services, who are determined liable, and against whom it is not possible to adjust subsequent Part A (Hospital) or Part B (Supplementary Medical) benefits or who request adjustment of title II benefits to collect incorrect Medicare payments.

Categories of records in the system:

A clerical record of each overpaid Medicare benefit; name and address of the individual(s) involved; recovery efforts made and the date of each action and planned future actions.

Authority for maintenance of the system:

Sections 1814, 1833 and 1870 of the Act.

Purpose(s):

The users of this system are selected employees of SSA's PSC's and ODO.

The information recorded by the PSC's is used to maintain control of Medicare overpayments referred from the HHS, HCFA for recovery action in cases in which HCFA is unable to recoup the overpayment by adjusting subsequent Medicare benefits or the beneficiary requests that SSA adjust versus his title II benefits. The information on the ledger cards was used to produce periodic accounting, management and statistical reports.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses:

Disclosure may be made for routine uses as indicated below:

To a congressional office in response to an inquiry from that office made at the request of the subject of a record.
Information may be disclosed to contractors and other Federal agencies, as necessary, for the purpose of assisting SSA in the efficient administration of its programs. We contemplate disclosing information under this routine use only in situations in which SSA may enter a contractual or similar agreement with a third party to assist in accomplishing an agency function relating to this system of records.
Nontax return information which is not restricted from disclosure by Federal law may be disclosed to GSA and NARA for the purpose of conducting records management studies with respect to their duties and responsibilities under 44 U.S.C. 2904 and 2906, as amended by NARA Act of 1984.
To DOJ, a court or other tribunal, or another party before such tribunal when:
- the SSA, any component thereof; or
- any SSA employee in his/her official capacity; or
- any SSA employee in his/her individual capacity where DOJ (or SSA where it is authorized to do so) has agreed to represent the employee; or
- the United States or any agency thereof where SSA determines that the litigation is likely to affect the operations of SSA or any of its components,
is a party to litigation or has an interest in such litigation, and SSA determines that the use of such records by DOJ, the court or other tribunal is relevant and necessary to the litigation, provided, however, that in each case, SSA determines that such disclosure is compatible with the purpose for which the records were collected.
Wage and other information which are subject to the disclosure provisions of the IRC (26 U.S.C. 6103) will not be disclosed under this routine use unless disclosure is expressly permitted by the IRC.
To student volunteers and other workers, who technically do not have the status of Federal employees, when they are performing work for SSA as authorized by law, and they need access to personally identifiable information in SSA records in order to perform their assigned Agency functions. ( date pub. in FR-(9/8/94)-A.Matthews)

Policies and practices for storing, retrieving, accessing, retaining, and disposing of records in the system:

Storage:

Card stock in metal cabinets.

Retrievability:

The records in this system are retrieved by SSN.

Safeguards:

Records protected through standard security means for all of SSA's clerical records (e.g., cabinets are locked after hours, limited access to buildings and limited access by authorized employees who have a need for the records in the performance of their official duties). (See Appendix G to this publication for additional information relating to safeguards SSA employs to protect personal information.)

Retention and disposal:

Records are transferred to the FRC after data is converted to the "Recovery of Overpayments, Accounting and Reporting System, 60-0094." The FRC retains the data for 4 years and then destroys it by shredding.

System manager(s) and address:

Director
Office of Claims and Payment Requirements
Office of Systems Requirements
Social Security Administration
6401 Security Boulevard
Baltimore, MD 21235

Notification procedure:

An individual can determine if this system contains a record about him/her by providing name and SSN and following the procedures below. (Furnishing the SSN is voluntary, but it will make searching for an individual's record easier and avoid delay.)

If the requested records relate to a Retirement or Survivors Insurance claim, the individual should contact the appropriate PSC (based on SSN) (see Appendix A for address and SSN information).

If the individual named in the record resides outside the United States or its possessions, contact should be made to SSA's International PSC (see Appendix A for address information).

If the requested records relate to a DI claim, the individual should write to SSA's ODO (see Appendix B for address information).

When requesting notification, an individual should provide his or her name, SSN and reference this system.

An individual requesting notification of records in person need not furnish any special documents of identity. Documents he/she would normally carry on his/her person would be sufficient (e.g., credit cards, driver's license, or voter registration card). An individual requesting notification via mail or telephone must furnish a minimum of his/her name, date of birth, and address in order to establish identity, plus any additional information specified in this section. These procedures are in accordance with HHS Regulations 45 CFR Part 5b.

Record access procedures:

Same as notification procedures. Requesters should also reasonably specify the record contents being sought. These procedures are in accordance with HHS Regulations 45 CFR Part 5b.

Contesting record procedures:

Same as notification procedures. Requesters should also reasonably identify the record, specify the information they are contesting and state the corrective action sought and the reasons for the correction with supporting justification showing how the record is incomplete, untimely, inaccurate or irrelevant. These procedures are in accordance with HHS Regulations 45 CFR Part 5B.

Record source categories:

The information is received indirectly from the providers of Medicare services through HCFA and directly from HCFA as a result of their audit procedures.

Systems exempted from certain provisions of the Privacy Act: